I. Introduction

A Unified Multi-Purpose Identification Card, commonly known as a UMID Card, is one of the most widely used government identification cards in the Philippines. It is issued to qualified members of government agencies such as the Social Security System, Government Service Insurance System, PhilHealth, and Pag-IBIG Fund, depending on the applicant’s membership status and applicable issuance rules.

Because the UMID Card is an official identification document, its loss should be handled carefully. A person who loses a UMID Card may be required to execute an Affidavit of Loss before requesting a replacement, reporting the loss, or proving that the card is no longer in the holder’s possession.

An Affidavit of Loss is not merely a written statement. It is a sworn legal document executed before a notary public, where the cardholder formally declares the facts surrounding the loss of the card.

II. What Is an Affidavit of Loss?

An Affidavit of Loss is a sworn statement declaring that a certain document, identification card, certificate, or property has been lost and can no longer be found despite diligent efforts to locate it.

In the context of a lost UMID Card, the affidavit usually states:

The affiant’s full name, address, civil status, nationality, and identifying details;
That the affiant was issued a UMID Card;
The approximate date, place, and circumstances of the loss;
That the affiant made diligent efforts to find the card;
That the card has not been sold, transferred, pledged, surrendered, or used for any unlawful purpose;
That the affidavit is being executed to report the loss and support an application for replacement or other lawful purpose.

Once notarized, the affidavit becomes a public document and may be submitted to the relevant government agency.

III. Why an Affidavit of Loss Is Needed for a Lost UMID Card

A UMID Card is often used as proof of identity in government and private transactions. If it is lost, there is a risk that another person may attempt to use it for misrepresentation, identity fraud, or unauthorized transactions.

An Affidavit of Loss helps establish a formal record that:

The original UMID Card is no longer in the cardholder’s possession;
The cardholder has reported or documented the loss;
The cardholder is requesting a replacement in good faith;
The lost card should no longer be treated as safely held by the rightful owner.

Government offices may require this affidavit before processing replacement requests because it protects both the agency and the member from possible disputes involving duplicate identification cards.

IV. When Should You Execute an Affidavit of Loss?

A person should execute an Affidavit of Loss as soon as reasonably possible after discovering that the UMID Card is missing, especially if:

The card was lost in a public place;
The card may have been stolen;
The card was inside a lost wallet or bag;
The cardholder needs to apply for a replacement;
The cardholder is required to present proof of loss to a government agency;
The cardholder wants a formal record in case the lost card is later misused.

Although there is generally no single universal deadline for executing an Affidavit of Loss, delay may create inconvenience, especially if the cardholder urgently needs valid identification.

V. Who May Execute the Affidavit?

The Affidavit of Loss should be executed by the person to whom the UMID Card was issued.

If the cardholder is of legal age and has capacity to execute documents, the cardholder should personally sign the affidavit before a notary public.

If the cardholder is unable to personally appear because of disability, serious illness, or other special circumstances, legal assistance may be needed to determine whether a representative, guardian, or attorney-in-fact may act on the person’s behalf. In general, notarized affidavits require personal appearance by the affiant.

VI. Information Usually Included in an Affidavit of Loss for a UMID Card

A complete Affidavit of Loss should contain the following details:

1. Personal Information of the Affiant

The affidavit should state the affiant’s:

Full legal name;
Age;
Civil status;
Nationality;
Residential address;
Valid government identification details presented to the notary.

2. Identification of the Lost UMID Card

If available, the affidavit may include:

UMID Card number;
SSS number or GSIS business partner number, if relevant;
Date of issuance, if known;
Issuing agency, if known.

If the card number is not remembered, the affiant may simply state that the card was a UMID Card issued in the affiant’s name.

3. Circumstances of the Loss

The affidavit should describe, as accurately as possible:

When the card was last seen;
Where it may have been lost;
How the loss was discovered;
Whether it was lost together with a wallet, bag, or other documents.

Example:

“On or about 15 May 2026, I discovered that my wallet containing my UMID Card was missing after commuting from Quezon City to Manila.”

4. Efforts to Locate the Card

The affidavit should state that the affiant made diligent efforts to find the card but failed to recover it.

