Introduction

An Affidavit of Loss is a written, sworn statement declaring that a person lost a document, identification card, certificate, receipt, license, or other item, and explaining the circumstances of the loss. In the Philippines, it is commonly required when a person needs to request the replacement, reissuance, cancellation, or recognition of a lost document.

It is not merely a narrative letter. It is a legal document made under oath, signed by the person who lost the item and notarized by a notary public. Because it is sworn to, the person signing it must tell the truth. False statements in an affidavit may expose the affiant to legal consequences, including liability for perjury or falsification, depending on the circumstances.

An Affidavit of Loss is frequently required by government offices, schools, banks, employers, insurance companies, transport agencies, and private institutions before they process a replacement or take action on the reported loss.

What Is an Affidavit of Loss?

An Affidavit of Loss is a notarized statement where the person making the affidavit, called the affiant, declares:

Their identity and personal circumstances;
That they owned, possessed, or were responsible for a specific document or item;
That the document or item was lost;
The date, place, and manner of loss, as far as they can recall;
That they made diligent efforts to find it but failed;
That the affidavit is being executed for a lawful purpose, usually to request replacement, cancellation, reissuance, or annotation of the lost item.

The affidavit serves as proof that the loss was formally declared under oath. It does not automatically replace the lost document, but it is usually one of the supporting documents required to obtain a replacement.

Common Uses of an Affidavit of Loss in the Philippines

An Affidavit of Loss may be needed for many types of lost documents or items, including:

1. Lost Government IDs

These include:

Philippine passport;
Driver’s license;
Unified Multi-Purpose ID;
PhilHealth ID;
Pag-IBIG Loyalty Card;
SSS ID;
PRC ID;
Voter’s ID, where still applicable;
National ID or Philippine Identification card;
Senior citizen ID;
PWD ID;
Postal ID.

Government agencies often require an Affidavit of Loss before issuing a replacement ID, especially where the lost ID may be used for identification, benefits, or official transactions.

2. Lost Certificates and Civil Registry Documents

These may include:

Birth certificate;
Marriage certificate;
Certificate of no marriage record;
Death certificate;
Baptismal certificate;
School certificate;
Training certificate;
Certificate of registration;
Professional certificate.

For Philippine Statistics Authority civil registry documents, an Affidavit of Loss is not always required to request another certified copy, but it may be required by schools, employers, embassies, or institutions depending on the transaction.

3. Lost School Documents

An Affidavit of Loss is commonly used for:

Diploma;
Transcript of records;
Form 137;
Form 138 or report card;
School ID;
Certificate of enrollment;
Certificate of good moral character;
Student permit or clearance.

Schools often require the affidavit before issuing a duplicate copy.

4. Lost Bank Documents or Financial Instruments

These may include:

Passbook;
Checkbook;
ATM card;
Credit card;
Debit card;
Deposit certificate;
Official receipt;
Billing statement;
Loan document;
Insurance policy;
Stock certificate.

Banks and financial institutions may require an Affidavit of Loss, but it is usually not enough by itself. They may also require immediate reporting, card blocking, police report, indemnity agreement, or other forms.

5. Lost Vehicle-Related Documents

Common examples include:

Certificate of Registration;
Official Receipt from the Land Transportation Office;
Driver’s license;
Deed of sale;
Plate authorization;
Insurance policy;
Emission test certificate;
Conduction sticker documents.

For motor vehicle documents, the affidavit must usually describe the vehicle clearly, including plate number, engine number, chassis number, make, model, and year, where applicable.

6. Lost Property Documents

These may include:

Land title;
Tax declaration;
Deed of sale;
Lease contract;
Condominium certificate of title;
Transfer certificate of title;
Original certificate of title;
Owner’s duplicate certificate of title.

A lost land title is a more serious matter. An Affidavit of Loss may be required, but it is usually only the first step. Replacement of a lost owner’s duplicate certificate of title generally requires court or administrative proceedings, depending on the situation. It should not be treated as a simple replacement transaction.

