How to Prepare an Affidavit of Loss (Philippines): A Complete Guide

An Affidavit of Loss is a sworn written statement declaring that a document, ID, card, device, or property has been lost, misplaced, or destroyed. It’s commonly required by government agencies, banks, schools, and private companies before they issue a replacement (e.g., ATM card, company ID, LTO driver’s license, vehicle OR/CR, passport, PRC ID, title documents, school records).

This guide explains what the affidavit is, when to use it, the legal and procedural basics, how to draft it, notarization requirements, fees, special cases, and provides ready-to-use templates (including a Filipino version).

1) When do you need an Affidavit of Loss?

Typical scenarios:

Lost government IDs (e.g., UMID, PRC, PhilHealth, SSS, Driver’s License)
Lost bank items (ATM/debit card, passbook, checkbook)
Lost vehicle documents (LTO OR/CR, plate/sticker)
Lost private/company IDs or school IDs
Lost passports (often paired with a police report)
Lost SIM card or mobile device (for number retention/blacklisting)
Lost property/academic records (e.g., original birth certificate delivered then misplaced, diploma, TOR)
Lost official receipts or invoices needed for audit/replacement

Agencies may add extra requirements (e.g., police report, incident report, clearance, or fees). The Affidavit of Loss is usually the baseline document.

2) Legal & procedural basics in the Philippine context

Nature of the document: An affidavit is a sworn statement executed under jurat (the notary administers an oath and certifies you swore the contents are true).
Personal appearance: You must personally appear before a Commissioned Notary Public with competent evidence of identity (typically a valid government ID).
Truthfulness: Affidavits are subject to penalties for perjury if willfully false. Always state facts you can attest to.
Validity/recency: Affidavits generally don’t expire, but many institutions require they be recent (commonly issued within the last 3–6 months).
Notarial register: The notary keeps an entry; you’ll receive the notarized original and may request extra notarized copies (charge may apply).

3) Core elements your Affidavit of Loss should include

Title: “Affidavit of Loss”
Venue/Caption: “Republic of the Philippines” and city/province where notarized.
Affiant’s identity: Full name, citizenship, civil status, age, profession (optional), and exact address.
Competent ID details: Type, number, date/place of issuance (the notary will record this; you may include it in the body or show it at notarization).
Description of the lost item:
- What it is (e.g., ATM card, Driver’s License, OR/CR)
- Identifiers (number, card/account number, plate number, serial, date of issuance, issuing office)
Circumstances of loss:
- When and where it was last seen, and how it went missing (lost, misplaced, destroyed, suspected theft)
- Immediate actions taken (searched locations, contacted bank/LTO, blocked card/line, etc.)
Non-possession assurance: Clear statement you no longer have it, it’s not in the possession of anyone acting for you, and you’ll surrender it if found.
Purpose clause: State why you’re executing the affidavit (e.g., to request replacement, block/disable, or for record).
Undertaking: Promise to return/notify the issuer if recovered and acknowledge it’s not for fraudulent use.
Signature block: Affiant’s signature over printed name, with date.
Notarial jurat: Notary’s portion (date/place of notarization, identity verification, notarial seal, doc no./page no./book no./series).

4) Step-by-step: How to prepare and notarize

A. Draft the affidavit

Use the template below and fill in specifics.
Keep facts concise, concrete, and chronological.

B. Prepare supporting items

Valid government ID(s) for the notary.
Reference details of the lost item (e.g., account number, plate number).
Incident or police report (if applicable, especially for theft, passport loss, or insurance claims).
Company/agency forms that will accompany the affidavit.

C. Notarize

Print on clean A4 or long bond. Sign in front of the notary (don’t pre-sign).
Bring originals of your ID(s).
Pay notarial fees (commonly a few hundred pesos; varies by city/firm and complexity; rush/after-hours/mobile notarization may cost more).
Request 2–3 original notarized copies if you’ll file with multiple entities.

D. Submit

File the notarized affidavit with the requesting agency (bank, LTO, DFA, HR, school, etc.).
Keep photocopies and digital scans for your records.

