Losing an ID, passport, ATM card, SIM card, land title, school document, or official receipt can quickly become stressful because many Philippine offices will not issue a replacement based on a verbal explanation alone. In most cases, they will ask for a notarized Affidavit of Loss: a sworn written statement explaining what was lost, how it was lost, and why you need the document for replacement, cancellation, reporting, or record purposes.

An Affidavit of Loss is simple, but it should not be treated casually. Once you sign it under oath before a notary public, it becomes a formal sworn document. False statements can create criminal, administrative, immigration, banking, or agency problems later.

What Is an Affidavit of Loss?

An Affidavit of Loss is a written statement made under oath by a person who lost a document, ID, card, item, or record.

The person making the statement is called the affiant. The affidavit usually states:

The affiant’s full name, citizenship, civil status, address, and identifying details
The lost item or document
The item’s number, account number, serial number, title number, passport number, card number, or other identifying details, if available
When, where, and how the loss happened
What efforts were made to find it
That the item was not sold, pledged, transferred, surrendered, confiscated, or used for an unlawful purpose
The reason the affidavit is being executed, such as applying for a replacement or reporting the loss

In everyday Philippine practice, an Affidavit of Loss is commonly required for lost government IDs, school IDs, company IDs, ATM cards, passbooks, SIM cards, passports, driver’s licenses, PRC IDs, BIR TIN cards, PhilIDs, official receipts, certificates, and sometimes important private documents.

It is important to understand what it does not do. An Affidavit of Loss does not automatically replace the lost item. It does not cancel a debt, erase a transaction, prove ownership by itself, or give you a new land title, passport, or license. It is usually only one required document in a replacement or reporting process.

Legal Basis: Why an Affidavit of Loss Matters in the Philippines

It is a sworn statement under the notarial rules

A notarized Affidavit of Loss usually contains a jurat, which is the notarial part showing that the affiant personally appeared before the notary, was identified, signed the document, and swore to the truth of the statements.

Under the Supreme Court’s 2004 Rules on Notarial Practice, notarization requires personal appearance and identification through competent evidence of identity. The rules require the person signing to appear before the notary, be personally known to the notary or identified through competent evidence of identity, sign in the notary’s presence, and take an oath or affirmation for the document. (Supreme Court of the Philippines)

A notary public also cannot notarize anywhere in the Philippines at will. A commissioned notary may perform notarial acts only within the territorial jurisdiction of the commissioning court and within the term of the notarial commission. (Supreme Court E-Library)

A notarized affidavit becomes a public document

The Supreme Court has repeatedly emphasized that notarization is not an empty formality. Proper notarization converts a private document into a public document, making it admissible in evidence without further proof of authenticity. (Supreme Court E-Library)

This is why agencies, banks, schools, employers, and government offices take notarized affidavits seriously. But if the notarization is defective, the document may lose its public character and be treated merely as a private document. (LawPhil)

False statements can be perjury

An Affidavit of Loss is made under oath. Under Article 183 of the Revised Penal Code, as amended by Republic Act No. 11594 (2021), a person who knowingly makes an untruthful statement in an affidavit on a material matter before a competent officer authorized to administer an oath may be liable for perjury. RA 11594 increased the penalty for perjury to prision mayor in its minimum period, with additional consequences in certain cases. (LawPhil)

For passport-related affidavits, the New Philippine Passport Act, Republic Act No. 11983 (2024), specifically requires loss or destruction of a passport to be immediately reported to the DFA or Foreign Service Post by submitting an affidavit stating the detailed circumstances of the loss. It also penalizes false statements in affidavits declaring a passport or travel document lost or destroyed. (Supreme Court E-Library)

When Do You Need an Affidavit of Loss?

You usually need an Affidavit of Loss when the receiving office must protect itself from duplicate claims, fraud, identity theft, or misuse of the missing document.

