An Affidavit of Loss is a sworn written statement executed by a person who has lost or had stolen personal property, most commonly a wallet containing government-issued identification cards and other important documents. In the Philippine legal system, this document serves as official proof that the affiant no longer possesses the item and is used primarily to support applications for replacement of lost or stolen government IDs, to notify concerned agencies of the loss, and to establish a record that protects the affiant from liability arising from unauthorized use of the missing documents after the date of loss.

The affidavit carries significant legal weight because it is executed under oath. It is governed by the 2004 Rules on Notarial Practice of the Supreme Court, which require personal appearance before a notary public, presentation of competent evidence of identity, and proper jurat execution. False statements in an affidavit constitute perjury under Article 183 of the Revised Penal Code, punishable by arresto mayor in its maximum period to prision correccional in its minimum period, or higher penalties if the false affidavit is used to commit another crime such as fraud or estafa.

Distinction Between Loss and Theft

Philippine law treats “loss” and “theft” differently in documentation, though both commonly result in the execution of an Affidavit of Loss. Pure loss occurs when the owner cannot locate the item despite diligent search and there is no evidence of criminal taking. Theft occurs when there is unlawful taking of personal property with intent to gain, as defined in Article 308 of the Revised Penal Code. In practice, most police stations record incidents involving missing wallets under a single “blotter” entry labeled as “loss/theft” or “missing items.” If the affiant wishes to pursue criminal charges against a known or unknown perpetrator, a separate complaint-affidavit must be filed with the police or the Office of the City or Provincial Prosecutor. For ordinary replacement of government IDs, a simple police blotter report combined with a notarized Affidavit of Loss is sufficient.

Immediate Actions Before Executing the Affidavit

Prompt reporting protects the affiant from liability for transactions made with stolen cards or misuse of IDs. The recommended sequence is:

Immediately contact banks and credit card issuers to block all debit, credit, and ATM cards. Provide the card numbers and request written confirmation of the block. Follow up in writing within 24–48 hours, attaching a copy of the eventual police report and affidavit.
Report lost or stolen SIM cards to the telecommunications provider to block the number and request a replacement SIM. Some providers require a notarized affidavit before releasing a new SIM under the same number.
If the wallet contained cash or other valuables covered by homeowners, travel, or credit card insurance, notify the insurer immediately and obtain claim forms. Most insurers require both a police report and a notarized affidavit.
Change passwords and enable two-factor authentication for any digital wallets, banking apps, e-wallets, or government portals linked to the lost IDs.
If identity theft is suspected or large sums are involved, consider filing a report with the National Bureau of Investigation (NBI) or the Philippine National Police Anti-Cybercrime Group, although this is not required for routine ID replacement.

Step-by-Step Process to Secure a Notarized Affidavit of Loss

Step 1: Obtain a Police Blotter Report or Certification

Proceed to the nearest Philippine National Police (PNP) station or police community precinct where the loss or theft occurred or where the affiant resides. Present any available evidence such as photographs of the wallet or IDs, last-known location details, and a valid government ID. The desk officer will enter the incident in the police blotter book. Request a certified true copy of the blotter entry or a “Certification of Loss/Theft.” This document is usually issued on the same day or within 24 hours and is free or requires only a minimal certification fee. The police report should contain the date, time, place, and circumstances of the incident as narrated by the affiant.

Step 2: Draft the Affidavit of Loss

The affidavit may be prepared by the affiant personally, by a lawyer, or using standard templates available from notarial offices or legal aid clinics. It must be typewritten or clearly handwritten in English or Filipino and must contain the following essential elements:

Complete personal details of the affiant (full name, age, civil status, citizenship, residence address, and occupation).
Competent evidence of identity to be presented to the notary (e.g., Philippine passport, driver’s license, or PhilID number and issuing agency).
Detailed description of the lost or stolen item, including brand, color, and approximate value of the wallet, and a specific enumeration of each government ID, card, or document it contained (with numbers if known).
Precise circumstances: date, time, and place the item was last seen or possessed; how and when the loss or theft was discovered; and any efforts made to recover it.
Clear statement that the item is no longer in the affiant’s possession or control and has not been pledged, sold, or transferred.
Purpose of the affidavit (e.g., “for the replacement of my lost/stolen Driver’s License, Passport, and other government IDs”).
Declaration that the statements are true and correct, made of the affiant’s own free will, and that the affiant is willing to testify in court if required.
Signature of the affiant above the printed name.

