An Affidavit of Loss is a written, sworn statement used in the Philippines to formally declare that a document, identification card, certificate, receipt, license, plate, passbook, title, or other important item has been lost, misplaced, destroyed, stolen, or can no longer be found despite diligent search. It is commonly required when applying for a replacement document or when notifying an institution that the original item should no longer be considered valid.

In the Philippine setting, an Affidavit of Loss is not merely an ordinary written explanation. It is a notarized affidavit, meaning the person making the statement personally appears before a notary public, presents competent proof of identity, signs the affidavit, and swears to the truth of its contents.

1. What Is an Affidavit of Loss?

An Affidavit of Loss is a legal document where a person, called the affiant, states under oath that:

The affiant owned, possessed, or was responsible for a particular item or document;
The item or document was lost, misplaced, stolen, destroyed, or cannot be located;
The affiant made efforts to find it;
The loss was not due to fraud or bad faith;
The affiant is requesting a replacement, cancellation, annotation, or other appropriate action.

It is used to explain the loss and to protect the receiving office, company, school, bank, government agency, or private institution from liability in issuing a replacement or acting on the declaration.

2. Common Uses of an Affidavit of Loss in the Philippines

An Affidavit of Loss may be required for the replacement or cancellation of many types of documents and items, including:

Government-issued identification cards

These include a lost driver’s license, UMID, PhilHealth ID, Pag-IBIG Loyalty Card, postal ID, voter’s ID, national ID transaction slip, senior citizen ID, PWD ID, or other government-issued cards.

Civil registry documents

A person may execute an Affidavit of Loss for lost copies of a birth certificate, marriage certificate, death certificate, certificate of no marriage record, or other civil registry documents. Usually, however, PSA documents can be re-requested without an affidavit unless a particular office requires one.

School records

Schools may require an Affidavit of Loss for a lost diploma, transcript of records, school ID, certificate of enrollment, clearance, library card, or examination permit.

Vehicle-related documents

An affidavit is commonly required for lost motor vehicle documents such as an Official Receipt, Certificate of Registration, plate number, driver’s license, student permit, conduction sticker, or deed of sale.

Bank documents and financial instruments

Banks may require an Affidavit of Loss for a lost passbook, ATM card, checkbook, manager’s check, certificate of time deposit, deposit slip, or other banking document.

Employment and business records

Employers or businesses may require an affidavit for a lost company ID, employment certificate, clearance, official receipt, invoice, BIR-related form, business permit, or accountable form.

Property documents

An Affidavit of Loss may be used for lost land titles, condominium certificates of title, tax declarations, certificates authorizing registration, deeds, stock certificates, insurance policies, or other valuable property records.

For land titles, an affidavit alone is usually not enough. Loss of an owner’s duplicate certificate of title normally requires a court process for reissuance.

SIM cards, access cards, passes, and permits

Telecommunications companies, building administrators, subdivisions, offices, and private entities may require an affidavit for lost SIM cards, access cards, parking cards, gate passes, company-issued devices, or permits.

3. Is an Affidavit of Loss Required by Law?

There is no single law that requires an Affidavit of Loss for every lost item. Its requirement depends on the rules of the government agency, company, bank, school, or office involved.

However, because an affidavit is made under oath, it carries legal weight. The receiving institution relies on the sworn statement when issuing a replacement, cancelling the lost item, recording the loss, or protecting itself from future disputes.

For some transactions, the affidavit is part of standard administrative practice. For others, it is required only when the lost item is important, negotiable, accountable, or capable of misuse.

4. Who May Execute an Affidavit of Loss?

The affidavit should be executed by the person who has personal knowledge of the loss.

Usually, this is:

The owner of the lost item;
The person named in the lost document;
The authorized representative of the owner;
The parent or guardian, if the owner is a minor;
The corporate officer or authorized employee, if the lost item belongs to a company;
The heir, executor, or administrator, if the document belonged to a deceased person and the circumstances justify it.

The affiant must be of legal age and capable of understanding the affidavit. If the owner is a minor, a parent or guardian may execute the affidavit and explain the relationship and circumstances.

