Losing your driver’s license, passport, PhilID, or mobile SIM card can immediately disrupt banking, travel, work, government transactions, and even access to e-wallets like GCash. In the Philippines, most agencies and telcos require a notarized Affidavit of Loss before they will issue a replacement. This sworn document formally declares that the item is missing despite your diligent efforts to find it.

This guide walks you through exactly what an Affidavit of Loss is, the legal rules behind it, how to prepare and notarize one correctly, the specific requirements for common lost items (IDs and mobile numbers), real-world timelines and costs, pitfalls that trip up many people, and clear answers to the questions Filipinos and foreigners actually ask.

What is an Affidavit of Loss and Why Do You Need One?

An Affidavit of Loss is a written statement in which you swear under oath, before a notary public, that a particular item—such as a driver’s license, passport, national ID, SIM card, or other document—has been lost and cannot be located after reasonable search. It is not a court filing or a police report. It is an administrative tool that government offices and private institutions accept as proof of loss so they can process replacements or updates without you having to prove the negative (that the item no longer exists in your possession).

Agencies require it to protect themselves and the public from fraud. A notarized affidavit creates a paper trail and holds you accountable for the truth of your statements. Without it, replacements are almost always denied.

Legal Basis Under Philippine Law

The core rules for creating and using an Affidavit of Loss come from the 2004 Rules on Notarial Practice (Supreme Court A.M. No. 02-8-13-SC). These rules require that a notary public must be a lawyer with a current notarial commission from the Executive Judge of the Regional Trial Court. The affiant must personally appear, present competent evidence of identity (a government-issued ID with photo and signature, such as a passport or driver’s license), and sign the document in the notary’s presence after taking an oath.

Making false statements in a notarized affidavit can constitute perjury under Article 183 of the Revised Penal Code, which carries serious penalties. Specific government agencies add their own requirements through circulars and memoranda:

Land Transportation Office (LTO) rules for driver’s license replacement.
Department of Foreign Affairs (DFA) guidelines under Republic Act No. 8239 (Philippine Passport Act) for lost passports.
Republic Act No. 11055 (Philippine Identification System Act) for the national ID (PhilID).
National Telecommunications Commission (NTC) subscriber protection rules and Republic Act No. 11934 (SIM Registration Act of 2022) for mobile numbers.
Data Privacy Act (Republic Act No. 10173) considerations when telcos deactivate and reissue SIMs.

These rules emphasize good faith, accurate details, and personal accountability.

Step-by-Step: How to Prepare and Notarize an Affidavit of Loss

Collect accurate details — Write down your full name, age, civil status, citizenship, complete address, and contact number. Note the exact description of the lost item (type, serial or ID number if known, issuing authority, date issued). Record when, where, and how you believe it was lost, plus the specific steps you took to find it (searched the area, asked companions or staff, checked lost-and-found, etc.).
Draft the affidavit — Use legal-size paper (or A4 if the notary accepts it). Follow the standard format: start with the Republic of the Philippines caption and venue (city/municipality), introduce yourself, then use numbered paragraphs for the facts, state the purpose (e.g., “to apply for a replacement driver’s license”), and end with a statement that everything is true and made in good faith. Leave space for your signature and the notary’s jurat.
Print multiple copies — Prepare the original plus at least two extra copies. Some agencies want the original notarized document; others accept a certified photocopy.
Find a notary public — Go to a law office, mall notarial desk, or any lawyer with a current notarial commission. In provinces, you may need to travel to the municipal or city center. Avoid anyone offering “fixer” services—do it yourself to ensure it is done correctly.
Appear in person and sign before the notary — Bring at least one original valid government-issued photo ID. The notary will verify your identity, administer the oath (“Do you swear that the contents are true?”), watch you sign, and complete the notarial certificate (including document number, page, book, and series of the year) with their signature and seal.
Pay the notarization fee and receive the document — Typical cost is ₱100–₱500 depending on location and the notary’s rates, plus the standard documentary stamp tax. You usually leave one copy with the notary for their records.

