How to Get an Affidavit of Loss for a Philippine Passport When You Don’t Know the Passport Number

Scope & disclaimer: This is a practical legal guide for the Philippines. It explains how to draft, notarize, and use an Affidavit of Loss specifically when you can’t remember your passport number. It’s general information, not legal advice. Agency practices, forms, and fees change; always check the latest DFA/consular instructions before filing.

What the Affidavit of Loss Is (and Why the Number Isn’t Required)

An Affidavit of Loss is a sworn statement, made before a notary public (or a Philippine consular officer abroad), narrating how and when your passport was lost and declaring that it has not been found or used by you since. It’s commonly required to support a replacement passport application.

You can execute the affidavit even if you don’t know the passport number. The affidavit is about facts you can attest to (identity, circumstances of loss, efforts to find the passport), not about quoting a number you no longer have. Consular/DFA systems can locate your record using your personal details; the affidavit fills the legal requirement to explain and attest to the loss.

Quick Outcomes You Should Expect

Affidavit accepted without the passport number so long as the narrative is complete and truthful.
Notarization is required (jurat). Personal appearance with valid ID(s) or credible witnesses is needed.
Additional DFA requirements typically include standard passport application documents and a penalty/processing step for lost passports; a clearing period often applies when the lost passport was still valid.
If the passport later turns up, do not use it. Passports reported lost are subject to cancellation; using them can lead to problems at ports and may constitute an offense.

Step-by-Step: Getting the Affidavit (No Passport Number Needed)

1) Gather facts & supporting details

Write down what you still know:

Your full name, date/place of birth, civil status.
Where and when you believe the passport was issued (city/consulate; approximate year is fine).
Date/time/place you last saw it and circumstances of the loss (left in taxi, stolen bag, misplaced during move, etc.).
Efforts made to locate it (contacted mall/taxi company, checked residence/office, etc.).
Purpose of the affidavit: “for submission to the Department of Foreign Affairs to support my application for a replacement passport.”

Tip: If you later recover any document that shows the number (e.g., old visa sticker, e-visa approval, travel insurance, employer/agency records), you can bring it to your DFA/consular appointment. It is not required for the affidavit itself.

2) Prepare acceptable identification for notarization

Bring at least one current, government-issued photo ID (PhilSys National ID, driver’s license, UMID, PRC ID, Postal ID, etc.).
If you lost all IDs with your passport, ask a notary about credible witnesses (usually two adults with valid IDs who personally know you). This is allowed under the Rules on Notarial Practice.

3) Draft the affidavit (see model text below)

Title: “Affidavit of Loss (Philippine Passport)”.
Clearly state: “Passport number: Unknown.”
Add a commitment to surrender the passport to DFA if found.

4) Have it notarized (Philippines) or consularized (abroad)

In the Philippines: Go to a notary public. Sign the affidavit in the notary’s presence. Pay the notarial fee.
Abroad: Easiest is a Philippine embassy/consulate (they can notarize Philippine affidavits).
- If you use a local foreign notary and the affidavit will be used in the Philippines, you may need apostille legalization in that country. Using the Philippine consulate avoids apostille for DFA use.

5) Keep originals & make copies

Keep the original notarized affidavit and photocopies. You’ll submit one copy with your replacement application and keep another for your records.

Using the Affidavit at the DFA/Consulate

When applying for a replacement passport:

Submit the Affidavit of Loss.
Bring standard passport application requirements (e.g., PSA birth certificate when applicable, valid IDs, any old passport copy if available).
Be prepared for a lost-passport penalty and a verification/clearing period (commonly imposed when the lost passport was still valid). The purpose is to prevent misuse and to confirm the passport’s status before issuing a new one.
If the passport was stolen, some offices may ask for or appreciate a police report. It’s often optional for simple loss but helpful—especially when the loss involved theft or criminal incident.

Minors: The affidavit is typically executed by a parent/guardian, and regular minor-applicant rules apply (appearance, IDs, proof of filiation, consent where applicable).