Lost item or document	Office or institution usually involved	Practical notes
Philippine passport	DFA Consular Office or Philippine Embassy/Consulate	Lost passports usually require an affidavit stating the circumstances of loss. A police report may also be required, especially for a lost valid passport. RA 11983 now governs passport loss reporting. (Supreme Court E-Library)
Driver’s license or student permit	Land Transportation Office (LTO)	LTO forms and citizen charters commonly require an affidavit for lost or mutilated license transactions. (Land Transportation Office)
Vehicle plate, RFID, OR/CR, or registration-related documents	LTO	LTO replacement transactions may require an original affidavit of loss or mutilated plate/RFID sticker. (Land Transportation Office)
PRC Professional Identification Card or Certificate of Registration	Professional Regulation Commission (PRC)	PRC requires an Affidavit of Loss or damaged PIC for duplicate PIC applications; the duplicate PIC fee is listed at ₱250 and release is within the day. (Professional Regulation Commission)
BIR TIN card	Bureau of Internal Revenue (BIR)	BIR Form 1905 requirements include an Affidavit of Loss for lost TIN card replacement and a ₱100 replacement fee. (Bir Cdn)
PhilID or ePhilID	PSA / PhilSys Registration Center	PSA regional guidance states that a lost or misplaced PhilID or ePhilID may require a notarized Affidavit of Loss. (Philippine Statistics Authority)
ACR I-Card of a foreign national	Bureau of Immigration (BI)	BI’s re-issuance page covers lost ACR I-Cards; BI checklists commonly require an Affidavit of Loss and police report for lost ACR I-Cards. (Bureau of Immigration Philippines)
Lost owner’s duplicate certificate of land title	Registry of Deeds and Regional Trial Court	An affidavit or sworn notice is only the first step. Replacement of a lost owner’s duplicate title generally requires a court petition under Section 109 of PD 1529. (Supreme Court E-Library)
Lost SIM card or mobile phone for blocking	Telecom provider / NTC-related process	NTC-related guidance for blocking may require a notarized affidavit indicating the IMEI and/or SIM information, plus proof of ownership. (www.foi.gov.ph)
ATM card, passbook, company ID, school ID, certificates, receipts	Bank, employer, school, private institution	Requirements vary. Some institutions have their own form and may require additional ID, police blotter, authorization, or internal clearance.

Information You Should Prepare Before Drafting the Affidavit

Before writing the affidavit, gather all details you can verify. Do not guess important numbers.

Prepare the following:

Your full legal name
Present address
Citizenship and civil status, if the form asks for them
One or two valid government-issued IDs
Details of the lost item:
- Passport number
- Driver’s license number
- PRC license number
- TIN
- ACR I-Card number
- SIM number
- IMEI
- ATM account number or masked card number
- Title number, OCT/TCT/CCT number, if a land title is involved
Date and approximate time of loss
Place where the loss happened or was discovered
Circumstances of the loss
Steps taken to look for the item
Police blotter or police report, if theft, robbery, passport loss, immigration document loss, or fraud risk is involved
Photocopy or photo of the lost document, if available
The exact purpose of the affidavit

The most useful affidavits are specific. “I lost my wallet somewhere” is weak. “On 10 June 2026, at around 4:00 p.m., while commuting from Cubao to Pasig, I discovered that my wallet containing my PRC ID No. ___ was missing” is better.

How to Make an Affidavit of Loss in the Philippines

1. Confirm the exact requirement of the receiving office

Different offices use different wording.

For example:

DFA and Philippine embassies may require the affidavit to state the detailed circumstances of passport loss.
Banks may require the account number, branch, and an undertaking to hold the bank free from liability.
LTO may require vehicle details, plate number, RFID sticker number, engine number, chassis number, or registration details.
BI may require a police report for lost ACR I-Cards.
PRC may require the system-generated action sheet together with the affidavit.

Before notarizing, check whether the agency has its own prescribed form. Using the wrong format can waste time and another notarial fee.