For corporations, associations, or partnerships, the affidavit is typically signed by an authorized representative, such as the corporate secretary, president, manager, or custodian of the document. Some institutions may ask for a secretary’s certificate, board resolution, authorization letter, or company ID.

5. Essential Contents of an Affidavit of Loss

A proper Affidavit of Loss should include the following:

Title

The document should be titled Affidavit of Loss.

Personal details of the affiant

The affidavit should state the affiant’s full name, age, civil status, citizenship, residence address, and sometimes occupation.

Example:

“I, Juan Dela Cruz, of legal age, Filipino, single, and residing at Quezon City, Philippines, after having been duly sworn in accordance with law, hereby depose and state that…”

Description of the lost item

The affidavit should describe the lost document or item clearly. Include details such as:

Type of document or item;
Issuing agency or institution;
Document number, account number, plate number, policy number, serial number, or reference number;
Date of issuance;
Name appearing on the document;
Other identifying details.

The more specific the description, the better.

Circumstances of the loss

The affidavit should explain how, when, and where the item was lost, if known.

If the exact date or place is unknown, the affidavit may state that the loss was discovered on a particular date after diligent search.

Example:

“That sometime on or about 15 March 2026, while I was travelling from Makati City to Pasig City, I discovered that my wallet containing my driver’s license was missing.”

Or:

“That I discovered the loss of the said document only when I needed it for a transaction, and despite diligent search among my personal files and belongings, I could no longer locate it.”

Statement of diligent search

Most affidavits include a statement that the affiant exerted efforts to find the item but failed.

Example:

“That despite diligent search and efforts to locate the same, the said document could not be found and is now considered lost beyond recovery.”

Statement of non-use or non-transfer

For sensitive items, the affidavit should state that the item was not sold, transferred, assigned, pledged, surrendered, confiscated, or used for an illegal purpose.

Example:

“That the said document has not been sold, transferred, assigned, pledged, or delivered to any person or entity.”

Purpose of the affidavit

The affidavit should state why it is being executed.

Example:

“That I am executing this affidavit to attest to the truth of the foregoing facts and for the purpose of applying for a replacement copy of the said document.”

Undertaking if found

Many affidavits include an undertaking that if the lost item is later found, the affiant will surrender it or no longer use it.

Example:

“That should the said document be found, I undertake to surrender it to the proper office and not to use it for any unlawful or improper purpose.”

Signature of the affiant

The affiant must sign the affidavit, usually above the printed name.

Jurat or notarial acknowledgment

The affidavit must be notarized. The notarial portion usually states that the document was subscribed and sworn to before the notary public, and that the affiant presented competent evidence of identity.

6. Step-by-Step Guide: How to Get an Affidavit of Loss in the Philippines

Step 1: Identify the lost item and gather details

Before drafting the affidavit, collect all available information about the lost item. This may include:

Photocopy or photo of the lost document;
Reference number;
Serial number;
Account number;
Date of issuance;
Issuing office;
Name appearing on the document;
Circumstances of the loss;
Date when the loss was discovered.

Even if you do not have all details, provide as much information as possible.

Step 2: Check the requirements of the receiving office

Before having the affidavit notarized, check whether the office, bank, school, agency, or company has a preferred format. Some agencies provide their own affidavit form. Others accept a general notarized affidavit.

This is important because some institutions require specific language, such as:

An undertaking to surrender the original if found;
A statement that the lost document has not been used for fraudulent purposes;
A police report, especially if the item was stolen;
A publication requirement, especially for lost stock certificates or titles;
A board resolution or authorization, if the item belongs to a corporation.

Step 3: Prepare the Affidavit of Loss

The affidavit may be prepared by:

The affiant;
A lawyer;
A notary public’s office;
A legal document service provider;
A company, school, or agency using its standard form.

The affidavit should be accurate, concise, and specific. Avoid exaggeration or uncertain statements presented as facts.

Step 4: Bring a valid government-issued ID

To notarize the affidavit, the affiant must personally appear before the notary public and present competent evidence of identity.

Commonly accepted IDs include:

Philippine passport;
Driver’s license;
UMID;
PhilSys ID or ePhilID;
PRC ID;
IBP ID;
Postal ID;
Voter’s ID;
Senior citizen ID;
PWD ID;
Government office ID;
Other IDs accepted by the notary.