The entire notarization process often takes 15–45 minutes once you are with the notary. Do this as soon as possible after the loss.

How to Use It for Common Lost Items

Lost Driver’s License (LTO Replacement)

Secure the notarized Affidavit of Loss first, detailing the circumstances. Visit any LTO branch (many now require online appointments via the LTO portal). Bring the affidavit, a valid government ID, and accomplish the replacement application form. If the license was stolen, a police blotter is often also required. Replacement fees typically start around ₱240 plus any penalties for late renewal or other violations. Processing is usually same-day or within a few days once documents are complete. Submit promptly—some older LTO circulars encouraged filing within 15 days.

Lost Passport (DFA Replacement)

Report the loss immediately to the DFA hotline or website to prevent misuse. Prepare a notarized Affidavit of Loss (DFA often prefers or provides a specific template for passports). You will also need an original police report, a PSA-authenticated birth certificate on security paper, and two valid IDs. Book an appointment through the DFA passport appointment system under the “lost passport” category. Fees are higher than regular renewals (regular processing around ₱950 or more depending on current schedule); processing takes 7–15 working days or longer during peak periods. If lost abroad, go to the nearest Philippine Embassy or Consulate—they can notarize the affidavit on-site.

Lost SIM Card or Mobile Number (Globe, Smart, DITO, etc.)

Call your telco’s hotline right away (Globe 211, Smart *888, etc.) to request temporary deactivation and protect against unauthorized use or SIM-swap fraud. Draft a specific Affidavit of Loss that includes your mobile number, telco name, SIM details if known, date and circumstances of loss, and a clear request to deactivate the lost SIM and issue a replacement with the same number. Notarize it. Bring the affidavit plus one or two valid government-issued IDs (passport or driver’s license preferred) to a telco store or authorized service center. Postpaid accounts may also need recent billing proof. Replacement fees are small (₱50–₱200). You usually receive the new SIM the same day or within 24 hours after verification. Immediately update linked accounts (banks, GCash, Maya, government portals) because OTPs will now go to the new SIM.

Other Government IDs (PhilID/National ID, PRC License, SSS/GSIS, etc.)

The process is similar: notarized Affidavit of Loss plus agency-specific forms. For PhilID, expect a police report and biometric re-enrollment at a PhilSys registration center. PRC and other professional licenses often require the affidavit and sometimes a police report. Check the specific agency website or visit their office for the latest checklist—requirements are stricter when the lost item has financial or high-security value.

Common Challenges, Pitfalls, and Practical Tips

Many people run into trouble because the affidavit lacks specific details (exact ID number, precise circumstances) or because they skip the police report when the item was stolen. Vague language leads to rejection and wasted trips. Notarization requires personal appearance—sending someone else with a special power of attorney is possible but adds complexity and cost.

Rural areas have fewer notaries, so plan travel time. OFWs and foreigners should coordinate early with a Philippine Embassy or Consulate if abroad, or use a trusted representative with proper authorization. Numbers tied to GCash or bank accounts are especially time-sensitive; act within hours, not days.

Publication in a newspaper (once required for some lost titles or high-value items under older Rules of Court provisions) is rarely needed today for ordinary IDs or SIMs, but always confirm with the receiving agency. Never use one generic affidavit for completely different items—tailor each one.

Be completely truthful. “I searched everywhere” must reflect actual efforts. Inconsistent information between your affidavit and agency records will cause delays or denial.

Required Documents, Fees, and Typical Timelines

General for notarization (any purpose):

At least one valid government-issued photo ID with signature.
Notarization fee: ₱100–₱500 (plus ₱30 documentary stamp tax in many cases).
Time: Same day.

