Quick answer

An Affidavit of Explanation is not required for an ordinary Philippine passport renewal when the latest passport is available and undamaged. The Department of Foreign Affairs (DFA) generally requires it only when an applicant must explain a special circumstance—most commonly a damaged or mutilated passport, an unclaimed passport issued from 2010 onward, or, under current DFA guidance, a married woman’s one-time voluntary reversion to her maiden name for reasons other than death, annulment, nullity, or a judicially recognized divorce.

The affidavit should identify the applicant and passport, give a truthful and chronological account of what happened, state the purpose of the affidavit, and be signed under oath before a notary public or authorized Philippine consular officer. It supplements—not replaces—the passport application, existing passport, civil-registry records, identification, fees, and any other documents the DFA requires.

If the passport is lost, prepare an Affidavit of Loss, not a generic Affidavit of Explanation. Philippine law requires loss or destruction to be reported immediately to the DFA or the appropriate Philippine Foreign Service Post.

First determine whether you actually need this affidavit

The correct document depends on the problem you are addressing.

Situation	Usual sworn document
Routine renewal of an available, undamaged ePassport	No Affidavit of Explanation ordinarily required
Damaged or mutilated passport	Notarized Affidavit of Explanation
Passport issued from 2010 onward but never claimed	Notarized Affidavit of Explanation, plus a Certificate of Unclaimed Passport
Lost passport, whether valid or expired	Notarized Affidavit of Loss; a police report and other requirements may also apply
Destroyed passport	Detailed affidavit reporting the destruction, as required by Section 15 of Republic Act No. 11983
Voluntary reversion to maiden name for reasons other than the specified civil-status grounds	Notarized Affidavit of Explanation containing the required request and statement that the applicant has not previously availed herself of the reversion
Error or discrepancy in a name, birth date, birthplace, or other civil-registry detail	Ask the DFA what document is required; an affidavit alone generally cannot override PSA records or a required court order

Requirements published by an embassy or consulate may include post-specific procedures, translations, authentication rules, appointment systems, and local fees. Confirm the checklist of the exact DFA consular office or Philippine embassy or consulate where you will apply.

What the affidavit should contain

A useful affidavit is specific enough for the passport officer to understand the facts without guessing. Include:

Your complete legal name, age, citizenship, civil status, and current address.
Your passport details, if available: passport number, date and place of issue, and expiry date.
The event requiring an explanation, including the approximate or exact date, place, and circumstances.
A clear chronological account based on facts you personally know.
The present condition or status of the passport, including whether it remains in your possession.
Steps you took afterward, such as securing the passport, reporting an incident, requesting a Certificate of Unclaimed Passport, or obtaining supporting records.
Your specific request, such as replacement of a damaged passport or permission to process a new application after an unclaimed passport.
A declaration that the statements are true and that the affidavit is being executed for the passport application and other lawful purposes.
A jurat, to be completed by the notary public or consular officer.

Do not add facts merely because they appear in a sample. If you do not know an exact time or date, say that it is approximate instead of inventing one.

Adaptable affidavit format

The following is a drafting guide, not a universal DFA form. Remove every paragraph that does not apply and check whether your passport office uses its own template.

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

                    AFFIDAVIT OF EXPLANATION

I, [COMPLETE LEGAL NAME], Filipino, of legal age, [civil status], and
presently residing at [complete address], after having been duly sworn in
accordance with law, state:

1. I am the holder of Philippine Passport No. [passport number], issued
   on [date] at [place of issue] and valid until [expiry date].

2. On or about [date], at [place], the following occurred:
   [Give a complete, factual, and chronological account. Explain who had
   custody of the passport, how the incident happened, and when you
   discovered the problem.]

3. [For a damaged passport: Describe the damage accurately, including
   the affected cover, data page, pages, binding, or electronic component,
   if known. State whether the damage was accidental and whether any
   passport entry or information was altered.]

   [For an unclaimed passport: Identify the application or issuance
   details, if known, explain why the passport was not claimed, and state
   when and how you learned that it remained unclaimed.]

4. After discovering the matter, I took the following steps:
   [List the steps taken and supporting records obtained.]

5. The passport is presently [in my possession/in the custody of ______/
   otherwise located at ______]. I am submitting it to the DFA if required.

6. I am executing this Affidavit to explain the foregoing circumstances
   and to support my application for [renewal/replacement/new passport
   processing], subject to the DFA’s evaluation and requirements.

7. I affirm that the statements above are true and correct based on my
   personal knowledge and the authentic records available to me.

IN WITNESS WHEREOF, I have signed this Affidavit on [date] at [place].

                         [Signature of Affiant]
                         [COMPLETE LEGAL NAME]

SUBSCRIBED AND SWORN to before me on [date] at [place], the affiant
personally appearing and presenting [type of current government-issued ID],
No. [ID number], issued on [date] at [place].

                         [JURAT TO BE COMPLETED
                          BY THE NOTARY PUBLIC
                          OR AUTHORIZED CONSULAR OFFICER]

If the purpose is voluntary reversion to a maiden name

DFA guidance requires the affidavit to include both:

an express request that the maiden name be used in the Philippine passport or travel document; and
a statement that the applicant has not previously availed herself of this reversion.