The ID should show the affiant’s photograph and signature.

Step 5: Personally appear before a notary public

The affiant must personally appear before the notary public. The affidavit should not be notarized in the affiant’s absence.

The notary will verify the identity of the affiant, ensure that the document is complete, and administer the oath. The affiant then signs the affidavit, or confirms the signature already appearing on it, in the presence of the notary.

Step 6: Pay the notarial fee

Notarial fees vary depending on location, document type, and notarial office. Simple affidavits are usually inexpensive, but fees may be higher in commercial centers, business districts, or for more complex documents.

Step 7: Receive the notarized affidavit

After notarization, the affidavit should bear:

The notary public’s signature;
Notarial seal;
Notarial register details;
Page number;
Book number;
Series year;
Date and place of notarization;
Details of the ID presented.

Once notarized, it can be submitted to the requesting office.

7. Sample Affidavit of Loss

Below is a general sample. It should be adjusted based on the specific document or item lost.

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 owner/holder of [describe lost item or document], issued by [issuing agency/institution], bearing [document number/reference number/serial number, if any];
That the said [item/document] was issued in my name on or about [date of issuance, if known];
That sometime on or about [date of loss or discovery], at or near [place of loss, if known], I discovered that the said [item/document] was missing/lost;
That despite diligent search and efforts to locate the same, I could no longer find it, and it is now considered lost beyond recovery;
That the said [item/document] has not been sold, transferred, assigned, pledged, surrendered, confiscated, or delivered to any person or entity;
That I am executing this Affidavit to attest to the truth of the foregoing facts and for the purpose of [applying for replacement / requesting cancellation / notifying the concerned office / other purpose];
That should the said [item/document] be found, I undertake to immediately surrender it to the proper office and/or refrain from using it for any unlawful or improper purpose.

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

[Signature] [Full Name of Affiant] Affiant

SUBSCRIBED AND SWORN to before me this ___ day of __________ 20___ at __________________, Philippines, affiant exhibiting to me competent evidence of identity by way of [ID type] with ID No. [ID number], issued on [date] at [place].

Doc. No. ___; Page No. ___; Book No. ; Series of 20.

8. Special Considerations for Specific Lost Documents

Lost driver’s license

For a lost driver’s license, an Affidavit of Loss is commonly required when applying for a replacement. The affidavit should state the license number, if known, and explain the circumstances of the loss.

The applicant should also check whether the licensing office requires additional documents, such as a valid ID, application form, medical certificate, or payment of replacement fees.

Lost LTO Official Receipt or Certificate of Registration

For lost vehicle OR/CR, the affidavit should include vehicle details such as:

Plate number;
Engine number;
Chassis number;
Make and model;
Registered owner;
Year model;
MV file number, if known.

The registered owner is usually the proper person to execute the affidavit. If the vehicle was already sold but records have not been transferred, additional documents may be required.

Lost plate number

For a lost motor vehicle plate, the affidavit should state the plate number, vehicle details, circumstances of loss, and that the plate has not been used for illegal purposes. Some cases may require a police report, especially if theft is involved.

Lost school ID

For a lost school ID, the affidavit usually states the student’s name, student number, course or grade level, school name, and circumstances of loss. If the student is a minor, a parent or guardian may need to execute or sign the affidavit.

Lost diploma or transcript

Schools may require an affidavit before issuing a certified true copy or replacement diploma. Some institutions do not issue a replacement original diploma but issue a certification or certified copy instead.

Lost company ID

For a lost company ID, the affidavit may be required by the employer before issuing a replacement. It may include an undertaking that the lost ID will not be used to access company premises or represent the company.

Lost passport

For a lost Philippine passport, the person should generally execute an Affidavit of Loss and comply with the requirements of the passport authority. A police report may also be required, especially if the passport was stolen or lost under suspicious circumstances.

The affidavit should state the passport number, date and place of issue, and circumstances of loss, if known.

Lost ATM card

For a lost ATM card, banks usually require immediate reporting through the bank’s hotline or branch to block the card. An Affidavit of Loss may be required for replacement or dispute documentation.