5) Special situations & tips

Theft vs. loss: If stolen, mention theft and attach/secure a police report. Some issuers require it to deter fraud.
Bank cards/checks: Call the bank immediately to block the card/checks before preparing the affidavit. Note your call date/time in the affidavit narrative.
Vehicle OR/CR: LTO usually requires Affidavit of Loss; be ready with plate/chassis/engine numbers. Some ROs may also ask for a police report and additional forms.
Passports: Expect extra steps (e.g., sworn statement, police report, clearances, and processing fees) for replacement.
SIM/phone: Telcos often need the affidavit and valid ID to retain number or blacklist device (IMEI).
Corporate/property documents: If the owner is a company, the affiant should be an authorized representative and attach a Secretary’s Certificate or SPA.
Minors/wards: A parent/guardian executes the affidavit on behalf of the minor, stating the relationship and why they are signing.
Destroyed documents: If damaged/destroyed (fire/flood), describe the event (date, place) and, if any, attach barangay/fire reports.
Data privacy: Include identifiers required by the recipient but avoid unnecessary personal data. Hand-deliver or send through secure channels.
Multiple items lost: You may list several items in one affidavit, but some agencies prefer separate affidavits—check instructions.
Translation: English is widely accepted; if the recipient prefers Filipino, use the bilingual template below.

6) Mistakes to avoid

Vague descriptions (“I lost an ID”) without numbers/dates.
Pre-signing before you meet the notary.
Omitting purpose or undertaking clauses.
Using an acknowledgment block instead of a jurat (for affidavits, it should be a jurat).
Submitting an old affidavit when the office requires a recent one.
Inconsistent facts versus your police/incident report.

7) General template (English)

Republic of the Philippines [City/Province]

AFFIDAVIT OF LOSS

I, [Full Name], of legal age, [citizenship/civil status], and a resident of [Full Address], after having been duly sworn in accordance with law, state:

That I am the lawful owner/holder of [describe item: e.g., ATM card, Driver’s License, LTO OR/CR] with the following particulars: [number/ID/account/plate/serial; date issued; issuing office].

That on or about [date], at [place], I discovered that said item was [lost/misplaced/destroyed/suspected stolen] under the following circumstances: [brief narrative of when last seen and steps taken to locate/block/report].

That despite diligent search and efforts, I have been unable to locate or recover the same, and it is not in the possession or control of any person acting for me.

That I execute this Affidavit to attest to the truth of the foregoing facts and for the purpose of [replacement/blocking/record/other purpose] with [agency/bank/company].

That should the original be subsequently found, I undertake to immediately notify and surrender the same to [agency/bank/company] and acknowledge that it shall remain its property as may be applicable.

IN WITNESS WHEREOF, I have hereunto set my hand this [day] of [Month, Year] in [City/Province], Philippines.

[Signature of Affiant] [Printed Name of Affiant] [ID Type & No.; Date/Place Issued]

JURAT

SUBSCRIBED AND SWORN to before me in [City/Province], Philippines this [date], by [Affiant’s Name], who exhibited to me [Competent Evidence of Identity: ID type & number, date/place issued].

Notary Public PTR No. ______; IBP No. ______; Roll No. ______ Commission No. ______; Until ______ Doc. No. ___; Page No. ___; Book No. ___; Series of ___.

8) Bilingual template (English–Filipino)

Republic of the Philippines / Republika ng Pilipinas [City/Province / Lungsod/Lalawigan]

AFFIDAVIT OF LOSS / SINUMPÂANG SALAYSAY NG PAGKAWALA

I, [Full Name], of legal age, [citizenship/civil status], and a resident of [Address], after having been duly sworn, state: Ako si [Buong Pangalan], nasa wastong gulang, [pagkamamamayan/katayuan], naninirahan sa [Address], at matapos manumpa, ay nagsasaad:

That I am the owner/holder of [item] bearing [number/details] issued on [date] by [issuing office]. Na ako ang may-ari/tagapagdala ng [item] na may [numero/detalye] na inilabas noong [petsa] ng [ahensiya/opisina].