Example:

“Despite diligent search and inquiry, I could no longer locate or recover the said UMID Card.”

5. Declaration Against Fraud or Transfer

The affidavit commonly states that the UMID Card was not sold, transferred, pledged, given away, surrendered, confiscated, or used for any unlawful transaction.

This is important because it helps show that the request for replacement is being made honestly.

6. Purpose of the Affidavit

The affidavit should clearly state why it is being executed.

Common purposes include:

To report the loss of the UMID Card;
To support an application for replacement;
To comply with the requirements of the SSS, GSIS, or other relevant agency;
For whatever legal purpose it may serve.

VII. Where to Get an Affidavit of Loss

There are several common ways to obtain an Affidavit of Loss in the Philippines.

1. Through a Notary Public

The most common method is to go directly to a notary public. Many notarial offices already have standard Affidavit of Loss templates. The cardholder provides the relevant details, reviews the document, signs it, and has it notarized.

2. Through a Lawyer

A lawyer may prepare a more customized affidavit, especially if the loss involved unusual circumstances such as suspected theft, possible misuse, identity fraud, or disputes involving the card.

3. Through a Government-Adjacent Service Provider

Some offices near government agencies, city halls, or courts offer affidavit preparation services. However, the document must still be notarized by a duly commissioned notary public to be treated as a notarized affidavit.

4. Drafting It Yourself

A person may draft the affidavit personally, but it must still be signed before a notary public. The notary may require corrections if the document is incomplete or improperly worded.

VIII. Requirements for Notarization

To notarize an Affidavit of Loss, the affiant usually needs:

A printed copy of the Affidavit of Loss;
Personal appearance before the notary public;
A competent proof of identity, such as a valid government-issued ID;
Payment of the notarial fee;
Signature of the affiant in the presence of the notary.

The notary public must verify the identity of the affiant and ensure that the person voluntarily signed the document.

IX. Can You Use a Lost UMID Card as the ID for the Affidavit?

No. Since the UMID Card is lost, the affiant must present another valid identification document to the notary public.

Examples of commonly accepted IDs may include a Philippine passport, driver’s license, PhilSys ID, PRC ID, voter’s ID, postal ID, or other valid government-issued identification, depending on what the notary accepts.

If the person has no valid ID, the person should consult the notary or a lawyer regarding acceptable alternatives, as notarization rules require the notary to establish the identity of the affiant.

X. How Much Does an Affidavit of Loss Cost?

The cost varies depending on location, the notary public, and whether the affidavit is simple or specially drafted.

For a simple Affidavit of Loss, fees are commonly modest, especially in areas near city halls or government offices. However, rates may be higher if the document is prepared by a lawyer, customized, or executed in a private law office.

The affiant should ask for the total fee before signing or notarization.

XI. Is a Police Report Required?

For a simple lost UMID Card, a police report is not always required. However, it may be advisable or required in certain situations, such as:

The card was stolen;
The card was lost with a wallet, ATM cards, or other sensitive documents;
There is suspected identity theft;
The card was used by another person;
The government agency requires additional proof;
The affiant wants an independent record of the incident.

If the card was stolen, the incident should be reported to the police. In that case, the affidavit may state that the card was lost or stolen, depending on the facts.

XII. Difference Between Loss and Theft

A card is generally considered lost when the owner misplaced it or cannot determine exactly where it went.

A card may be considered stolen when another person unlawfully took it.

The affidavit should be truthful. A person should not claim theft if there is no factual basis. If the facts are uncertain, the affidavit may state that the card was discovered missing and could no longer be found despite diligent efforts.

XIII. Steps to Get an Affidavit of Loss for a UMID Card

Step 1: Gather Your Information

Prepare the following details:

Full name;
Address;
Date and place of loss;
Circumstances of loss;
UMID Card number, if known;
SSS or GSIS number, if relevant;
Purpose of the affidavit.

Step 2: Prepare a Draft or Go to a Notary

You may prepare your own draft or ask the notarial office to prepare one.

Step 3: Review the Affidavit Carefully

Before signing, check that:

Your name is spelled correctly;
The lost card is properly identified;
The facts are accurate;
The purpose is clearly stated;
There are no false or exaggerated statements.