The affidavit should not disclose sensitive information such as PINs or passwords. It may state the bank name, account name, and last digits of the card or account number if required.

Lost passbook

For a lost passbook, the bank may require an Affidavit of Loss, valid IDs, specimen signature verification, indemnity forms, and payment of replacement fees. The affidavit should state that the passbook has not been transferred, pledged, or used for unauthorized transactions.

Lost checkbook or blank checks

Loss of blank checks should be reported to the bank immediately. The affidavit should identify the bank, account name, account number, and check numbers if known. The bank may also require a stop-payment order.

Lost manager’s check

A lost manager’s check may involve stricter requirements because it is a negotiable instrument. The bank may require an Affidavit of Loss, indemnity agreement, waiting period, bond, or other safeguards before cancellation or replacement.

Lost stock certificate

For a lost stock certificate, the corporation may require an Affidavit of Loss and compliance with legal procedures before issuing a replacement. This may include publication, bond, board approval, or other requirements under corporate rules.

Lost land title

Loss of an owner’s duplicate certificate of title is a serious matter. An Affidavit of Loss is usually only one part of the process. Reissuance of a lost owner’s duplicate certificate of title commonly requires filing a petition in court, notice, hearing, and proof of loss.

A simple affidavit submitted to the Registry of Deeds is generally not enough to replace a lost owner’s duplicate title.

Lost tax declaration

For a lost tax declaration, the local assessor’s office may require an affidavit and valid ID before issuing a certified copy. If the property is inherited or transferred, additional documents may be required.

Lost official receipt or invoice

For a lost official receipt, invoice, or accountable form, the affidavit should state the receipt or invoice number, date, amount, parties, and purpose. Businesses may also need to comply with BIR rules if the document is a registered accountable form.

Lost deed of sale

For a lost deed of sale, an affidavit may be useful, but it may not automatically replace the legal effect of the original deed. If notarized copies exist, certified copies may be obtained from the notary public’s records or appropriate archives, subject to availability. Parties may also execute a new deed, confirmation, or other document depending on the transaction.

Lost insurance policy

Insurance companies may require an Affidavit of Loss before issuing a duplicate policy or processing claims. The affidavit should identify the policy number, insured person, insurer, and circumstances of loss.

Lost SIM card

For a lost SIM card, the owner should immediately notify the telecommunications provider. The affidavit may be required for SIM replacement, especially if the number is linked to banking, e-wallets, or identity verification. The affidavit should state the mobile number, registered owner, and circumstances of loss.

Lost e-wallet-linked phone or SIM

If a lost phone or SIM is connected to e-wallets or banking apps, the person should immediately report the loss to the provider, bank, and e-wallet company. An Affidavit of Loss may be required for account recovery, SIM replacement, or dispute handling.

9. Affidavit of Loss vs. Police Report

An Affidavit of Loss and a police report are different documents.

An Affidavit of Loss is a sworn statement made by the person who lost the item.

A police report is an official record prepared by the police, usually after a report of theft, robbery, snatching, burglary, or other incident.

If the item was simply misplaced, an Affidavit of Loss may be enough. If the item was stolen or lost through a criminal incident, a police report may also be required.

Some agencies and banks require both. For example, a lost passport, stolen plate number, stolen ATM card, lost firearm-related document, or stolen company equipment may trigger additional reporting requirements.

10. Affidavit of Loss vs. Affidavit of No Claim

An Affidavit of Loss states that an item or document has been lost.

An Affidavit of No Claim, Waiver, or Undertaking may be required when the affiant promises not to claim against the institution if a replacement is issued and the original later resurfaces.

For valuable instruments, institutions may require both an Affidavit of Loss and an indemnity agreement.

11. Affidavit of Loss vs. Deed of Undertaking

A Deed of Undertaking usually contains a promise to do or refrain from doing something. An Affidavit of Loss may include an undertaking, but its primary purpose is to declare the fact of loss.

For example, a school may require an Affidavit of Loss for a lost ID and a separate undertaking to pay replacement fees or surrender the old ID if found.

12. Does an Affidavit of Loss Expire?

An Affidavit of Loss does not usually have a fixed expiration date. However, many institutions prefer a recently notarized affidavit, especially for replacement transactions.