2. Draft the affidavit clearly

A basic Affidavit of Loss should have:

Caption Usually: “Republic of the Philippines,” city or province, and “S.S.” for the venue of notarization.
Title “Affidavit of Loss”
Personal details of the affiant Full name, age or “of legal age,” citizenship, civil status, and address.
Statement under oath A phrase such as: “After having been duly sworn in accordance with law, I depose and state that…”
Numbered factual statements These should explain what was lost, when, where, how, and why the affidavit is needed.
Purpose clause Example: “I am executing this Affidavit of Loss for the purpose of applying for the replacement of my lost PRC Professional Identification Card.”
Signature line The affiant signs above printed name.
Jurat This is completed by the notary public.

3. Do not sign it before appearing before the notary

In proper notarization, the affiant must personally appear before the notary and sign in the notary’s presence. Signing the affidavit at home and merely asking someone to “have it notarized” is a common but risky shortcut.

The Supreme Court has sanctioned notaries for notarizing documents when the signatory was not personally present or not properly identified. (Supreme Court E-Library)

4. Bring valid identification

Bring at least one current government-issued ID with your photograph and signature. Common examples include:

Passport
Driver’s license
PRC ID
UMID
SSS or GSIS card
PhilHealth card
Senior citizen ID
Postal ID
Voter’s ID or voter’s certification
Seafarer’s book
ACR I-Card for foreign nationals
PhilID

A cedula or community tax certificate is not enough by itself. The Supreme Court has reminded notaries that a community tax certificate is no longer considered competent evidence of identity. (LawPhil)

5. Go to a commissioned notary public

You may usually find notaries in:

Law offices
Notarial offices near city halls, courts, and business districts
Some local government legal offices
Some consular offices abroad, for Filipinos overseas

Some LGUs provide free notarization for qualified constituents, often requiring a certificate of indigency, valid IDs, personal appearance, and multiple copies of the prepared document. For example, Calamba City’s legal services checklist mentions free notarization of prepared documents such as Affidavits of Loss, subject to requirements. (calambacity.gov.ph)

6. Pay the notarial fee and check the notarial details

Private notarial fees vary by location, document type, and office practice. In many ordinary Affidavit of Loss transactions, people encounter modest fees, but there is no single practical price nationwide.

Check that the notarized affidavit has:

Notary’s signature
Notarial seal
Date and place of notarization
Your valid ID details
Doc. No.
Page No.
Book No.
Series of the year

Some offices reject affidavits with incomplete notarial details, missing seal, no competent ID indicated, or unclear venue.

7. Submit it together with the other requirements

The affidavit is rarely enough by itself. Submit it with the required application form, valid IDs, photocopies, proof of ownership, police report, payment receipt, or agency-specific documents.

Keep at least one clear photocopy or scanned copy of the notarized affidavit for your records.

What to Include in an Affidavit of Loss

A strong Affidavit of Loss is specific, truthful, and tailored to the lost item.

Part	What to write	Example
Identity of affiant	Your legal name and address	“I, Juan Dela Cruz, Filipino, of legal age, single, and residing at…”
Description of lost item	Exact document or item	“Philippine Passport No. P1234567A issued on…”
Circumstances of loss	When, where, and how	“On or about 15 May 2026, while at NAIA Terminal 3…”
Diligent search	Efforts to recover	“Despite diligent efforts to locate the same, it could no longer be found.”
No transfer or misuse	Protection against fraud concerns	“The said ID has not been sold, pledged, assigned, or surrendered to any person.”
Purpose	Why you need the affidavit	“I am executing this affidavit to request the issuance of a replacement card.”
Truth statement	Confirms sworn nature	“I attest to the truth of the foregoing statements.”

Sample Affidavit of Loss Format

Use this only as a guide. Agencies, banks, schools, and consulates may require their own wording.

REPUBLIC OF THE PHILIPPINES )
CITY/MUNICIPALITY OF ______ ) S.S.

