How to Draft and Notarize an Affidavit of Loss in the Philippines (Device & SIM Card)

This guide walks you through everything you need to know—what an Affidavit of Loss is, when you need one, what to write, how to notarize it properly, and what to do afterwards—specifically for lost phones/devices and SIM cards in the Philippines.

What is an Affidavit of Loss?

An Affidavit of Loss is a sworn written statement made under oath by the owner of a lost item, describing the loss and requesting replacement or deactivation of the lost item. For phones and SIMs, it is commonly used to:

Request SIM card replacement or deactivation of the registered SIM
Ask your telco to block the SIM and/or device (subject to each telco/NTC process)
Support insurance claims or employer reports
Document the loss for your records or other institutions (e-wallets/banks, company IT, etc.)

Because it’s a sworn statement, lying is a crime (perjury). Be truthful and specific.

When do you need one?

Lost phone (misplaced or stolen) and you want to block or replace your SIM/device
Lost SIM (with or without the handset), especially when it’s registered under your name
Your telco, insurer, employer, or another institution requires it as a condition for service

If the phone was stolen or involved in a crime, also file a police blotter. Some organizations will ask for both a blotter and an affidavit.

Legal & procedural anchors (in plain language)

Affidavits are notarized under the Rules on Notarial Practice. That’s why personal appearance and valid IDs matter.
The SIM Registration Act requires SIMs to be registered and obliges users to report loss to their provider promptly so the SIM can be deactivated/replaced and the registry updated.
Notarization turns your affidavit into a public document, which carries evidentiary weight in offices and transactions.

(This article gives general information, not legal advice.)

Information to gather before drafting

Collect these details so your affidavit is complete and credible:

About you

Full name, citizenship, civil status, date of birth
Address and contact details
Valid government ID details (type, number, issuance date/place)

About the SIM

Mobile number and network (e.g., Globe/Smart/DITO)
SIM brand (if known), when purchased/activated
Whether the SIM is registered under your name (and when)
Account name/number with the provider, if applicable

About the device (if lost)

Make/brand, model, color
IMEI/serial number (from the box, receipt, or your Google/Apple account)
When/where purchased (receipt or proof of ownership if available)

About the incident

Date, time, and place of loss (or last seen)
How it happened (misplaced/left in a vehicle; pickpocketed; house theft; etc.)
What you did to try to recover it (called the number; used Find My Device/iPhone; retraced steps)
Any police report or CCTV reference, if available

What you’re asking for

Deactivate/block the SIM, replace the SIM with the same number if possible
(Optional) Block the device/IMEI per provider/NTC processes
Statement you’ll immediately inform the provider if you later find the device/SIM

How to write the affidavit (structure & content)

Use clear, numbered paragraphs. For device/SIM losses, include:

Identity & capacity – who you are and (if applicable) that you are the registered subscriber/owner.
Ownership – that the SIM/phone belongs to you (attach any proof).
Description – detailed description of the SIM and/or device (include IMEI, number, model).
Circumstances of loss – when, where, how; in plain, specific terms.
Efforts to recover – what you already tried (calls, remote lock/wipe, report to guards/police).
No fault/no transfer – you did not sell, lend, pledge, or give it away.
Request/undertaking – ask the telco to deactivate/block and to issue a replacement; promise to notify if recovered.
Truthfulness clause – you are executing the affidavit to attest to the truth and for lawful purposes.

Affidavits are normally notarized under a jurat (you swear/affirm the truth before the notary and sign in the notary’s presence). Do not sign it in advance.

Sample: Affidavit of Loss (Device & SIM)

AFFIDAVIT OF LOSS

I, [Full Name], of legal age, [citizenship], [civil status], with address at [complete address], after having been duly sworn in accordance with law, depose and state that:

I am the owner and registered subscriber of mobile number [09XXXXXXXXX] under [Globe/Smart/DITO] and the user/owner of a [Brand/Model/Color] mobile phone bearing IMEI/Serial No. [________].

On [date] at around [time], at [place], I [lost/misplaced/was a victim of theft of] the above-described [SIM/phone]. The circumstances are as follows: [brief, specific narration].

I exerted efforts to locate/recover it by [calling, tracking via Find My Device/iPhone, reporting to security/police, retracing steps], but to no avail.

I did not sell, lend, pledge, or otherwise transfer the [SIM/phone] to anyone.

I am executing this Affidavit to request [Provider] to deactivate/block my [SIM/IMEI as applicable] and to issue a replacement SIM with the same number, subject to company procedures and requirements.

Should the [SIM/phone] be found or recovered, I undertake to immediately inform [Provider] and comply with any further instructions.

IN WITNESS WHEREOF, I have hereunto set my hand this [date] in [city/province], Philippines.