7. Lost Receipts and Transaction Documents

An Affidavit of Loss may be used for:

Official receipts;
Acknowledgment receipts;
Sales invoices;
Delivery receipts;
Warranty receipts;
Pawnshop tickets;
Remittance slips;
Claim stubs.

The affidavit should identify the transaction, date, amount, issuing party, and purpose of the receipt as clearly as possible.

Legal Nature of an Affidavit of Loss

An Affidavit of Loss is a sworn declaration. This means the affiant states under oath that the facts written in the document are true and correct based on personal knowledge.

In the Philippine setting, an affidavit usually contains a jurat, the part where the notary public certifies that the affiant personally appeared, was identified through competent evidence of identity, and swore to the truth of the document.

A notarized affidavit becomes a public document for evidentiary purposes. However, notarization does not mean that the notary public confirms the truth of the facts stated. The notary mainly confirms that the person personally appeared, was properly identified, signed the affidavit, and swore to it.

Who May Execute an Affidavit of Loss?

The person who should execute the Affidavit of Loss is usually the person who:

Owns the lost document or item;
Had custody or possession of it;
Is legally responsible for it;
Is authorized to act for the owner.

For example:

A student may execute an affidavit for a lost school ID.
A registered vehicle owner may execute one for a lost Certificate of Registration.
A bank depositor may execute one for a lost passbook.
A parent or guardian may execute one for a minor child’s lost document.
A corporate officer may execute one for a lost company document if properly authorized.

If the document belongs to a corporation, partnership, association, estate, or another juridical entity, the affidavit should usually be executed by an authorized representative, and the representative’s authority should be clearly stated.

Essential Parts of an Affidavit of Loss

A well-prepared Affidavit of Loss should contain the following parts:

1. Title

The title is usually:

AFFIDAVIT OF LOSS

If the affidavit concerns a specific item, the title may be more specific, such as:

AFFIDAVIT OF LOSS OF DRIVER’S LICENSE

AFFIDAVIT OF LOSS OF OWNER’S DUPLICATE CERTIFICATE OF TITLE

A specific title is useful when the receiving agency handles many types of affidavits.

2. Venue or Place of Execution

At the top of the affidavit, the place where the affidavit is executed is usually written as:

REPUBLIC OF THE PHILIPPINES CITY OF ________ S.S.

The abbreviation S.S. means scilicet, commonly understood in Philippine notarial practice as indicating the place where the affidavit is sworn.

Example:

REPUBLIC OF THE PHILIPPINES CITY OF MAKATI S.S.

3. Personal Circumstances of the Affiant

The affidavit should identify the affiant. It usually states:

Full name;
Age;
Civil status;
Citizenship;
Residence address;
Sometimes occupation, if relevant.

Example:

“I, JUAN DELA CRUZ, of legal age, Filipino, single, and a resident of 123 Mabini Street, Barangay San Antonio, Makati City, after having been duly sworn in accordance with law, depose and state that:”

For companies or representatives, the introductory paragraph may state the affiant’s position and authority.

Example:

“I, MARIA SANTOS, of legal age, Filipino, married, and with office address at ________, being the duly authorized Administrative Manager of ABC Corporation, after having been duly sworn in accordance with law, depose and state that:”

4. Statement of Ownership, Possession, or Responsibility

The affidavit should explain why the affiant is making the declaration.

Example:

“That I am the lawful holder of a Philippine passport issued in my name.”

“That I was issued a company identification card by my employer, ABC Corporation.”

“That I am the registered owner of a motor vehicle described as follows…”

This part establishes the affiant’s connection to the lost item.

5. Description of the Lost Item

The affidavit should describe the lost item with enough detail to avoid confusion. The details depend on the type of item.

For a lost ID, include:

Type of ID;
ID number, if known;
Issuing agency;
Date of issue, if known;
Expiration date, if applicable.