Some offices may require an affidavit executed within a certain period, such as within the last 30 days, 3 months, or 6 months. This is an institutional requirement, not a universal rule.

For practical purposes, it is best to use a freshly notarized affidavit close to the date of submission.

13. Can an Affidavit of Loss Be Handwritten?

An affidavit may theoretically be handwritten if it contains all necessary statements and is properly signed and notarized. In practice, most notaries, agencies, and institutions prefer a typed document for clarity and formality.

A handwritten affidavit may be rejected if it is unclear, incomplete, unsigned, or not notarized.

14. Can an Affidavit of Loss Be Notarized Online?

Philippine notarization traditionally requires personal appearance before the notary public. A document should not be notarized without the affiant personally appearing, presenting valid identification, and swearing to the statement.

Remote or online notarization is not generally treated the same as ordinary notarization unless specifically authorized under applicable rules or special circumstances. For ordinary transactions, personal appearance before a notary public remains the usual and safest approach.

15. Can Someone Else Get the Affidavit for You?

Someone else may help draft or print the affidavit, but the affiant must personally sign and swear to it before the notary public.

If a representative submits the affidavit to an institution, the institution may also require:

Authorization letter;
Photocopy of the affiant’s valid ID;
Representative’s valid ID;
Special power of attorney, for more important transactions;
Corporate secretary’s certificate, if for a company.

16. Is a Barangay Certification Needed?

A barangay certification is usually not required for a simple Affidavit of Loss. However, some offices may ask for a barangay blotter, barangay certification, or police report depending on the item and circumstances.

For example, if a wallet containing IDs was lost in a particular barangay, the person may report it to the barangay or police station. Still, the notarized affidavit is usually the document used for formal replacement.

17. Is a Lawyer Required?

A lawyer is not always required to draft an Affidavit of Loss. Many notarial offices prepare simple affidavits. However, legal assistance is advisable when the lost document involves:

Land titles;
Stock certificates;
Negotiable instruments;
Large financial value;
Corporate documents;
Pending litigation;
Estate documents;
Government permits or licenses with legal consequences;
Possible fraud, theft, or misuse;
Conflicting claims of ownership.

For simple IDs, school records, or routine replacement documents, a standard affidavit is often sufficient.

18. How Much Does an Affidavit of Loss Cost?

The cost varies by location and notarial office. In many places, a simple affidavit may cost a few hundred pesos. Fees may be higher if the affidavit is custom-drafted, lengthy, urgent, or involves complex property, corporate, banking, or commercial matters.

The fee may also differ depending on whether the notarial office only notarizes a ready-made affidavit or prepares the document from scratch.

19. Where Can You Get an Affidavit of Loss?

An Affidavit of Loss may be obtained from:

A notary public;
A law office;
Legal aid office;
Public Attorney’s Office, subject to qualification and availability;
City or municipal legal office, where available;
School, bank, company, or agency templates;
Private legal document preparation services.

The document should ultimately be notarized by a duly commissioned notary public.

20. Requirements for Notarization

The usual requirements are:

Personal appearance of the affiant;
Original valid government-issued ID;
Complete affidavit;
Signature of the affiant;
Payment of notarial fee.

Some notaries may ask for supporting documents, such as photocopies of the lost document, proof of ownership, authorization letters, or related records.

21. Competent Evidence of Identity

A notary public must verify the identity of the person signing the affidavit. This is usually done through competent evidence of identity, such as a government-issued ID with photograph and signature.

The affidavit should indicate the ID presented, including the ID number and sometimes the date and place of issuance.

22. Importance of Personal Appearance

Personal appearance is essential because notarization converts the private document into a public document and gives it evidentiary value. The notary public must be satisfied that the affiant is the person signing the affidavit and that the affiant voluntarily swore to the contents.

A notarized document obtained without personal appearance may be questioned, rejected, or treated as improperly notarized.

23. Legal Effect of an Affidavit of Loss

An Affidavit of Loss has several legal effects:

It serves as written evidence of the affiant’s sworn declaration;
It supports a request for replacement or cancellation;
It protects the receiving institution from relying only on an oral statement;
It may be used as evidence in administrative, civil, or criminal proceedings;
It may expose the affiant to liability if the statement is false.

