In the Philippines, the Department of Foreign Affairs (DFA) maintains strict protocols regarding the release of passports. If a passport remains unclaimed beyond a certain period—typically thirty (30) to sixty (60) days from the date of release—it is deemed "unclaimed" and is subsequently cancelled and disposed of in accordance with DFA regulations.

If you find yourself in a situation where your previous passport was cancelled due to non-claim, or if you are applying for a new one after failing to pick up the old one, you are required to submit an Affidavit of Explanation for Unclaimed Passport.

What is the Purpose of this Affidavit?

An Affidavit is a written statement of facts, sworn to be true before an officer authorized to administer oaths (usually a Notary Public). For unclaimed passports, its purpose is twofold:

Explanation: To provide a valid, legal reason why the applicant failed to claim the document within the prescribed period.
Accountability: To formally request the DFA to process a new application despite the previous "abandonment" of the document.

Essential Elements of the Affidavit

To be legally sufficient for the DFA, the document must contain the following specific details:

Title: Clearly labeled as "Affidavit of Explanation" or "Affidavit for Unclaimed Passport."
Personal Circumstances: Full name, age, citizenship, civil status, and current residential address.
Passport Application Details: The approximate date of the previous application and the DFA site (e.g., DFA Aseana, SM Megamall) where the application was filed.
The Reason for Non-Claim: This is the core of the document. Common acceptable reasons include:
Sudden illness or medical emergencies (supported by medical certificates).
Unforeseen travel or work commitments abroad.
Loss of the original pick-up slip/claim stub.
Natural disasters or "Force Majeure" that prevented travel to the consular office.
Averment of Truth: A statement declaring that the facts stated are true and that the affidavit is not being used for fraudulent purposes.
Signature: The affiant must sign the document in the presence of the Notary Public.
Jurat: The section at the bottom where the Notary Public signs, stamps, and seals the document.

Step-by-Step Procedure

Draft the Document: You may draft this yourself using the elements above or seek the help of a legal professional. Ensure the tone is formal and the facts are chronological.
Visit a Notary Public: Take the unsigned document to a Notary Public. You must present a valid Government-Issued ID (e.g., UMID, Driver’s License, Voter’s ID) for identification.
Payment of Fees: Notarial fees vary depending on the location and the law office, typically ranging from ₱200 to ₱500.
Submission to the DFA: Once notarized, bring the original Affidavit to your new DFA appointment. It is often submitted along with your Application Form and other standard requirements (Birth Certificate, IDs, etc.).

Important Legal Considerations

Note on Penalties: Under the Philippine Passport Act, failing to claim a passport results in the cancellation of the document. Be aware that the DFA may impose a "clearing period" or additional administrative fees for applicants with a history of unclaimed passports.

Requirement	Description
Validity of ID	The ID presented to the Notary must be current and contain a photograph and signature.
Format	Use standard legal-size paper (8.5" x 13") or A4, printed clearly.
Number of Copies	Prepare at least three (3) copies: one for the DFA, one for the Notary, and one for your personal records.

Final Tip for Applicants

Always check the DFA’s official tracking system or your email notifications before assuming a passport is lost. If you know you cannot make it to your release date, you may authorize a representative through a Special Power of Attorney (SPA) or an Authorization Letter (with copies of both IDs) before the 30-day window expires to avoid the need for an affidavit altogether.

Would you like me to provide a basic template for this Affidavit that you can fill in?