A standard template appears below (to be adapted to the specific facts):

REPUBLIC OF THE PHILIPPINES
City/Municipality of _______________
Province of _______________

AFFIDAVIT OF LOSS

I, JUAN DELA CRUZ, of legal age, married, Filipino, and a resident of No. 123 Barangay Sample, Quezon City, after having been duly sworn in accordance with law, depose and state:

That I am the lawful owner and holder of a black leather wallet containing, among others, the following government-issued identification cards and documents:
a. Driver’s License No. N01-12-345678 issued by the Land Transportation Office;
b. Philippine Passport No. P1234567A issued by the Department of Foreign Affairs;
c. PhilID / UMID No. 1234-5678-9012-3456 issued by the Philippine Statistics Authority / Social Security System;
d. PRC ID No. 1234567 issued by the Professional Regulation Commission; and
e. Other miscellaneous cards and approximately ₱5,000.00 in cash.
That on 15 May 2026, at approximately 8:30 p.m., while I was riding a public utility jeepney along EDSA, Quezon City, I discovered upon alighting that my wallet was missing from my rear pocket.
That I immediately searched the jeepney and the immediate vicinity but failed to recover the wallet. I have exerted all reasonable efforts to locate the same but to no avail.
That the said wallet and all its contents are not in my possession, custody, or control, and I have not sold, pledged, transferred, or otherwise disposed of the same.
That I am executing this affidavit to attest to the truth of the foregoing facts and for the purpose of applying for the replacement or re-issuance of my lost/stolen government identification cards and documents, and for whatever other legal purpose this may serve.
That I am willing to testify to the foregoing in any court or administrative proceeding if so required.

IN WITNESS WHEREOF, I have hereunto set my hand this 16th day of May 2026 at Quezon City, Philippines.

(SGD.) JUAN DELA CRUZ
Affiant

SUBSCRIBED AND SWORN to before me this 16th day of May 2026 at Quezon City, affiant exhibiting to me his Philippine Passport No. P1234567A issued on 10 January 2024 at DFA Manila, with his photograph and signature appearing thereon.

Doc. No. 456;
Page No. 12;
Book No. I;
Series of 2026.

(SGD.) ATTY. MARIA SANTOS
Notary Public
Until December 31, 2026
PTR No. 1234567; Roll No. 54321
IBP No. 987654; MCLE Compliance No. VII-0012345

Step 3: Notarization

The affiant must personally appear before a commissioned notary public. The notary will:

Verify the identity of the affiant through competent evidence of identity (any government-issued ID with photograph and signature).
Ensure the affiant understands the contents and voluntarily signs the document.
Administer the oath.
Complete the notarial acknowledgment or jurat, including the notarial register details (document number, page, book, and series).

Notarial fees typically range from ₱200 to ₱1,000 depending on the location and the notary’s schedule of fees. Notaries public are prohibited from charging excessive fees under the Rules on Notarial Practice. The notarized affidavit becomes a public document.

Step 4: Secure Multiple Certified Copies

Request at least five to ten certified photocopies of both the police blotter/certification and the notarized affidavit. Most government agencies require original or certified true copies. Keep the originals in a safe place and use copies for submissions.

Using the Documents to Obtain Replacement Government IDs

Each issuing agency maintains its own replacement procedures. The notarized Affidavit of Loss and police report are almost universally required as supporting documents. The following outlines the typical process for the most common IDs (always verify current requirements directly with the agency, as fees, forms, and documentary requirements are subject to change):

Philippine Passport (Department of Foreign Affairs – DFA)
File a new passport application at any DFA Consular Office or satellite office. Submit the accomplished application form, the notarized Affidavit of Loss, the police blotter or certification, two valid IDs, and passport-size photos (if required). Pay the applicable passport fee plus any penalty for lost passport. DFA may conduct a brief interview or require additional verification in cases of repeated losses.