An appropriate paragraph may read:

I voluntarily request that my maiden name, [COMPLETE MAIDEN NAME],
be reflected in my Philippine passport. I further state that I have not
previously availed myself of reversion to my maiden name in a Philippine
passport or travel document.

Republic Act No. 11983 allows a woman to revert to her maiden name only once and requires her other existing identification cards and pertinent documents likewise to reflect that name. DFA guidance also calls for the PSA-issued birth record, latest passport or travel document, and an accepted government-issued ID bearing the maiden name for this form of reversion.

Different documentary rules apply when reversion is based on a spouse’s death, annulment, declaration of nullity, legal separation, or judicially recognized divorce. In those cases, the relevant PSA-authenticated or annotated civil-registry record—not a generic explanation alone—is critical.

How to describe a damaged passport

State precisely what happened and what was affected. Useful details may include:

whether the passport became wet, torn, burned, stained, chewed, punctured, detached from its cover, or otherwise damaged;
when and where the damage occurred;
who had possession of it;
whether the data page, photograph, passport number, visa pages, security features, or binding became unreadable or detached;
what you did immediately afterward; and
whether you still possess every available part of the passport.

Do not attempt to repair, laminate, erase, restitch, recolor, or alter the passport. Keep it in its existing condition and bring it to the DFA. A Philippine passport remains government property, and intentional alteration or use of an altered passport can carry serious consequences.

Normal signs of use and damage requiring replacement are not always identical. If you are unsure whether creasing, water exposure, loose pages, a damaged cover, or chip problems require an affidavit, show the passport to the issuing office or ask that office before your appointment.

How to explain an unclaimed passport

Identify the earlier application as completely as possible:

application or appointment date;
place of application;
receipt or reference number, if available;
expected release date;
reason it was not claimed;
whether you received any notice;
when you later attempted to claim or renew it; and
what the issuing office told you.

Current DFA guidance states that an applicant with an unclaimed passport issued from 2010 onward may request a Certificate of Unclaimed Passport from the office that issued it, the nearest consular office, or DFA Aseana. The applicant is treated as a new applicant rather than an ordinary renewal applicant.

Notarization requirements

An affidavit must be sworn to, not merely signed. In the Philippines, appear personally before a duly commissioned notary public with at least one current official identification document bearing your photograph and signature. Sign as instructed by the notary—normally in the notary’s presence—and take the required oath or affirmation.

The Supreme Court’s 2004 Rules on Notarial Practice define a jurat as involving personal appearance, verification of identity, signing in the notary’s presence, and an oath or affirmation. A community tax certificate or cedula by itself is not competent evidence of identity for this purpose.

If you are abroad, follow the instructions of the Philippine embassy or consulate handling your application. Depending on the country and the post, the document may be notarized by a Philippine consular officer or executed before a local notary subject to the authentication, apostille, translation, or other requirements specified by the post. Do not assume that a notarization method accepted in one country will be accepted everywhere.

Supporting documents to prepare

Bring the affidavit’s original and the number of copies required by your issuing office. Depending on the case, also prepare:

passport application and confirmed appointment documents;
latest passport and a photocopy of its data page, if available;
the damaged passport in its present condition;
police report and Affidavit of Loss for a lost passport;
Certificate of Unclaimed Passport for an unclaimed passport;
PSA-issued Certificate of Live Birth or Report of Birth;
PSA-issued marriage, death, or annotated civil-registry record when relevant;
accepted government-issued identification;
records supporting the explanation, such as incident reports, photographs of the damage, correspondence, receipts, or prior application details;
citizenship documents for dual citizens or persons who reacquired or retained Philippine citizenship;
documents required for a minor applicant and the identification of the parent, guardian, or authorized adult; and
the applicable passport or replacement fee.

The DFA may require additional documents to establish citizenship, identity, or the absence of a travel restriction. An affidavit does not guarantee approval.

Practical preparation steps

Download the current checklist from the DFA or the relevant Philippine embassy or consulate.
Confirm the correct affidavit type. Loss, damage, non-claiming, and name reversion are not interchangeable.
Collect records before drafting. Check the old passport, appointment email, receipts, police report, PSA records, and correspondence.
Write a short timeline. Put the events in date order and identify anything that is only approximate.
Draft in clear English. Some foreign posts expressly require English; ask before using another language.
Match all names and numbers to the records. Preserve hyphens, suffixes, middle names, dates, and passport numbers exactly.
Leave the jurat for the notary or consular officer. Do not fabricate a notarial entry, seal, document number, or commission detail.
Sign only as instructed. Personal appearance and execution under oath are essential.
Keep a complete copy. Save the signed affidavit, supporting evidence, and proof of submission.
Bring originals and photocopies. Follow the precise quantity and format required by the issuing office.