Step 4: Personally Appear Before the Notary Public

Bring a valid ID and sign the affidavit in the presence of the notary.

Step 5: Pay the Notarial Fee

After notarization, the notary will sign, seal, and record the document in the notarial register.

Step 6: Make Photocopies

Keep the original notarized affidavit and make photocopies for submission. Some agencies may require the original, while others may accept a photocopy after seeing the original.

Step 7: Submit the Affidavit to the Proper Agency

Submit the affidavit as part of the requirements for replacement or reporting of the lost UMID Card.

XIV. Where to Submit the Affidavit

The affidavit should be submitted to the agency handling the replacement or reporting of the lost UMID Card.

Depending on the cardholder’s membership and the applicable agency procedure, this may involve:

The Social Security System, for private-sector employees, voluntary members, self-employed members, and other SSS members;
The Government Service Insurance System, for covered government employees and qualified members;
Other relevant agencies if the cardholder is instructed to submit supporting documents.

The cardholder should check the current procedure of the concerned agency, since UMID issuance and replacement policies may change.

XV. Applying for Replacement of a Lost UMID Card

An Affidavit of Loss does not automatically replace the UMID Card. It is only a supporting document.

The cardholder may still need to comply with the agency’s replacement procedure, which may include:

Filling out the required application or replacement form;
Presenting valid identification;
Submitting the notarized Affidavit of Loss;
Paying a replacement fee, if required;
Updating personal information, if necessary;
Following biometric or photo-capture procedures, if applicable;
Waiting for the replacement card or alternative identification process.

Because administrative rules may change, the cardholder should confirm the latest requirements directly with the issuing agency.

XVI. What If the Lost UMID Card Is Later Found?

If the lost UMID Card is later found after the affidavit has been executed or after a replacement has been requested, the cardholder should not use both cards interchangeably.

The safer approach is to inform the relevant agency and ask which card remains valid. The agency may cancel, deactivate, or require surrender of the old card, depending on its internal rules.

Using a card that has already been reported lost may create issues, especially if a replacement has already been issued.

XVII. Legal Effect of an Affidavit of Loss

An Affidavit of Loss is evidence that the affiant made a sworn declaration regarding the loss of the card. It may be relied upon by government agencies, private institutions, and other persons dealing with the affiant.

However, it does not conclusively prove every fact stated in it. It is still subject to verification. If the statements are false, the affiant may face legal consequences.

XVIII. Importance of Truthfulness

An affidavit is made under oath. False statements in an affidavit may expose the affiant to legal liability, including possible liability for perjury or falsification, depending on the facts.

For this reason, the affiant should not invent details, exaggerate the circumstances, or claim that the card was stolen if the card was merely misplaced.

If the exact date or place of loss is unknown, the affidavit may use language such as:

“On or about…”;
“Sometime in…”;
“I discovered that…”;
“I believe that I may have lost it…”

The important point is that the affidavit should be accurate and made in good faith.

XIX. Sample Affidavit of Loss for a UMID Card

REPUBLIC OF THE PHILIPPINES CITY/MUNICIPALITY OF __________ S.S.

AFFIDAVIT OF LOSS

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

That I am the lawful holder of a Unified Multi-Purpose Identification Card, commonly known as a UMID Card, issued in my name;
That the said UMID Card bears the following details, if known:

UMID Card No.: [insert number, if known] SSS/GSIS No.: [insert number, if applicable]
That on or about [date of loss], at or near [place of loss], I discovered that my said UMID Card was missing;
That the said UMID Card was lost under the following circumstances: [briefly describe circumstances of loss];
That despite diligent search and efforts to locate the said UMID Card, I could no longer find or recover the same;
That the said UMID Card has not been sold, transferred, pledged, surrendered, confiscated, or knowingly delivered by me to any person or entity;
That I am executing this Affidavit of Loss to attest to the truth of the foregoing facts, to report the loss of my UMID Card, to support my application for replacement, and for whatever legal purpose this affidavit may serve.

IN WITNESS WHEREOF, I have hereunto set my hand this ___ day of __________ 20___ at ____________________, Philippines.