For a lost passport, include:

Passport number;
Date of issue;
Place of issue;
Expiration date;
Name appearing on passport.

For vehicle documents, include:

Vehicle make;
Model;
Year;
Plate number;
Engine number;
Chassis number;
Certificate of Registration number, if known;
Official Receipt number, if known.

For land titles, include:

Title number;
Registry of Deeds;
Registered owner;
Property location;
Lot number;
Survey number;
Area.

For receipts, include:

Receipt number;
Date issued;
Amount;
Name of issuer;
Purpose of payment.

When details are unknown, the affidavit may state “if remembered,” “if available,” or “to the best of my knowledge.” However, the affidavit should not invent details.

6. Circumstances of the Loss

This is the most important factual portion. The affidavit should explain:

When the loss happened;
Where it happened;
How the affiant discovered the loss;
The probable circumstances of the loss;
Whether the loss was due to misplacement, theft, calamity, accidental disposal, damage, or unknown cause.

Example:

“That sometime on 15 March 2026, while I was traveling from Quezon City to Manila, I discovered that my wallet containing my driver’s license was missing.”

“That on or about 10 February 2026, I noticed that my owner’s duplicate copy of Transfer Certificate of Title No. ________ was no longer in the file cabinet where I usually kept it.”

The affiant should be honest. If the exact date is unknown, say so.

Example:

“That I do not recall the exact date of loss, but I discovered the loss on or about 20 April 2026.”

7. Statement of Diligent Search

The affidavit should state that the affiant tried to locate the lost item.

Example:

“That despite diligent search and efforts to locate the said document, the same could no longer be found.”

This statement is important because many institutions require assurance that the document is not merely temporarily misplaced.

8. Statement That the Lost Item Was Not Transferred or Used Illegally

Depending on the document, it may be useful to state that the item was not sold, assigned, pledged, surrendered, confiscated, or used for any unlawful purpose.

Example:

“That the said document has not been sold, assigned, transferred, pledged, or delivered to any person or entity.”

This is especially important for land titles, stock certificates, negotiable instruments, passbooks, pawn tickets, and financial documents.

9. Purpose of the Affidavit

The affidavit should clearly state why it is being executed.

Example:

“That I am executing this Affidavit of Loss to attest to the truth of the foregoing facts and to request the issuance of a replacement driver’s license.”

“That I am executing this affidavit for the purpose of requesting the cancellation and replacement of the lost ATM card.”

“That I am executing this affidavit for whatever legal purpose it may serve.”

A specific purpose is usually better than a broad purpose because it helps the receiving office process the request.

10. Signature of the Affiant

The affiant must sign the affidavit. The signature should match the affiant’s valid identification document.

If the affidavit has more than one page, the affiant may be required to sign each page or initial page margins, depending on notarial practice.

11. Jurat and Notarial Acknowledgment

The affidavit must be notarized. The notarial portion usually includes:

Date of notarization;
Place of notarization;
Statement that the affiant personally appeared;
Identification document presented;
Notary public’s signature;
Notary public’s seal;
Notarial register details.

A typical jurat begins:

“SUBSCRIBED AND SWORN to before me this ___ day of ______ 20__, in the City of ________, affiant exhibiting to me his/her competent evidence of identity…”

The notary public completes this portion.

Sample General Affidavit of Loss

Below is a general template. Details should be adjusted depending on the lost item and the requirements of the receiving office.

REPUBLIC OF THE PHILIPPINES CITY/MUNICIPALITY OF ____________ S.S.

AFFIDAVIT OF LOSS

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

I am the lawful owner/holder/person in possession of [describe the lost document or item];
The said [document/item] is more particularly described as follows:

Type of document/item: ____________________ Document/ID/Reference No.: ____________________ Issuing office/entity: ____________________ Date issued: ____________________ Other identifying details: ____________________
On or about [date of loss/discovery], at or near [place of loss/discovery], I discovered that the said [document/item] was missing;
The loss occurred under the following circumstances: [briefly narrate what happened];
Despite diligent search and efforts to locate the said [document/item], I could no longer find the same;
To the best of my knowledge, the said [document/item] has not been sold, assigned, transferred, pledged, surrendered, or delivered to any person or entity;
I am executing this Affidavit of Loss to attest to the truth of the foregoing facts and for the purpose of [state purpose, e.g., requesting replacement/reissuance/cancellation].