An affidavit does not automatically prove the truth of the loss in all situations. It is a sworn statement, but it may still be challenged by contrary evidence.

24. False Affidavit of Loss

A person should never execute a false Affidavit of Loss. If the document was not actually lost, or if it was sold, pledged, surrendered, confiscated, or deliberately hidden, the affidavit should not state otherwise.

A false affidavit may expose the affiant to legal consequences, including possible liability for perjury, falsification, fraud, estafa, or other offenses depending on the facts.

For example, executing an Affidavit of Loss to obtain a duplicate document while the original is being used as collateral or held by another person may create serious legal consequences.

25. What Happens If the Lost Item Is Later Found?

If the lost item is later found, the affiant should not use both the original and the replacement at the same time.

The proper action depends on the item:

For IDs, surrender the old ID if required;
For bank cards, do not use the old card if it has been blocked;
For passbooks, report the recovery to the bank;
For licenses, ask the issuing office whether the recovered document remains valid;
For titles and certificates, consult the issuing registry or legal counsel;
For company IDs and access cards, return the old item to the employer or administrator.

Many affidavits include a promise to surrender the original if found.

26. Common Mistakes in Preparing an Affidavit of Loss

Using vague descriptions

An affidavit that merely says “I lost my document” may be rejected. Identify the document clearly.

Omitting the purpose

The affidavit should state why it is being executed, such as for replacement, cancellation, or submission to a particular office.

Not including diligent search

Most receiving offices expect a statement that the affiant tried to locate the item but failed.

Failing to appear personally before the notary

Improper notarization can make the affidavit defective.

Using inconsistent facts

Dates, places, names, and document numbers should match other submitted documents.

Saying the item was stolen when it was only misplaced

If theft occurred, state it truthfully and consider getting a police report. If the item was merely misplaced, do not claim theft.

Not checking agency-specific wording

Some offices require specific statements. A generic affidavit may be rejected.

27. Practical Tips Before Submitting the Affidavit

Before submission, check the following:

The name of the affiant is correct;
The lost item is accurately described;
Dates and places are consistent;
The purpose is clearly stated;
The affidavit is signed;
The notarial seal and details are complete;
The ID used for notarization is indicated;
Photocopies are prepared;
The receiving office’s required number of copies is available;
Supporting documents are attached, if required.

It is wise to keep at least one photocopy or scanned copy of the notarized affidavit for personal records.

28. Affidavit of Loss for Minors

If the lost item belongs to a minor, such as a school ID, library card, passport, or certificate, the affidavit may be executed by a parent or legal guardian.

The affidavit should state:

The name of the parent or guardian;
The name and age of the minor;
The relationship to the minor;
The lost item;
Circumstances of loss;
The purpose of the affidavit.

Example wording:

“That I am the mother and legal guardian of [name of minor], who is the holder of the lost school identification card described above.”

29. Affidavit of Loss for a Deceased Person’s Document

If a document belonging to a deceased person is lost, an heir, executor, administrator, or authorized representative may execute the affidavit depending on the purpose.

The affidavit should explain:

The affiant’s relationship to the deceased;
The authority or interest of the affiant;
The lost document;
Circumstances of loss;
Purpose of the affidavit.

For estate, land, bank, insurance, and pension matters, additional legal documents may be required.

30. Affidavit of Loss for Corporate Documents

If the lost document belongs to a corporation, the affidavit should be executed by an officer or employee with authority or custody over the document.

The affidavit should state:

Name of the corporation;
SEC registration details, if relevant;
Position of the affiant;
Authority to execute the affidavit;
Description of the lost document;
Circumstances of loss;
Purpose of execution.

A secretary’s certificate or board resolution may be required.

31. Affidavit of Loss for Lost Receipts and Accountable Forms

Lost receipts, invoices, and accountable forms require careful treatment because they may affect tax, audit, and accounting records.

The affidavit should include:

Receipt or invoice number;
Date of issue, if known;
Name of payor or payee;
Amount involved;
Transaction covered;
Circumstances of loss;
Statement that the document has not been used for fraudulent purposes.