AFFIDAVIT OF LOSS

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

1. I am the lawful owner/holder/possessor of [describe the lost document, ID, card, item, or record], with the following details: [number, date of issue, issuing office, account number, serial number, title number, or other identifying details, if available];

2. On or about [date], at around [time], while I was at/in [place], I lost the said [document/item] under the following circumstances: [brief but specific explanation of how the loss happened];

3. Despite diligent efforts to locate and recover the said [document/item], the same could no longer be found;

4. To the best of my knowledge, the said [document/item] has not been sold, transferred, assigned, pledged, mortgaged, surrendered, confiscated, or used for any unlawful purpose;

5. I am executing this Affidavit of Loss to attest to the truth of the foregoing facts and for the purpose of [state exact purpose, such as applying for replacement, reporting the loss, cancellation, blocking, or compliance with agency requirements].

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

[Signature]
[FULL NAME]
Affiant

SUBSCRIBED AND SWORN to before me this ___ day of __________ 20___ in __________________, Philippines, affiant personally appearing before me and exhibiting competent evidence of identity, namely [ID type and number], issued on [date] at [place] and valid until [date].

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

Do not sign the final copy until the notary tells you to sign.

Special Situations and Practical Issues

Lost Philippine passport

For a lost Philippine passport, the affidavit should give detailed circumstances of the loss. Under RA 11983, the loss or destruction of a passport must be immediately reported to the DFA or the relevant Foreign Service Post by submitting an affidavit stating the details of the loss. If the lost passport is later found, it must be turned over to the DFA; if physical turnover is not feasible, another affidavit stating its location and possessor may be required. (Supreme Court E-Library)

For passports lost abroad, Philippine embassies and consulates often require personal appearance, an Affidavit of Loss, a police report, proof of identity, and proof of Philippine citizenship. Some posts impose a clearing period or additional local requirements. For example, one Philippine Consulate page for lost passports lists an Affidavit of Loss, police report, Philippine-issued ID, PSA documents, and a 15-day clearing period before processing replacement of a lost valid passport. (nagoyapcg.dfa.gov.ph)

Older forms may still mention RA 8239, but the current passport law is RA 11983, enacted in 2024, which repealed RA 8239. (LawPhil)

Lost land title

A lost owner’s duplicate certificate of title is not handled like an ordinary lost ID.

Under Section 109 of Presidential Decree No. 1529, the owner must send notice under oath to the Register of Deeds where the land is located as soon as the loss or theft is discovered. But replacement generally requires a petition before the proper court, with notice and hearing. The Supreme Court has explained that filing the sworn notice or Affidavit of Loss does not automatically entitle the owner to a replacement title; the fact of loss must still be proven. (Supreme Court E-Library)

This is one of the biggest mistakes people make. A notary public can notarize the Affidavit of Loss, but the notary cannot issue a new land title. The Registry of Deeds also does not simply print a replacement owner’s duplicate based only on your affidavit.

Lost ACR I-Card or immigration document of a foreigner

Foreign nationals in the Philippines often need an Affidavit of Loss when replacing a lost Alien Certificate of Registration Identity Card (ACR I-Card). BI guidance for re-issuance covers lost ACR I-Cards, and checklists commonly require a letter request, Affidavit of Loss, and police report. (Bureau of Immigration Philippines)

For foreigners, the affidavit should match the name, nationality, passport number, visa type, and ACR I-Card details in BI records. Inconsistent spellings or missing passport information can delay processing.

Lost SIM card or mobile phone

If the purpose is to block a lost mobile phone or SIM, include the IMEI of the phone and/or the SIM details if known. NTC-related guidance on blocking mentions that the affidavit should indicate the IMEI of the mobile phone and/or SIM to be blocked, together with proof of ownership such as an official receipt or box showing the IMEI. (www.foi.gov.ph)

If the phone was stolen, get a police blotter or police report. Telecom providers may also require account verification before replacing the SIM.