Model Affidavit of Loss (Philippine Passport)

(for guidance—customize to your facts; do not sign until you’re in front of the notary/consular officer)

Affidavit of Loss (Philippine Passport)

I, [Full Name], of legal age, [citizenship], [civil status], and a resident of [Address], after having been duly sworn in accordance with law, state:

I am the same person who was issued a Philippine passport, but its passport number is presently unknown to me.
To the best of my recollection, the passport was issued on or about [approx. month/year] at [DFA office/Philippine Embassy/Consulate, if known] and bears my name [Full Name as in passport, if same], date of birth [DOB], and place of birth [POB].
On [date], at [place], I discovered that my passport was [lost/stolen/misplaced] under the following circumstances: [brief, specific narrative].
Since discovering the loss, I have exerted diligent efforts to locate the passport by [e.g., retracing steps/asking establishment staff/filing report/other actions], but to no avail.
I am executing this Affidavit to attest to the loss and to request that the Department of Foreign Affairs (or [name of Philippine Embassy/Consulate]) process my application for a replacement passport.
Should the original passport be found, I undertake to immediately surrender it to the DFA or the concerned Philippine Foreign Service Post for proper cancellation and disposition.
I am executing this Affidavit to attest to the truth of the foregoing and for whatever legal purpose it may serve.

IN WITNESS WHEREOF, I have hereunto set my hand this [date] at [city/province or country].

[Affiant’s Name] ID presented: [Type of ID, No., Date/Place of Issue]

JURAT

SUBSCRIBED AND SWORN to before me this [date] at [place], affiant exhibiting to me the above-stated government-issued ID.

[Name of Notary Public / Consular Officer] Notary Public for [Province/City] / [Post] [Commission details or consular designation]

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

What If You Have No Valid ID for Notarization?

Under the Rules on Notarial Practice, if you have no valid ID:

You may appear with two credible witnesses who personally know you, each carrying a valid ID.
The notary must be satisfied with identity; some notaries may still require additional proof (e.g., PSA birth certificate, barangay or police certification) in practice.

Common Pitfalls (and How to Avoid Them)

Vague narrative. Give concrete facts—date/place of loss and what you did to find the passport.
Leaving out the “unknown number” statement. Explicitly write “Passport number: Unknown.”
Signing outside the notary’s presence. For a jurat, you must sign before the notary or consular officer.
Using the found passport later. Once reported lost, treat it as canceled and surrender it; traveling on it can cause serious issues.
Inconsistent personal details. Make sure your name, DOB, and POB match your supporting records (PSA, IDs).

Special Situations

Abroad & urgent travel: Execute the affidavit at the Philippine embassy/consulate and ask about emergency travel documentation or expedited processing. Availability depends on circumstances and proof of urgency.
Minors: Parent/guardian executes the affidavit; bring documents showing parental authority.
Name changes (marriage/annulment/court order): Be consistent across the affidavit and your supporting civil registry documents.
Suspected theft: Consider filing a police report where the incident happened; it can help establish good faith and may be requested by the office handling your application.

Frequently Asked Questions

Do I really not need the passport number for the affidavit? Correct. The affidavit is a sworn narrative of loss. State that the number is unknown and give other identifying details.

Will DFA/consulate process my replacement without the number? Yes—your identity and record can be verified using your biographical details and prior passport file. The affidavit satisfies the documentary requirement to explain the loss.

Is a police report mandatory? Not always. It’s commonly recommended for theft or suspicious circumstances. Some posts may ask for it; bringing one rarely hurts.

Is there a waiting/clearing period? Often yes when the lost passport was still valid, to prevent misuse and check status. The duration and rules can vary by post.

Are there extra fees or penalties for lost passports? Typically yes. Expect a penalty/processing fee on top of standard passport fees.

Can I have the affidavit notarized by a foreign notary? Yes, but if it’s to be used in the Philippines, you’ll generally need apostille legalization in that country. Using a Philippine embassy/consulate for notarization avoids this step.

One-Page Checklist

Draft affidavit with clear narrative; “Passport number: Unknown.”
Prepare valid government ID (or two credible witnesses).
Notarize before a Philippine notary (in PH) or a Philippine consular officer (abroad).
Make copies; keep the original.
Book DFA/consular appointment for replacement passport and bring: affidavit, IDs, PSA documents (as applicable), any old passport copies/visa pages you may later find, and (if theft) a police report.
Be ready for penalty and clearing period rules.
If the passport resurfaces, surrender it—do not use.

If you want, I can adapt the model affidavit above into a filled-out version using your details (name, address, dates, where it happened), so you can take it straight to a notary or consulate.