For BIR-registered accountable forms, the business should verify the applicable reporting and compliance requirements.

32. Affidavit of Loss for Lost IDs with Personal Data

Lost IDs can be used for identity theft or unauthorized transactions. Aside from executing an affidavit, the person should consider:

Reporting the loss to the issuing agency;
Blocking cards or accounts, if applicable;
Monitoring bank and e-wallet accounts;
Replacing compromised IDs;
Filing a police report if theft or misuse is suspected.

The affidavit should not include unnecessary sensitive information. Avoid stating PINs, passwords, complete bank credentials, or security answers.

33. Affidavit of Loss for Lost Documents Abroad

If a Philippine document is lost while the owner is abroad, the person may need to execute an affidavit before the Philippine Embassy or Consulate, or before a foreign notary subject to authentication or apostille requirements, depending on where the affidavit will be used.

For documents to be submitted in the Philippines, the receiving agency may require consular acknowledgment, apostille, or other authentication depending on the country and document.

34. Does an Affidavit of Loss Need Witnesses?

A simple Affidavit of Loss usually does not require witnesses, because it is sworn before a notary public. However, some institutions may require witnesses, especially for special forms, indemnity undertakings, or corporate documents.

If witnesses are required, they should sign in the proper spaces and provide their names and addresses.

35. Does It Need Documentary Stamp Tax?

In practice, notarized documents in the Philippines may involve documentary stamp tax depending on the nature of the document and notarial practice. Many notarial offices handle this as part of their documentation process.

For ordinary users, the practical concern is to make sure the affidavit is properly notarized and accepted by the receiving office.

36. Can an Affidavit of Loss Be Used More Than Once?

An affidavit may be submitted to the specific office for the stated purpose. If multiple offices require an affidavit, it may be better to prepare multiple originals or certified copies, or execute a broader affidavit identifying all intended uses.

Some offices require an original notarized copy and may not accept a photocopy.

37. Number of Copies Needed

The number of copies depends on the transaction. It is common to prepare at least two or three copies:

One for the receiving office;
One for the affiant’s records;
One extra copy for future use.

The notary may retain a copy for the notarial register.

38. Can an Affidavit of Loss Replace the Lost Document?

Usually, no. An Affidavit of Loss explains the loss and supports the request for replacement, but it is not itself a substitute for the lost document.

For example:

It does not replace a driver’s license;
It does not replace a land title;
It does not replace a passport;
It does not replace a passbook;
It does not replace a school diploma.

It is a supporting document, not the replacement document.

39. Can an Affidavit of Loss Cancel the Lost Item?

An affidavit alone may not automatically cancel the lost item. Cancellation or blocking usually requires action by the issuing office, bank, company, school, or agency.

For example:

A bank must block a lost ATM card;
A company must deactivate a lost access card;
A telecom provider must replace or deactivate a SIM;
A government agency must process a replacement ID;
A corporation must cancel and replace a stock certificate through proper procedure.

The affidavit is part of the process.

40. When a Police Report Is Advisable

A police report is advisable when:

The item was stolen;
The lost item contains sensitive identity information;
The item is a passport, license, plate, checkbook, or bank instrument;
There is suspected fraud;
The item may be used in crimes;
The institution specifically requires it;
The loss occurred during robbery, snatching, burglary, or theft.

A police report creates an official incident record separate from the affidavit.

41. Sample Clause for Lost ID

“That I am the holder of a [type of ID] issued by [issuing office], bearing ID No. [number], which was lost on or about [date/place]; that despite diligent search, I could no longer locate the same; and that I am executing this affidavit for the purpose of applying for a replacement ID.”

42. Sample Clause for Lost OR/CR

“That I am the registered owner of a motor vehicle described as [make/model/year], bearing Plate No. [plate number], Engine No. [engine number], and Chassis No. [chassis number]; that the original Official Receipt and/or Certificate of Registration of said vehicle was lost and could no longer be found despite diligent search; and that I am executing this affidavit for the purpose of securing a replacement copy from the proper office.”