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

[FULL NAME OF AFFIANT] Affiant

SUBSCRIBED AND SWORN to before me this ___ day of __________ 20___ at ____________________, Philippines, affiant personally appeared and exhibited to me his/her competent evidence of identity, as follows:

ID Presented: ____________________ ID No.: ____________________ Date/Place Issued or Validity: ____________________

Doc. No. _____; Page No. _____; Book No. __; Series of 20.

NOTARY PUBLIC

Sample Affidavit of Loss of Government ID

REPUBLIC OF THE PHILIPPINES CITY OF ____________ S.S.

AFFIDAVIT OF LOSS

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

I was issued a [type of ID] by [issuing agency];
The said ID bears the following details:

Name on ID: ____________________ ID Number: ____________________ Date Issued: ____________________ Expiration Date: ____________________
On or about [date], I discovered that the said ID was missing from [wallet/bag/file/folder] while I was at or near [place];
I exerted diligent efforts to locate the said ID, including checking my personal belongings and places where it may have been misplaced, but the same could no longer be found;
The said ID has not been sold, transferred, lent, pledged, or delivered to any other person;
I am executing this affidavit to request the replacement/reissuance of the said ID and for all lawful purposes.

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

[FULL NAME] Affiant

SUBSCRIBED AND SWORN to before me this ___ day of __________ 20___ at ____________________, Philippines, affiant exhibiting to me competent evidence of identity.

Doc. No. _____; Page No. _____; Book No. __; Series of 20.

NOTARY PUBLIC

Sample Affidavit of Loss of Driver’s License

REPUBLIC OF THE PHILIPPINES CITY OF ____________ S.S.

AFFIDAVIT OF LOSS OF DRIVER’S LICENSE

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

I am the holder of a Philippine Driver’s License issued by the Land Transportation Office;
The details of my lost Driver’s License are as follows:

Name: ____________________ Driver’s License No.: ____________________ Date of Birth: ____________________ Expiration Date: ____________________
On or about [date], I discovered that my Driver’s License was missing from my wallet while I was at [place];
Despite diligent search and efforts to locate the same, I could no longer find my Driver’s License;
The said Driver’s License has not been confiscated, surrendered, sold, transferred, or delivered to any person or authority;
I am executing this affidavit for the purpose of requesting the issuance of a replacement Driver’s License and for all lawful purposes.

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

[FULL NAME] Affiant

SUBSCRIBED AND SWORN to before me this ___ day of __________ 20___ at ____________________, Philippines, affiant exhibiting competent evidence of identity.

Doc. No. _____; Page No. _____; Book No. __; Series of 20.

NOTARY PUBLIC

Sample Affidavit of Loss of Passport

REPUBLIC OF THE PHILIPPINES CITY OF ____________ S.S.

AFFIDAVIT OF LOSS OF PASSPORT

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

I am the holder of a Philippine passport issued in my name;
The details of the lost passport are as follows:

Passport No.: ____________________ Date Issued: ____________________ Place Issued: ____________________ Expiration Date: ____________________
On or about [date], I discovered that my passport was missing while I was at [place];
The loss occurred under the following circumstances: [state facts briefly];
Despite diligent search and efforts to locate the said passport, I could no longer find the same;
The said passport has not been sold, transferred, pledged, surrendered, confiscated, or delivered to any other person;
I am executing this affidavit to report the loss of my passport, to request the issuance of a replacement passport, and for all lawful purposes.