[FULL NAME] Affiant

SUBSCRIBED AND SWORN to before me this ___ day of __________ 20___ at ____________________, Philippines, affiant personally appearing before me and exhibiting competent proof of identity as follows:

Valid ID Presented: ____________________ ID Number: ____________________ Date/Place Issued: ____________________

Doc. No. _____; Page No. _____; Book No. __; Series of 20.

Notary Public

XX. Common Mistakes to Avoid

1. Signing Before Going to the Notary

The affidavit should generally be signed in the presence of the notary public. Do not sign it beforehand unless the notary specifically instructs otherwise.

2. Giving Incomplete Facts

The affidavit should contain enough details to identify the lost UMID Card and explain the loss.

3. Using False Information

Never include false dates, false places, or fabricated circumstances.

4. Forgetting to Bring a Valid ID

The notary must verify the identity of the affiant. Without acceptable identification, the notarization may not proceed.

5. Submitting an Unnotarized Document

A mere signed statement is not the same as a notarized Affidavit of Loss. Most agencies requiring an affidavit expect it to be notarized.

6. Losing the Original Copy

Keep the original safe. If the original is submitted, keep photocopies for personal records.

XXI. Practical Tips

A person who loses a UMID Card should consider doing the following:

Search carefully before executing the affidavit;
Check bags, wallets, drawers, offices, vehicles, and recent locations visited;
Report the loss to the relevant agency as soon as possible;
Monitor accounts and transactions if the card was lost with other IDs or financial cards;
Execute a police report if theft or misuse is suspected;
Keep copies of the affidavit and any replacement application documents;
Avoid using the old card if it is later found after replacement processing.

XXII. Frequently Asked Questions

1. Is an Affidavit of Loss always required for a lost UMID Card?

It is commonly required for replacement or reporting, but the exact requirement depends on the agency’s current rules. The cardholder should confirm with the SSS, GSIS, or other relevant agency.

2. Can I make my own Affidavit of Loss?

Yes. You may prepare your own affidavit, but it must be notarized to become a notarized Affidavit of Loss.

3. Can I get an Affidavit of Loss online?

You may prepare a draft online, but notarization generally requires compliance with notarial rules, including proper identification and appearance before a notary public. The availability and validity of remote or electronic notarization depend on applicable rules and official authorization.

4. What if I do not know my UMID Card number?

You may still execute an Affidavit of Loss. State that the UMID Card was issued in your name and include other identifying details, such as your SSS or GSIS number if applicable.

5. Is a barangay certificate required?

Usually, a barangay certificate is not the standard substitute for a notarized Affidavit of Loss. However, a specific agency may request additional documents depending on the circumstances.

6. Is a police report better than an Affidavit of Loss?

They serve different purposes. A police report documents an incident reported to law enforcement, especially in cases of theft. An Affidavit of Loss is a sworn statement by the cardholder. In some cases, both may be useful.

7. Can someone else execute the affidavit for me?

Generally, the person who lost the UMID Card should execute the affidavit personally. If the person cannot do so, legal advice may be needed regarding representation or guardianship.

8. Will the Affidavit of Loss cancel the lost UMID Card?

Not by itself. The relevant agency must process the report, replacement, cancellation, or deactivation according to its own rules.

9. Can I still use the UMID Card if I find it later?

If the card has already been reported lost or a replacement has been requested, you should ask the issuing agency whether the old card remains valid. Do not assume that both cards may be used.

10. Do I need a lawyer?

For a simple lost UMID Card, a lawyer is not always necessary if a standard affidavit is sufficient. However, legal assistance is advisable if there is theft, suspected fraud, identity misuse, conflicting records, or other complications.

XXIII. Conclusion

An Affidavit of Loss for a UMID Card is an important legal document used to formally declare that the card has been lost and to support a request for replacement or official reporting. It should be accurate, complete, and notarized.

The process is usually straightforward: gather the facts, prepare the affidavit, appear before a notary public with valid identification, have the document notarized, and submit it to the appropriate agency.

Because a UMID Card is a government-issued identification document, its loss should not be ignored. Prompt documentation helps protect the cardholder from inconvenience, unauthorized use, and possible disputes in future transactions.