Evidence worth preserving

Keep anything that objectively supports the account:

photographs showing the condition of the passport;
the damaged passport and any detached portions;
police, fire, flood, accident, courier, or property incident reports;
prior passport application receipts and appointment confirmations;
emails or messages from the DFA, courier, embassy, or consulate;
proof of attempted collection or delivery;
copies of the passport data page;
PSA civil-registry documents and government-issued IDs; and
a written record of when, where, and to whom the matter was reported.

Preserve originals. Submit them only when required, and retain copies for your records.

Common mistakes

Using the wrong affidavit

A lost passport ordinarily calls for an Affidavit of Loss, while a damaged or unclaimed passport calls for an Affidavit of Explanation under DFA guidance. Renaming the document does not cure missing required facts.

Giving a vague explanation

Statements such as “the passport was accidentally damaged” may be insufficient. Explain when, where, how, and by whom the passport was being handled.

Treating the affidavit as proof of everything

An affidavit cannot ordinarily replace a required passport, PSA record, valid ID, police report, Certificate of Unclaimed Passport, citizenship document, or court order.

Trying to solve a civil-registry discrepancy by affidavit alone

Under Republic Act No. 11983, the details in the PSA-authenticated Certificate of Live Birth or Report of Birth generally prevail when records conflict, unless the applicant is legally permitted—such as through an applicable court order—to use another name. Obtain case-specific DFA instructions before preparing a corrective affidavit.

Copying a false or irrelevant statement from an online template

Every statement is made under oath. Delete language that does not describe your actual situation.

Signing without proper notarization

A signature witnessed casually by another person is not a notarized affidavit. Follow the required personal-appearance, identification, oath, and jurat formalities.

Concealing an earlier lost, damaged, cancelled, or unclaimed passport

The DFA maintains passport records. Disclose material facts accurately instead of attempting to present the case as a routine renewal.

When help is urgent

Contact the DFA or the nearest Philippine embassy or consulate promptly when:

a passport has been lost or destroyed, because the law requires immediate reporting;
an upcoming international trip may be affected;
the passport was stolen or may be used fraudulently;
a child’s passport is missing or was retained by someone involved in a custody dispute;
another person, employer, recruiter, lender, or agency is unlawfully withholding the passport;
the passport or supporting records appear altered or counterfeit;
the DFA has denied or cancelled the passport or identified a travel restriction;
civil-registry records conflict in a way that may require an administrative or judicial correction; or
the facts may expose the applicant to criminal, immigration, family-law, or identity-fraud issues.

Section 22 of the New Philippine Passport Act imposes substantial criminal penalties for knowing false statements made to obtain a passport, including false statements in an affidavit declaring a passport lost or destroyed. If the facts are sensitive or disputed, consult a Philippine lawyer before signing.

Frequently asked questions

Can I prepare the affidavit myself?

Yes. There is generally no requirement that a lawyer draft it, but it must contain accurate facts and satisfy the notarial and DFA requirements. A notary’s function is not automatically to investigate or rewrite your account.

Does an ordinary expired-passport renewal need an Affidavit of Explanation?

Normally, no. An available and undamaged ePassport is generally processed using the regular renewal requirements. Special circumstances may trigger additional documents.

Is an Affidavit of Explanation the same as an Affidavit of Loss?

No. An Affidavit of Loss must specifically report and describe the loss. Do not use an explanation affidavit as a substitute unless the DFA expressly instructs you to do so.

Must the affidavit be notarized?

Where the DFA checklist calls for a “notarized Affidavit of Explanation,” yes. Sign under oath before the proper notary or authorized consular officer.

Can I use a cedula as my only identification for notarization?

No. Supreme Court decisions applying the Notarial Rules explain that a community tax certificate is not competent evidence of identity. Bring a current official ID bearing your photograph and signature.

Is there a deadline for filing an Affidavit of Explanation?

No single statutory deadline applies to every explanation affidavit. However, loss or destruction must be reported immediately under Section 15 of Republic Act No. 11983. Application, collection, travel, and post-specific deadlines may also affect the case.

Will a notarized affidavit guarantee passport issuance?

No. The DFA decides whether the application and evidence satisfy the law. It may request additional records or treat the case as a new application rather than a renewal.

What if I find a passport after reporting it lost?

Turn it over to the DFA. If physical turnover is not feasible, Section 15 requires an affidavit stating the passport’s location and the person or entity possessing it. Do not travel using a passport already reported lost.

Can a woman return to her maiden name just by submitting an affidavit?

Not by affidavit alone. Republic Act No. 11983 and DFA guidance require supporting civil-registry and identification documents. Voluntary reversion is allowed only once, and the applicant’s other existing IDs and pertinent documents must likewise reflect her maiden name.

Where should I file the affidavit?

Submit it as part of the passport application to the DFA consular office or Philippine embassy or consulate processing the application. Notarizing the affidavit does not itself file or report the matter to the DFA.

Official sources

This article provides general legal information, not legal advice or a substitute for instructions from the DFA, a Philippine Foreign Service Post, or a lawyer familiar with the applicant’s documents. Requirements and local procedures may change or vary by post. Official sources were checked on July 27, 2026.