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

[FULL NAME] Affiant

SUBSCRIBED AND SWORN to before me this ___ day of __________ 20___ at ____________________, Philippines, affiant exhibiting competent evidence of identity.

Doc. No. _____; Page No. _____; Book No. __; Series of 20.

NOTARY PUBLIC

Sample Affidavit of Loss of School ID or Diploma

REPUBLIC OF THE PHILIPPINES CITY OF ____________ S.S.

AFFIDAVIT OF LOSS

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

I am a student/graduate of [name of school];
I was issued a [school ID/diploma/transcript/certificate] by the said school;
The document is described as follows:

Document: ____________________ School Year/Course/Program: ____________________ Student No., if applicable: ____________________ Date Issued, if known: ____________________
On or about [date], I discovered that the said document was missing from my personal files;
Despite diligent search and efforts to locate the same, I could no longer find it;
The said document has not been sold, transferred, surrendered, or delivered to any person or institution;
I am executing this affidavit for the purpose of requesting the issuance of a duplicate/replacement copy and for all lawful purposes.

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

[FULL NAME] Affiant

SUBSCRIBED AND SWORN to before me this ___ day of __________ 20___ at ____________________, Philippines.

Doc. No. _____; Page No. _____; Book No. __; Series of 20.

NOTARY PUBLIC

Sample Affidavit of Loss of Vehicle OR/CR

REPUBLIC OF THE PHILIPPINES CITY OF ____________ S.S.

AFFIDAVIT OF LOSS OF MOTOR VEHICLE DOCUMENTS

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

I am the registered owner of a motor vehicle described as follows:

Make: ____________________ Model: ____________________ Year: ____________________ Plate No.: ____________________ Engine No.: ____________________ Chassis No.: ____________________ MV File No., if known: ____________________
I was issued the corresponding Certificate of Registration and Official Receipt for the said motor vehicle;
On or about [date], I discovered that the said Certificate of Registration and/or Official Receipt was missing from [place where kept];
Despite diligent search and efforts to locate the said documents, I could no longer find them;
The said documents have not been sold, transferred, surrendered, confiscated, pledged, or delivered to any person or authority;
I am executing this affidavit for the purpose of requesting the issuance of duplicate/replacement motor vehicle documents and for all lawful purposes.

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

[FULL NAME] Affiant

SUBSCRIBED AND SWORN to before me this ___ day of __________ 20___ at ____________________, Philippines.

Doc. No. _____; Page No. _____; Book No. __; Series of 20.

NOTARY PUBLIC

Sample Affidavit of Loss of ATM Card or Passbook

REPUBLIC OF THE PHILIPPINES CITY OF ____________ S.S.

AFFIDAVIT OF LOSS

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

I maintain a deposit account with [name of bank], [branch];
I was issued a [ATM card/passbook] for the said account;
The details are as follows:

Account Name: ____________________ Account No., if required/allowed: ____________________ Card No./Passbook No., if known: ____________________ Branch: ____________________
On or about [date], I discovered that the said [ATM card/passbook] was missing;
Despite diligent search and efforts to locate the same, I could no longer find it;
The said [ATM card/passbook] has not been sold, transferred, pledged, or delivered to any person;
I am executing this affidavit for the purpose of reporting the loss, requesting cancellation/blocking/replacement, and for all lawful purposes.

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

[FULL NAME] Affiant

SUBSCRIBED AND SWORN to before me this ___ day of __________ 20___ at ____________________, Philippines.

Doc. No. _____; Page No. _____; Book No. __; Series of 20.

NOTARY PUBLIC

How to Prepare an Affidavit of Loss Step by Step

Step 1: Identify the Lost Item Clearly

Before drafting, gather all available details about the lost document or item. The more specific the affidavit, the more useful it will be.

Prepare the following information:

Exact name of the lost document;
Document number;
Issuing office;
Date issued;
Expiration date;
Name appearing on the document;
Transaction details, if applicable;
Any photocopy, scan, photo, or record of the lost item.