[Signature over Printed Name] Affiant Gov’t ID: [ID type & number; date/place issued]

JURAT SUBSCRIBED AND SWORN to before me this [date] in [city/province], the affiant personally appeared and exhibited [ID type & number] as competent evidence of identity, and who affirmed that the foregoing statements are true and correct.

[Notary Public’s Name] Notary Public for [City/Province] Commission No. [____] | Until: [____] Office Address: [____] PTR No. [____], IBP No. [____], Roll No. [____] Doc. No. [____]; Page No. [____]; Book No. [____]; Series of [Year]

Attachments (if available): receipt/box with IMEI; photo of device; SIM card holder/PUK card; copy of SIM registration/contract; valid ID.

You may adapt the template if only the SIM or only the device is lost.

Notarization: step-by-step

Print the affidavit (single-sided is standard). Don’t sign yet.
Bring:
- The affidavit (and any attachments)
- One valid government ID with photo/signature (passport, driver’s license, PhilID, UMID, PRC, etc.)
- Payment for notarial fee (varies by city; many include the documentary stamp)
Appear personally before a notary public within the city/province of the notary’s commission.
Sign in front of the notary; you’ll be placed under oath (jurat) and asked to present your ID.
- If you have no valid ID, you may use credible witnesses (usually two) who personally know you and present their own IDs; they must not be parties to the document.
The notary records it in the notarial register and completes the notarial certificate with Doc/Page/Book/Series numbers.
A documentary stamp (commonly ₱30 per affidavit) is typically affixed; some notaries include it in their fee.
Get at least 3 original notarized copies: one for the telco, one for you, one spare (e.g., insurer/employer). Keep scanned PDFs too.

Remote/e-notarization in the Philippines is limited. Unless otherwise allowed in your area and by the notary, assume in-person appearance is required.

After notarization: who to notify and what to do

Your telco (Globe/Smart/DITO):
- Report the loss; request SIM deactivation and replacement (same number if eligible).
- Ask about device/IMEI blocking (process and requirements vary).
- Bring your notarized affidavit, ID, and any account proof.
Disable & secure accounts:
- Use Google’s Find My Device / Apple Find My to lock/wipe the phone.
- Change passwords and sign out sessions for email, social media, and apps.
- Freeze e-wallets/banks (GCash, Maya, bank apps) and re-enroll the new SIM for OTPs.
Police blotter (recommended if stolen) — keep a copy alongside your affidavit.
NTC/telco blocking – follow your provider’s instructions if they coordinate with NTC for blocking.
If the item is later found, execute an Affidavit of Recovery (or a short letter) and inform the telco to lift blocks where applicable.

Special cases

Minor owner: A parent/guardian usually executes the affidavit for and on behalf of the minor and attaches proof of relationship (e.g., PSA birth certificate).
Company-owned device/SIM: The authorized company officer (per board/secretary’s certificate) should execute the affidavit, attach the board/secretary’s certificate and proof that the line/device is company property.
Foreigner subscribers: Bring passport/ACR and the telco account document bearing your name.
No IMEI at hand: Check the phone box/receipt, your Google/Apple account, or your postpaid account records.

Common mistakes to avoid

Vague narratives (“I lost it somewhere”) → Provide date/time/place and a short factual account.
Missing identifiers → Always include mobile number and, if possible, IMEI.
Premature signature → Sign only before the notary.
No attachments → Even a photo of the box/receipt helps prove ownership.
Notarizing outside the notary’s area → Use a notary commissioned in the city/province where you appear.
Using an acknowledgment instead of a jurat → Affidavits are ordinarily under a jurat.

FAQs

Is a police report required? Not always. Many telco transactions accept a notarized affidavit. But for theft or insurance claims, a police blotter is commonly required.

How many copies? Prepare three original notarized copies. Keep electronic scans.

Validity/expiration? Affidavits generally don’t expire, but institutions may set recency windows (e.g., executed within 30–90 days). Ask the receiving office.

Fees? Notarial fees vary by locality and document length; many small affidavits cost a few hundred pesos. Documentary stamp is commonly ₱30 per affidavit (often included).

Can I combine device & SIM in one affidavit? Yes—use the sample above. Be precise about both items.

One-page checklist (print/save)

Gather ID, SIM number, network, device brand/model/color, IMEI, proof of ownership
Write a clear, truthful narration of loss (when/where/how + recovery efforts)
Draft the affidavit (use jurat format) and do not sign yet
Appear before a notary public with your ID; sign and have it notarized
Make 3 notarized originals + PDF scan
Report to telco for deactivation/blocking and SIM replacement
Lock/wipe device; change passwords; secure banks/e-wallets
If stolen: file police blotter
If recovered later: execute Affidavit of Recovery and inform telco

If you want, I can tailor the template (names, dates, device/SIM details) and produce a clean, print-ready affidavit with your specifics.