Affidavits made abroad for use in the Philippines

If you are outside the Philippines, there are usually two practical options:

Execute the affidavit before a Philippine Embassy or Consulate, if the post offers notarial services for that document.
Execute it before a local foreign notary, then have it apostilled or legalized according to the rules of the country where it was made and the requirements of the Philippine receiving office.

The Philippines is a party to the Apostille Convention, which entered into force for the Philippines on 14 May 2019. The current HCCH status table lists the Apostille Convention and its contracting parties. (hcch.net)

The DFA’s Apostille guidance also makes an important distinction: Philippine Apostille services apply to Philippine public documents for use abroad; foreign documents follow the authentication or apostille process of the country where they were issued or executed. (Apostille.gov.ph)

Always check the receiving Philippine office’s preference because some agencies still specifically ask for consular notarization for documents executed abroad.

Electronic notarization

The Supreme Court’s Rules on Electronic Notarization now govern electronic notarization of electronic documents through in-person electronic notarization and remote electronic notarization. However, the rules expressly state that notarization of paper documents and instruments with handwritten signatures or marks continues to be governed by the 2004 Rules on Notarial Practice. (Supreme Court E-Library)

For ordinary Affidavits of Loss printed on paper and signed by hand, traditional personal appearance before a commissioned notary remains the normal route.

Common Mistakes to Avoid

Using only a cedula as ID

A cedula or community tax certificate is not enough competent evidence of identity. Bring a valid government-issued ID with photo and signature.

Signing before going to the notary

Do not sign the final copy before appearing before the notary. The notary must witness the signing and administer the oath.

Being too vague

Avoid vague wording such as “I lost my ID somewhere.” Include the date, place, circumstances, and efforts to recover.

Using the wrong purpose

If the affidavit says it is for replacing a school ID but you submit it to a bank for ATM replacement, the bank may reject it. State the correct purpose or use broader but truthful wording when appropriate.

Claiming loss when the item was actually surrendered, pawned, confiscated, or held by someone else

This is dangerous. If the document was taken by a creditor, held by a school, confiscated by an authority, or surrendered to an agency, do not call it “lost” unless it truly was lost.

Thinking the affidavit cancels liability

An Affidavit of Loss does not cancel loans, credit card charges, vehicle obligations, tax liabilities, or contractual responsibilities. It merely reports the loss and supports a replacement or cancellation request.

Ignoring police reports when fraud or theft is possible

For stolen wallets, lost passports, lost ACR I-Cards, lost phones, and possible identity theft, a police blotter or police report is often practical and sometimes mandatory.

Using a generic template for a land title

Lost land titles require special care because replacement involves the Registry of Deeds and the Regional Trial Court under PD 1529. A generic Affidavit of Loss is not enough.

Usual Fees, Copies, and Timelines

Item	Usual practical range or timeline	Notes
Drafting a simple affidavit yourself	Same day	You can draft it if the facts are simple and truthful.
Private notarization	Often same day	Fees vary by location and notarial office. Bring valid ID and do not sign beforehand.
Free LGU notarization, where available	Same day to several days	Often limited to qualified residents or indigent constituents and may require a certificate of indigency. (calambacity.gov.ph)
PRC duplicate PIC	Within the day	PRC FAQ lists the duplicate PIC fee at ₱250 and release within the day. (Professional Regulation Commission)
PRC replacement COR	Appointment date	PRC FAQ lists the COR replacement fee at ₱300 and release on the appointment date for complete requirements. (Professional Regulation Commission)
BIR lost TIN card replacement	Depends on RDO flow	BIR Form 1905 requirements list an Affidavit of Loss and ₱100 replacement fee for lost or damaged TIN card. (Bir Cdn)
Lost valid passport replacement	Longer than ordinary renewal	RA 11983 requires detailed reporting by affidavit; consular posts may require police reports and clearing periods depending on the case. (Supreme Court E-Library)
Lost owner’s duplicate land title	Usually months or longer	Court petition, notice, and hearing are generally required under Section 109 of PD 1529. (Supreme Court E-Library)

For the number of copies, bring at least three original signed copies if possible:

One for the receiving office
One for the notary’s records, if required
One for your personal file

Some notaries or LGU legal offices specifically require three copies of the document to be notarized.