If the item is an ID or document issued by an agency, check whether that agency has its own preferred wording or form.

Step 2: Reconstruct the Facts of the Loss

Write down what happened in chronological order:

When did you last see the item?
Where did you keep it?
When did you discover it was missing?
Where were you when you discovered the loss?
What did you do to look for it?
Was it misplaced, stolen, damaged, burned, washed, thrown away, or lost in transit?
Did anyone else have access to it?

Avoid exaggeration. The affidavit should be factual and direct.

Step 3: Use a Proper Affidavit Format

A Philippine affidavit should generally include:

Venue;
Title;
Introductory statement;
Numbered allegations;
Purpose clause;
Signature;
Jurat;
Notarial details.

Numbered paragraphs are preferred because they make the facts easier to review.

Step 4: State Only Facts Within Personal Knowledge

The affiant should not include guesses as facts.

Instead of saying:

“My wallet was stolen by an unknown person.”

Say:

“I discovered that my wallet was missing.”

Unless the affiant personally saw the theft or has a police report stating the matter, it is safer to avoid making unsupported accusations.

Instead of saying:

“The document was lost on 10 March 2026.”

Say:

“I discovered the loss on or about 10 March 2026.”

This matters when the exact date of loss is uncertain.

Step 5: Include a Diligent Search Statement

Most agencies expect the affidavit to state that the affiant tried to find the lost item. This is usually phrased as:

“Despite diligent search and efforts to locate the same, I could no longer find it.”

For higher-value documents, the affidavit may describe the search more specifically.

Example:

“I searched my personal files, office cabinet, vehicle compartment, and residence, but the document could no longer be found.”

Step 6: Add a Non-Transfer or Non-Surrender Statement

For important documents, add a statement that the lost item was not transferred, pledged, sold, assigned, confiscated, or surrendered.

This is especially useful for:

Land titles;
Stock certificates;
Passbooks;
Checks;
Pawn tickets;
Vehicle documents;
Licenses;
Certificates of ownership;
Receipts involving significant value.

Example:

“The said document has not been sold, assigned, pledged, mortgaged, surrendered, confiscated, or delivered to any person or entity.”

Step 7: State the Purpose

Be clear about the reason for the affidavit.

Examples:

“to request issuance of a replacement ID”;
“to request cancellation and replacement of the lost ATM card”;
“to support my application for a duplicate copy”;
“to report the loss to the concerned office”;
“to comply with the requirements of the issuing authority.”

A general clause may be added:

“and for all other lawful purposes.”

Step 8: Print and Sign Before the Notary Public

Do not sign the affidavit before appearing before the notary unless the notary instructs otherwise. In proper notarial practice, the affiant should personally appear before the notary, present valid identification, and sign or affirm the document.

Bring:

Printed affidavit;
Valid government-issued ID;
Photocopy of ID, if required;
Supporting documents;
Details of the lost item;
Personal appearance.

Step 9: Keep Copies

After notarization, keep at least one photocopy or scanned copy of the notarized affidavit. Some institutions will keep the original.

It is practical to prepare multiple originals if the affidavit will be submitted to different offices.

Requirements for Notarization in the Philippines

To notarize an Affidavit of Loss, the affiant generally needs:

Personal appearance before the notary public;
Valid competent evidence of identity;
Original or printed affidavit;
Signature of the affiant;
Payment of notarial fee;
Supporting documents, if requested by the notary.

A notary public should not notarize an affidavit if the affiant does not personally appear.

Competent Evidence of Identity

A notary public usually requires a valid identification document bearing the affiant’s photograph and signature. Common examples include:

Passport;
Driver’s license;
Professional Regulation Commission ID;
UMID;
SSS ID;
GSIS ID;
Voter’s ID;
Senior citizen ID;
PWD ID;
Postal ID;
National ID;
Company ID, depending on acceptance;
Other government-issued ID.

If the lost item is the only valid ID of the affiant, the affiant may need to present another acceptable ID or comply with the notary’s alternative identification requirements.

