1) What an Affidavit of Loss Is (and What It Is Not)

An Affidavit of Loss is a sworn written statement where a person (the affiant) declares—under oath—facts about how a particular item or document was lost, destroyed, or cannot be located despite diligent efforts. It is commonly required by government agencies, schools, banks, employers, and private institutions as a replacement requirement or as part of an internal risk-control process.

It does not automatically:

cancel the legal effects of a lost document (e.g., a negotiable instrument),
erase obligations arising from the lost item (e.g., a loan document),
guarantee approval of a replacement request,
constitute proof of identity by itself.

It is best understood as evidence of your sworn narration of the loss, which an institution uses to decide whether and how to issue a replacement or process a request.

2) Legal Framework in the Philippine Context

2.1 Sworn statements and notarization

In the Philippines, an affidavit becomes a sworn statement when the affiant personally appears before an authorized officer (usually a notary public) and swears or affirms that the statements are true. The notary then completes a jurat (the notarial certificate for affidavits) and affixes the notarial seal and details.

2.2 Why “Affidavit of Loss” is widely required

Institutions require it mainly to:

document a factual account of loss,
protect against fraud and double-issuance,
allocate liability and impose undertakings (e.g., reporting if found),
support internal audit/recordkeeping.

3) When You Typically Need an Affidavit of Loss

Common situations include loss of:

government-issued IDs (e.g., UMID-type credentials, postal-type IDs),
licenses and permits,
certificates (birth, marriage, school records, training certificates),
ATM cards, passbooks, bank documents,
company IDs, access cards,
vehicle-related documents (OR/CR, plates, stickers) depending on the processing office,
receipts, official documents, contracts, titles (often with additional steps),
mobile phone/SIM-related documents (often with extra requirements from the telco).

Important practical point: Many institutions have their own form or required wording. If they do, follow theirs—even if you still need it notarized.

4) Key Parts of a Proper Affidavit of Loss

A usable Affidavit of Loss usually contains:

Title “AFFIDAVIT OF LOSS”
Venue “REPUBLIC OF THE PHILIPPINES) CITY/MUNICIPALITY OF _________ ) S.S.”
Affiant’s personal circumstances Full name, legal age, civil status (optional but common), citizenship (optional), and residential address. Include valid ID details as needed for notarization (the notary will record these).
Statement of ownership/possession and description of the lost item Identify the document/item precisely:
- Document name/type,
- document number/serial number/control number,
- issuing agency/institution,
- date issued (if known),
- other identifiers (plate number, account number—use only what’s necessary and safe).
Circumstances of loss A clear narration:
- approximate date/time,
- place,
- how it was lost (misplaced, stolen, damaged by fire/flood, etc.),
- steps taken to search or recover it.
Statement of non-recovery and diligence A line stating you exerted efforts to locate it but failed.
Purpose/intent Why you are executing the affidavit (e.g., to support request for replacement/reissuance, to comply with a requirement, to update records).
Undertakings (optional but often helpful)
- you will surrender the original if found,
- you will notify the institution if recovered,
- you will not use the recovered original to commit fraud.
Signature block Affiant signs above printed name.
Jurat (notarial portion) Completed by the notary: date, place, personal appearance, ID details, and notary seal.

4.1 What to include vs. what to avoid

Include what the receiving office needs to identify the document and assess risk. Avoid unnecessary sensitive data (e.g., full bank account numbers) unless required. When numbers are required, many offices accept partial masking (e.g., last 4 digits), but follow the receiving office’s rule.

5) Drafting Guidelines: Substance, Tone, and Consistency

5.1 Use factual, specific, and non-argumentative language

Affidavits work best as neutral narrations:

“I last used the ID on…”
“I discovered it missing on…”
“I searched in… and asked… but could not find it.”

5.2 Date and place accuracy

If you do not know exact details, use approximations honestly:

“on or about 15 January 2026”
“sometime in the first week of January 2026” Don’t invent details just to sound precise.

5.3 Consistency across documents

If you also file a police blotter, incident report, or request forms, ensure the narratives align (date, place, document number). Inconsistencies trigger delays.

5.4 If theft is involved

If the loss is due to theft/robbery, many institutions require a police report or blotter entry in addition to the affidavit. Your affidavit should then say it was stolen and reference the police report details if available.

6) Common Variants of an Affidavit of Loss

6.1 Simple loss/misplacement

Used for documents likely misplaced (IDs, cards, certificates).

6.2 Loss due to calamity (fire, flood, typhoon)

Narration emphasizes the event, damage, and unavailability. Some offices also ask for a barangay certification or fire incident report.

6.3 Loss of two or more documents

One affidavit can cover multiple lost items if the circumstances are the same and the receiving office permits it. Otherwise, prepare separate affidavits.

6.4 Corporate or employer-related records

Sometimes executed by an authorized representative with a statement of authority (board resolution/secretary’s certificate) if the “owner” is a company.