Frequently Asked Questions

Can I make my own Affidavit of Loss?

Yes. You may draft your own Affidavit of Loss if the facts are simple. The important points are that the statements must be true, specific, and complete enough for the receiving office. The affidavit must still be properly notarized if the office requires a notarized copy.

Does an Affidavit of Loss always need to be notarized?

In most Philippine government, banking, school, and corporate transactions, yes. Some offices may accept an unnotarized declaration for minor internal matters, but an “Affidavit” is normally expected to be sworn and notarized.

Can the barangay issue an Affidavit of Loss?

A barangay may issue a barangay certification or blotter record, but that is not the same as a notarized Affidavit of Loss. Some LGU legal offices provide notarial services, but the notarization must still be done by a duly commissioned notary public or authorized officer.

Is a police report required for an Affidavit of Loss?

Not always. For ordinary lost school IDs or company IDs, it may not be required. For lost passports, stolen wallets, lost phones, lost ACR I-Cards, fraud-risk documents, or items lost through theft or robbery, a police blotter or police report is often required or strongly advisable.

Can I use a cedula for notarization?

A cedula alone is not enough. Bring a valid government-issued ID with your photograph and signature. The Supreme Court has stated that a community tax certificate is no longer considered competent evidence of identity for notarization. (LawPhil)

Can someone else execute the Affidavit of Loss for me?

Usually, the person who lost the item should execute the affidavit. A representative may be allowed only if the representative has personal knowledge of the loss or is legally authorized, such as a parent for a minor, guardian, corporate officer, or attorney-in-fact. Some agencies still require the actual owner or cardholder to appear personally.

What if I later find the lost document?

Do not continue using both the old and replacement document. Report the recovery to the relevant office, especially for passports, IDs, access cards, bank cards, and government documents. For Philippine passports, RA 11983 requires a person who later finds the lost passport to turn it over to the DFA, or submit an affidavit stating its location and possessor if physical turnover is not feasible. (Supreme Court E-Library)

How long is an Affidavit of Loss valid?

There is no universal expiration date for an Affidavit of Loss, but many offices prefer a recently notarized affidavit, especially for IDs, passports, bank cards, and replacement requests. If the affidavit is several months old, the receiving office may ask for a fresh one.

Can I use one Affidavit of Loss for multiple lost items?

Yes, if the items were lost in the same incident and the receiving offices accept the combined affidavit. For example, if a wallet contained a driver’s license, ATM card, and company ID, one affidavit can describe all three. However, some agencies prefer an affidavit focused only on the document being replaced.

Is an Affidavit of Loss enough to replace a lost land title?

No. For a lost owner’s duplicate certificate of title, an affidavit or sworn notice is usually only an initial requirement. Replacement generally requires a court petition, notice, and hearing under Section 109 of PD 1529.

Key Takeaways

An Affidavit of Loss is a sworn statement explaining the loss of a document, ID, card, or item.
It should be truthful, specific, and tailored to the receiving office’s requirements.
Proper notarization requires personal appearance and competent proof of identity.
A cedula alone is not enough for notarization.
False statements in an affidavit can lead to perjury or special penalties, especially for passport-related affidavits.
A police report is not always required, but it is often needed for lost passports, stolen items, lost ACR I-Cards, phones, SIM cards, or fraud-risk documents.
For lost land titles, an Affidavit of Loss is not enough; court proceedings under PD 1529 are generally required.
Keep a copy of the notarized affidavit and all supporting documents for your records.