Comparison of common uses:

Lost Item	Key Additional Requirements	Typical Replacement / Processing Fees	Typical Timeline	Notes / Common Bottleneck
Driver’s License (LTO)	Police blotter if stolen; valid ID	₱240+ (plus penalties)	Same day to a few days	Appointment system; bring exact details
Passport (DFA)	Police report; PSA birth certificate; 2 IDs	₱950+ (regular)	7–15+ working days	Report loss immediately; book appointment
SIM / Mobile Number	1–2 valid IDs; sometimes billing proof	₱50–₱200	Same day to 24 hours	Call hotline first for deactivation
PhilID / National ID	Police report; biometric verification	Often free for first replacement	Varies by center	Go to PhilSys registration center

Fees and exact requirements can change; always verify on the official agency website or by calling before you go.

Frequently Asked Questions

How much does it cost to notarize an affidavit of loss?
Expect ₱100–₱500 depending on the notary’s location and rates. Urban law offices or mall notaries are usually within this range. Bring exact cash.

Can I write my own affidavit of loss or do I need a lawyer to draft it?
You can draft it yourself using the standard format. Many people do. A lawyer or the notary can review it for a small additional fee if you want extra assurance that the wording will be accepted by the specific agency.

Do I need a police report for a lost driver’s license or SIM card?
For LTO driver’s license replacement and most government IDs, a police blotter is often required or strongly recommended when the item was stolen. For ordinary “misplaced” losses, the affidavit alone may suffice, but bringing a blotter entry makes the process smoother. Telcos usually accept the affidavit without a police report but appreciate it if theft is involved.

How long is a notarized affidavit of loss valid?
It does not have a fixed expiration date. However, agencies prefer recent documents (ideally prepared within days or weeks of the loss) because circumstances can change.

What should I do if I lost my passport while abroad?
Go to the nearest Philippine Embassy or Consulate. They can notarize your Affidavit of Loss on-site and guide you through the replacement process. You will still need supporting documents such as a police report from the local authorities and proof of Philippine citizenship.

Can a foreigner execute an affidavit of loss in the Philippines?
Yes. The process is the same. Present your valid passport (or other competent evidence of identity) to the notary. If you are replacing a Philippine-issued ID (such as an ACR I-Card or driver’s license), follow the same agency requirements as citizens and bring proof of legal stay if requested.

Is newspaper publication still required?
For ordinary lost IDs, SIM cards, or driver’s licenses, publication is no longer routinely required. It was more common in the past for lost land titles or court-related matters. Confirm with the specific office where you will submit the affidavit.

Where can I find a reliable notary public?
Any lawyer with a current notarial commission can do it. Look for law offices, notarial service desks in shopping malls, or ask at your barangay hall for recommendations. Choose one that is convenient and has good reviews for accuracy.

What happens if the information in my affidavit turns out to be inaccurate?
The document may be rejected by the agency, forcing you to redo it. Deliberate falsehoods can lead to perjury charges. Double-check every detail against your records before notarization.

Can one affidavit cover multiple lost items?
It is better to prepare separate affidavits for unrelated items (e.g., one for your driver’s license and another for your SIM) so each agency receives a clean, purpose-specific document. Some notaries will combine closely related items in one affidavit if the facts are clearly stated.

Key Takeaways

An Affidavit of Loss is a simple but powerful notarized sworn statement that most agencies and telcos require before replacing lost IDs or SIM cards.
Follow the 2004 Rules on Notarial Practice: personal appearance, valid photo ID, and proper oath before a commissioned notary public.
Tailor the content to the specific lost item and the agency’s requirements—include precise details and the exact purpose.
Act quickly, especially for mobile numbers linked to financial accounts, and consider obtaining a police blotter when theft is possible.
Prepare supporting documents in advance (IDs, PSA certificates, police reports) to avoid multiple trips.
Fees for notarization are modest (₱100–₱500); replacement fees vary by agency but are usually reasonable.
Use official channels and current information from LTO, DFA, PSA/PhilSys, and your telco—procedures are stable but details like fees and appointment systems can be updated.

With clear preparation and the right documents, you can complete the process efficiently and move forward with your replacement ID or restored mobile number. Start with gathering the facts about what was lost, then head to a notary—you will be back on track faster than you expect.