That on [date] at [place], the item was [lost/misplaced/destroyed/stolen] under these circumstances: [brief facts]. Noong [petsa] sa [lugar], ang nasabing dokumento ay [nawala/namisplace/nasira/ninakaw] sa mga sumusunod na pangyayari: [maikling salaysay].

That despite diligent efforts, I have been unable to recover it. Sa kabila ng masusing paghahanap, hindi ko pa rin ito natagpuan.

That I am executing this for [purpose/layunin] with [agency/bank/company]. Ginagawa ko ang salaysay na ito para sa [layunin] sa [ahensiya/bangko/kumpanya].

That if found, I will promptly notify and surrender it. Kapag natagpuan, agad kong ipaaalam at isusuko ito.

[Signature/Pirma] / [Printed Name / Pangalan] [ID Type & No.; Date/Place Issued / Uri at No. ng ID; Petsa/Lugar ng Paglabas]

JURAT / PAGPAPATUNAY NG PANUNUMPA

SUBSCRIBED AND SWORN to before me in [City/Province] this [date], affiant exhibiting [ID details].

Notary Public / Notaryo Publiko Doc. No. ___; Page No. ___; Book No. ___; Series of ___.

9) Sample narratives for common use-cases

A) Lost ATM card (already blocked): “On 15 July 2025, I discovered my ATM card ending in 1234 was missing after using it at a grocery in Quezon City. I immediately called the bank hotline at 8:45 PM and requested a permanent block (Reference No. ABC123). I retraced my steps and checked my vehicle and residence but failed to locate the card.”

B) Lost driver’s license: “On 02 August 2025, while commuting from Mandaluyong to Makati, I misplaced my non-professional driver’s license No. N12-34-567890 issued on 10 March 2024 by LTO Makati. Despite diligent search at home and office, it remains missing.”

C) Stolen bag with company ID: “On 21 June 2025 at around 9:30 PM, my bag was snatched along Taft Avenue, Manila, containing my company ID No. 2024-015. I filed a police report at Barangay 123 on the same date. The item has not been recovered to date.”

10) Notarization checklist (quick)

Unsigned printout (sign before the notary only)
Valid government ID (preferably two)
Reference details of the lost item
Incident/police report (if applicable)
Cash for fees; request extra original copies
Keep a scan for your records

11) Frequently asked questions

Is a police report required? Not always. It’s commonly required for stolen items, passports, and sometimes vehicle documents or insurance claims. If the issuer’s checklist says so, attach it.

Can I e-notarize? E-notarization exists in limited settings and depends on local practice and the notary’s commission conditions. Most offices still prefer in-person notarization—call ahead.

Can someone else sign for me? Generally no, because an affidavit is a personal sworn statement. If the owner is unavailable (e.g., abroad, incapacitated), agencies may accept a representative with SPA or consularized/ apostilled authority, but the affiant still needs personal knowledge of the facts.

What if I later find the item? Notify the issuer and surrender/cancel the old item to prevent duplicate or conflicting records.

What if I lost multiple IDs? Prepare one affidavit per issuer unless they expressly allow consolidating. It avoids confusion and keeps each replacement process clean.

12) Quick fill-in mini-form (to draft your text)

Affiant: ______________________________
Address: ______________________________
ID presented to notary: ________________
Lost item: ____________________________
Identifiers (no./date/issuer): ________
Date & Place of loss: _________________
Narrative (3–5 sentences): ____________
Purpose/Recipient: ____________________
Undertaking to surrender if found: Yes

Final reminders

Keep your statements truthful and specific.
Always personally appear and sign under jurat.
Match your affidavit details with any incident/police report or agency application forms to avoid delays.
Retain copies and be prepared to show IDs anytime you file or claim replacements.

If you want, share your details (what was lost, when/where, and the recipient agency), and I’ll tailor the affidavit text to your exact situation.