How to Obtain an Affidavit of Loss in the Philippines

An Affidavit of Loss is a sworn statement used to declare that a specific item—often an ID, license, passbook, OR/CR, SIM card, ATM card, official receipt, or other document—has been lost, and that despite diligent efforts, it cannot be found. Government offices, banks, schools, utilities, and private companies routinely require this affidavit as a prerequisite to issue a replacement or to process a claim.

Below is a comprehensive, practice-oriented guide to what an Affidavit of Loss is, when you need it, how to prepare one, typical requirements, costs, pitfalls, and a fill-in-the-blanks template you can use.

What an Affidavit of Loss Does (and Does Not Do)

What it does

Creates a formal, sworn record of the loss.
Provides an official basis for an agency or company to process a replacement, reissuance, or deactivation (e.g., blocking a bank card).
May satisfy an internal policy that requires a sworn declaration before action (e.g., telco SIM replacement, school ID reprint).

What it does not do

It does not prove ownership by itself (you still need supporting proof, like photocopies, receipts, or prior records).
It does not automatically restore validity of a lost document (e.g., a lost driver’s license or school ID remains invalid until formally replaced).
For certain properties, it is not sufficient:
- Land titles (Owner’s Duplicate Certificate of Title) require court or LRA proceedings under the Property Registration Decree, not merely an affidavit.
- Vehicle plates or sticker losses may require additional LTO/PNP-HPG clearances and forms.
- Passports: DFA has its own lost passport procedure, forms, and waiting periods; an affidavit is only one supporting document.

When Agencies Commonly Require It

Government IDs & Licenses: LTO driver’s license, PRC ID, Postal ID, UMID, school ID, barangay/company IDs.
Banking & Finance: ATM cards, passbooks, checks/cheque books, time deposit certificates, manager’s checks (may also require stop-payment and bank-specific forms).
Telco/Utilities: SIM replacement, customer account numbers, meter cards.
Transport & Vehicles: LTO OR/CR (Certificate of Registration, Official Receipt) and plate-related papers (plus other LTO requirements).
Private Records: Company documents, membership cards, receipts, warranties.

Always check agency-specific lists; many offices publish checklists that say “Affidavit of Loss (notarized)” plus their own forms and IDs.

Legal Character and Consequences

An Affidavit of Loss is a sworn statement under oath. You sign it before a Notary Public, who then notarizes it (usually via jurat, because you swear to the truth of the statements).
False statements expose you to perjury and related penalties under the Revised Penal Code and other applicable laws and regulations. Treat it seriously; be precise and truthful.

Core Elements Your Affidavit Should Contain

Affiant’s Identity
- Full name, citizenship, civil status, age, and exact address.
Description of the Lost Item
- What was lost (e.g., “Driver’s License”), identifiers (license no., account no., card no., plate no., serial, date of issue, issuing office).
Circumstances of Loss
- When, where, and how it was lost; whether it was misplaced, stolen, or destroyed (e.g., flood/fire).
- Efforts to locate it (retraced steps, contacted establishments, called the hotline, etc.).
Status/Non-Recovery
- A clear statement that despite diligent search, the item cannot be found.
Purpose Clause
- “This affidavit is executed to attest to the loss and to request issuance of a replacement / reissuance / deactivation of the lost [item].”
Undertakings (if needed)
- Promise to surrender the original to the issuer if found and acknowledge it becomes null and void once replaced.
Signature and Notarial Section
- Signed in the presence of a Notary Public with proper competent evidence of identity (valid government ID).

Step-by-Step: How to Get One

Gather details and proof of ownership
- Old photocopies, receipts, screenshots of account numbers, emails, or photos of the card/document if available.
(Optional but often helpful) Secure a local record
- Police blotter or Barangay certification can strengthen your paper trail, especially for stolen items or those with monetary impact (ATM cards, checks, IDs used for transactions). Some agencies explicitly require a blotter.
Draft your affidavit
- Use the template below. Keep details specific and concise.
Appear before a Notary Public
- Bring:
  - Two valid IDs (one may suffice, but two smoothen verification).
  - A printed copy of your affidavit (or have the notary draft/print for you).
  - Proof of ownership, if any (photocopies).
- Sign only in front of the notary (unless told to pre-sign for a jurat; follow the notary’s guidance).
Pay the notarial fee (and documentary stamp, if required)
- Typical notarial fees for straightforward affidavits range around ₱150–₱500+ depending on location and office.
- Some receiving agencies require a ₱30 Documentary Stamp to be affixed to the notarized document. If in doubt, ask the receiving office.
Submit the notarized affidavit with the agency’s other requirements
- Expect to show valid IDs, fill out replacement forms, and sometimes pay replacement fees.
- For bank items, you may be asked to sign indemnities, stop-payment orders, or deactivation requests.