7) Template: Affidavit of Loss (Philippine Format)

Below is a commonly accepted form. Replace bracketed portions and adjust details to match your facts and the receiving office’s requirements.

REPUBLIC OF THE PHILIPPINES ) CITY/MUNICIPALITY OF ________ ) S.S.

AFFIDAVIT OF LOSS

I, [FULL NAME], of legal age, [civil status], [citizenship], and residing at [complete address], after having been duly sworn to in accordance with law, hereby depose and state that:

I am the lawful owner/holder of [describe the document/item], particularly: [document name/type], with [document number/serial/control number], issued by [issuing agency/institution] on [date issued, if known].
I last had possession of the said [document/item] on or about [date] at [place].
On or about [date], I discovered that the said [document/item] was lost/misplaced/stolen/destroyed under the following circumstances: [brief but clear narration of how it happened].
I exerted diligent efforts to locate and recover the said [document/item], including [search actions taken], but despite such efforts, I failed to find or retrieve it.
The said [document/item] has not been recovered and remains missing as of this date.
I am executing this Affidavit of Loss to attest to the foregoing facts and for the purpose of [requesting a replacement/reissuance] of the said [document/item] and for whatever lawful purpose it may serve.
In the event the said [document/item] is found or recovered, I undertake to immediately notify [institution/agency] and surrender the same, and I shall not use it for any fraudulent or unlawful purpose.

IN WITNESS WHEREOF, I have hereunto set my hand this [day] of [month] [year] in [City/Municipality], Philippines.

[AFFIANT’S NAME] Affiant

SUBSCRIBED AND SWORN TO before me this [day] of [month] [year] in [City/Municipality], Philippines, affiant exhibiting to me [ID type] with No. [ID number] issued on [date] at [place].

Notary Public

Doc. No. ___; Page No. ___; Book No. ___; Series of ___.

8) Notarization in Practice: Step-by-Step

8.1 Prepare the document correctly

Print on clean paper, standard format.
Leave the jurat for the notary to complete (do not pre-fill notarial details unless instructed).
Do not sign in advance unless the notary expressly allows signing in their presence; standard practice is sign in front of the notary.

8.2 Bring acceptable proof of identity

Notaries must record and rely on identification. Bring at least one current, government-issued photo ID with signature (and preferably one backup ID). If your only ID is the one you lost, bring alternative IDs or supporting documents and expect the notary to apply stricter checks.

8.3 Personal appearance is required

You must appear in person before the notary. If you are abroad, you may need notarization through Philippine foreign service posts or local notarization with authentication depending on the receiving office’s rules.

8.4 Swear/affirm and sign

You will:

confirm you understand the affidavit,
swear or affirm its truthfulness,
sign the affidavit.

8.5 Notarial register and fees

The notary:

enters details in the notarial register,
stamps/seals the affidavit,
issues the notarized document.

9) Practical Acceptance Tips (To Avoid Rejection)

Match the receiving office’s naming convention If they call it “Affidavit of Loss (ID)” or require specific phrases (“diligent efforts”), follow that.
Use the correct venue Venue should reflect where notarized (city/municipality).
Check required attachments Common add-ons:
- police report/blotter (for theft),
- authorization letter + IDs (if someone files on your behalf; note the affidavit itself usually must be executed by the affiant personally),
- supporting certifications (barangay certification, incident report for fire).
Avoid unclear descriptions Instead of “lost my ID,” specify which ID, number, and issuer.
Keep statements internally consistent Timeline and facts should not conflict.
Use legible names and signatures Sign consistently with your IDs.
Don’t over-admit legal conclusions An affidavit states facts, not legal arguments.

10) Special Cases and Extra Caution

10.1 Lost land titles or critical property documents

Replacing or reconstituting titles or key property documents may involve processes beyond a simple affidavit. Many institutions still require the affidavit as an initial step, but additional administrative or judicial procedures may apply.

10.2 Lost negotiable instruments (checks, promissory notes)

Banks often require an affidavit plus internal forms and may impose waiting periods or indemnity requirements depending on their policy.

10.3 Lost passports or immigration documents

Typically requires agency-specific procedures; an affidavit may be required but is only part of the documentary set.

10.4 Lost school records

Schools often require an affidavit plus request forms; some require stating the purpose (employment, board exam, transfer).

11) Legal Risks and Liability

An affidavit is executed under oath. False statements can expose the affiant to:

criminal liability for false testimony/perjury-related offenses,
administrative consequences (blacklisting, denial of replacement),
civil liability if another party suffers loss due to misrepresentation.

Even honest mistakes can cause delays, so accuracy matters.

12) Quick Checklist

Before notarization

Correct document title and venue
Full identity and address of affiant
Complete description of lost item (type, number, issuer, date)
Clear circumstances of loss (date/place/how)
Diligent search statement
Non-recovery statement
Purpose statement
Undertaking if found
Unsigned until in front of notary (best practice)
Valid government ID(s) ready

After notarization

Notarial seal/stamp present
Jurat completed with date/place
Notary’s signature and details present
Keep photocopies/scans for your records