43. Sample Clause for Lost Passbook

“That I am the depositor of Savings Account No. [account number] with [bank name/branch]; that the passbook for said account was lost and could no longer be located despite diligent search; that the said passbook has not been assigned, pledged, transferred, or delivered to any person; and that I am executing this affidavit for the purpose of requesting the issuance of a replacement passbook.”

44. Sample Clause for Lost Passport

“That I was issued Philippine Passport No. [passport number], issued on [date] at [place of issue]; that the said passport was lost on or about [date/place/circumstances]; that despite diligent search, I could no longer locate the same; and that I am executing this affidavit for purposes of reporting the loss and applying for a replacement passport.”

45. Sample Clause for Lost SIM Card

“That I am the registered owner/user of mobile number [number] under [network/provider]; that the SIM card assigned to said number was lost on or about [date/place]; that I have not sold, transferred, or assigned the said SIM card to any person; and that I am executing this affidavit for the purpose of requesting SIM replacement and/or account recovery.”

46. Sample Clause for Lost Company ID

“That I am an employee of [company name] holding the position of [position]; that I was issued a company identification card bearing Employee No. [number]; that said company ID was lost and could no longer be located despite diligent search; and that I undertake to surrender the same to the company should it be found.”

47. Sample Clause for Lost Stock Certificate

“That I am the registered owner of [number] shares of stock in [corporation name], covered by Stock Certificate No. [number]; that the said certificate was lost and could no longer be found despite diligent search; that it has not been sold, assigned, transferred, pledged, or encumbered; and that I am executing this affidavit for the purpose of requesting the corporation to take appropriate action in accordance with law and its internal rules.”

48. Sample Clause for Lost Owner’s Duplicate Title

“That I am the registered owner/authorized representative/heir of the registered owner of the property covered by Transfer Certificate of Title/Original Certificate of Title/Condominium Certificate of Title No. [number]; that the owner’s duplicate copy of said title was lost and could no longer be found despite diligent search; that it has not been sold, mortgaged, pledged, delivered, or surrendered to any person or entity; and that I am executing this affidavit for purposes of taking the appropriate legal steps for reissuance.”

For titles, this clause should be used carefully because reissuance usually requires court proceedings and additional proof.

49. Checklist Before Going to the Notary

Bring the following:

Draft affidavit;
Valid government-issued ID;
Photocopy of ID;
Any photocopy or photo of the lost document;
Reference number or account number, if applicable;
Police report, if applicable;
Authorization or secretary’s certificate, if signing for another person or entity;
Payment for notarial fee.

50. Checklist Before Submitting to the Agency or Institution

Before submission, prepare:

Original notarized affidavit;
Photocopies of the affidavit;
Valid ID;
Application form for replacement;
Police report, if required;
Proof of ownership or entitlement;
Authorization letter or SPA, if a representative will submit;
Payment for replacement fee;
Other agency-specific requirements.

51. Legal Risks and Responsibilities

Executing an Affidavit of Loss should be taken seriously. Because it is sworn, the affiant is legally responsible for the truth of the statements.

The affiant should ensure that:

The lost item truly cannot be found;
The item was not intentionally withheld;
The item was not transferred to another person;
The item was not used as collateral;
The facts are accurate;
The affidavit is not being used to deceive an office or private party.

52. Best Practices

Report the loss immediately if the item can be misused.
Block bank cards, SIM cards, access cards, and accounts quickly.
Keep photocopies or digital scans of important documents.
Use accurate descriptions in the affidavit.
Avoid unnecessary disclosure of sensitive information.
Use a recently notarized affidavit.
Ask the receiving office whether it has a required format.
Keep a copy of the notarized affidavit.
Surrender the original if found after replacement.
Seek legal assistance for titles, shares, negotiable instruments, or high-value documents.

53. Conclusion

An Affidavit of Loss is a common but important legal document in the Philippines. It serves as a sworn declaration that a document or item has been lost despite diligent search and is often required before a replacement can be issued. Although the process is usually simple, the affidavit must be truthful, specific, and properly notarized.

For ordinary lost IDs, school documents, cards, and routine records, a simple notarized affidavit is often enough. For more valuable or legally sensitive documents, such as land titles, stock certificates, checks, manager’s checks, corporate documents, and bank instruments, the Affidavit of Loss is only one part of a more detailed legal or administrative process.