Tips to Avoid Rejection

Match identifiers exactly (names, account numbers, dates).
Include the issuing office and date of issue if you know them.
State the purpose in the affidavit; some counters look for that line.
If stolen, explicitly state it and attach a police blotter when possible.
If destroyed (e.g., flood or fire), mention the incident details (date, location, and any incident report).
For company-owned property (e.g., corporate IDs, devices), the authorized representative should execute the affidavit or at least co-sign/endorse as required by the company.

Special Cases & Common Add-Ons

SIM Replacement: Telcos usually require a notarized Affidavit of Loss, valid ID, and SIM details (mobile no., last top-up, serial if known).
Bank Checks / Checkbook: Expect stop-payment instruction, indemnity forms, and possibly publication for lost manager’s checks (bank policy varies).
Vehicle OR/CR: Affidavit of Loss is common, but LTO may require additional forms, clearances, and fees.
Land Title (Owner’s Duplicate): An affidavit alone is not enough. You typically need court or LRA proceedings for reissuance/restoration.
School / Company IDs: Often just the affidavit plus ID replacement fee and incident report.

Notarization FAQs

Do I have to appear personally? Yes. Standard practice requires personal appearance before the notary with competent evidence of identity.

What kind of notarial act is used? Typically a jurat (you swear/affirm that the contents are true and you signed it in front of the notary). Some notaries use an acknowledgment format when the document is treated as an instrument; follow the notary’s advice.

Do I need witnesses? Not for a basic affidavit, unless the notary requires them for identity verification.

How many copies should I make? Prepare at least two notarized originals: one for the receiving agency and one for your records.

Record-Keeping & Next Steps

Keep scans and photocopies of the notarized affidavit and any blotter/certifications.
If the original item resurfaces after replacement, notify the issuing office. The original is typically invalid once a replacement is issued, and some agencies require you to surrender/destroy it.

Red Flags and Liability

Never exaggerate or invent facts. Ambiguity can be explained; falsehood is punishable.
If the lost item can be misused (e.g., IDs used for loans/transactions), immediately notify the issuer, request blocking, and monitor your accounts.

Fill-in-the-Blanks Template (Affidavit of Loss)

AFFIDAVIT OF LOSS

I, [Full Name], [citizenship], [civil status], of legal age, with residence at [Complete Address], after having been duly sworn in accordance with law, depose and state that:

I am the lawful holder/owner of [describe item: e.g., LTO Driver’s License No. XXXXXXXX issued on [date] by [office]; Bank ATM Card for Account No. XXXXXXXX with [Bank/Branch]; SIM with Mobile No. 09XXXXXXXXX, etc.].

On [date], at around [time], in [place], I [misplaced/lost/was a victim of theft/accident/fire/flood] resulting in the loss of the above-described [item/document].

After discovering the loss, I exerted diligent efforts to locate the same by [retracing steps/contacting establishments/calling hotline/other actions], but despite these efforts, the [item/document] has not been found.

I am executing this affidavit to attest to the truth of the foregoing and to request the [issuer/agency/company] to issue a replacement / reissuance / deactivation of the lost [item/document], and for any legal purpose it may serve.

Should the original [item/document] be found, I undertake to immediately surrender the same to [issuer/agency/company], acknowledging that it shall be null and void upon issuance of a replacement.

IN WITNESS WHEREOF, I have hereunto set my hand this [date] in [City/Municipality], Philippines.

[Affiant’s Name] [ID Type and No.] (presented to the Notary)

JURAT

SUBSCRIBED AND SWORN to before me this [date] in [City/Municipality], Philippines, affiant exhibiting to me [ID Type and No., issuer, date/place of issue].

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

How to use this template

Replace bracketed sections ([like this]) with your details.
Print on clean bond paper.
Do not sign until you are before the notary (unless instructed otherwise).
Attach supporting photocopies (e.g., old ID copy, receipt) if you have them.

Quick Checklist

Full and accurate identifiers of the lost item
Clear when/where/how it was lost
Efforts to find it stated
Purpose clause (replacement/reissuance)
Personal appearance before notary with valid ID
Check if police blotter or barangay certificate is required by the receiving office
Ask whether a ₱30 documentary stamp must be affixed
Keep extra notarized copies and digital scans

Typical Timelines and Costs (Practical View)

Drafting: 10–20 minutes if details are ready.
Notarization: Same day; queues vary.
Fees: Notary ₱150–₱500+ for a simple affidavit; documentary stamp ₱30 if the receiving office requires it; agency replacement fees vary.

Final Notes

Always align your affidavit with the receiving office’s specific checklist (wording may matter).
When in doubt about special items (e.g., land titles, corporate securities, large-value checks), seek legal guidance—procedures can be more formal and may require court/LRA processes beyond an affidavit.

With this guide and template, you can prepare a compliant Affidavit of Loss that most Philippine agencies and private institutions will accept, then proceed smoothly with your replacement or deactivation request.