Driver’s License (Land Transportation Office – LTO)
Visit any LTO office or licensing center. Submit the LTO replacement form, notarized Affidavit of Loss, police report, medical certificate (if required), and payment of replacement and penalty fees. The LTO may issue a temporary license while processing the permanent replacement. Online options through the LTO portal may be available for initial application filing in some regions.

PhilID / PhilSys ID (Philippine Statistics Authority – PSA)
Report the loss through the official PhilSys channels or at a local registration center. Submit the notarized Affidavit of Loss, police report, and other proof of identity. A replacement PhilID may be issued after verification. The process is increasingly integrated with digital platforms.

UMID / SSS ID (Social Security System)
Go to the nearest SSS branch. Complete the replacement request form, attach the notarized affidavit and police report, and present another valid ID. Pay the replacement fee if applicable. GSIS members follow a parallel process at GSIS offices.

PRC Professional ID (Professional Regulation Commission)
File a request for replacement at the PRC central or regional office. Submit the notarized Affidavit of Loss, police report, PRC application form, and payment of fees. PRC may require publication of the loss in a newspaper of general circulation in cases involving professional licenses.

Other IDs (BIR TIN, Postal ID, Voter’s Certification, etc.)
The same core documents (affidavit + police report) are generally accepted. For BIR, visit the Revenue District Office; for Postal ID, the local post office; for voter-related documents, the Commission on Elections (COMELEC) field office. Some agencies now accept scanned copies uploaded through online portals, but original notarized documents are still required for final processing.

Additional Legal and Practical Considerations

Perjury and Liability
Any material falsehood in the affidavit exposes the affiant to criminal prosecution for perjury. If the false affidavit is used to obtain a replacement ID that is later used in a fraudulent transaction, additional charges such as estafa or falsification of public documents may apply. Agencies cross-check records; repeated unexplained losses may trigger investigation.

Time Sensitivity
There is no strict statutory deadline for executing an affidavit, but prompt action is essential. Banks and card issuers impose shorter periods for disputing unauthorized transactions. Government agencies may impose higher replacement fees or additional requirements for delayed reporting.

Digital and Electronic Records
Many agencies now maintain electronic databases. Once a replacement ID is issued, the old number is usually flagged or cancelled in the system. Retain copies of all documents for at least five years, as they may be needed for audits, insurance claims, or legal proceedings.

Minors and Incapacitated Persons
If the lost wallet belongs to a minor or a person under guardianship, the parent, guardian, or legal representative must execute the affidavit, attaching proof of authority (birth certificate, guardianship papers, or court order).

Lost Land Titles or Other High-Value Documents
The procedure described above applies only to wallets and ordinary government IDs. Loss of original land titles, certificates of title, or stock certificates requires a more rigorous judicial or administrative process involving publication, annotation, and possible reconstitution proceedings under separate laws.

Best Practices

Execute the affidavit as soon as possible after obtaining the police report while details are fresh.
Be precise and truthful in describing the circumstances; avoid speculation.
Use the same set of supporting documents for all replacement applications to maintain consistency.
Keep digital scans of the police report and notarized affidavit in secure cloud storage.
If the loss occurred abroad, report to the nearest Philippine Embassy or Consulate, which can facilitate a consularized affidavit or refer the matter to local police.
For frequent travelers or high-risk individuals, consider enrolling in identity-theft protection services or maintaining digital copies of important IDs in secure encrypted storage.

Prompt and proper execution of an Affidavit of Loss, supported by a police blotter report, enables individuals to restore their official identification documents efficiently while creating a contemporaneous record that safeguards against future misuse of stolen credentials. The process embodies the Philippine legal system’s balance between facilitating administrative remedies and upholding the integrity of sworn statements.