Important Clauses to Consider

1. “On or About” Clause

Use this when the exact date is uncertain.

Example:

“On or about 15 April 2026, I discovered that the said document was missing.”

This avoids making a false exact statement.

2. “To the Best of My Knowledge” Clause

Use this when the affiant is stating something based on personal knowledge but cannot be absolutely certain.

Example:

“To the best of my knowledge, the said document has not been used by any unauthorized person.”

3. “Diligent Search” Clause

This is a standard clause stating that the affiant made reasonable efforts to find the item.

Example:

“Despite diligent search and efforts to locate the same, I could no longer find it.”

4. “No Transfer” Clause

This is useful where the lost document may represent ownership, authority, access, or value.

Example:

“The said document has not been sold, assigned, transferred, pledged, surrendered, confiscated, or delivered to any person or entity.”

5. “Purpose” Clause

This tells the receiving office why the affidavit was made.

Example:

“I am executing this affidavit for the purpose of requesting the issuance of a replacement copy and for all lawful purposes.”

Affidavit of Loss for a Minor

If the lost document belongs to a minor, the parent or legal guardian usually executes the affidavit.

Example clause:

“That I am the mother/father/legal guardian of [name of minor], who is a minor;”

The affidavit should identify both the parent or guardian and the minor.

The parent may state:

“That the said document was in my custody and was lost under the following circumstances…”

“That my minor child lost the said document, and I am executing this affidavit on his/her behalf.”

Some institutions may require proof of relationship, such as a birth certificate or school record.

Affidavit of Loss for a Corporation or Business

If the lost document belongs to a company, the affidavit should be signed by an authorized officer or representative.

The affidavit should include:

Name of corporation or business;
SEC registration number or DTI registration number, if relevant;
Office address;
Name and position of affiant;
Basis of authority;
Description of lost document;
Purpose.

Example clause:

“That I am the duly authorized representative of ABC Corporation, with office address at __________, and I am authorized to execute this affidavit on its behalf.”

The receiving office may require a board resolution, secretary’s certificate, special power of attorney, or company authorization.

Affidavit of Loss Under a Special Power of Attorney

A representative may execute an affidavit for another person if properly authorized, but some agencies prefer the actual owner or holder to execute the affidavit personally.

If a representative signs, the affidavit should state:

The representative’s identity;
The principal’s identity;
The authority under a Special Power of Attorney;
The facts personally known to the representative;
The purpose of the affidavit.

However, a representative should not swear to facts they do not personally know. If the representative did not witness or discover the loss personally, the affidavit should be carefully worded.

When a Police Report May Be Needed

An Affidavit of Loss is different from a police report.

A police report may be required or advisable when:

The item was stolen;
The lost item may be used for fraud;
The lost document is a passport;
The lost item is a company asset;
The lost item is a credit card, ATM card, checkbook, or passbook;
The loss involves a crime;
The receiving agency specifically requires it.

If the item was stolen, the affidavit should not replace proper reporting to the police or concerned institution.

Affidavit of Loss vs. Affidavit of Destruction

An Affidavit of Loss is used when the document or item cannot be found.

An Affidavit of Destruction may be more appropriate when the document was destroyed, such as by:

Fire;
Flood;
Termites;
Accidental tearing;
Water damage;
Natural disaster;
Shredding;
Burning.

If the document was destroyed and remnants exist, some agencies may require surrender of the damaged document rather than an Affidavit of Loss.

Affidavit of Loss vs. Affidavit of Theft

If the item was stolen, some people still execute an Affidavit of Loss, but the statement should accurately describe the circumstances.

If theft is known or suspected, the document may be titled:

AFFIDAVIT OF LOSS/THEFT

AFFIDAVIT OF THEFT

However, if the affiant did not see who took the item, the affidavit should avoid accusing a specific person without basis.

Example:

“I discovered that my bag was missing and later reported the incident to the police.”

Affidavit of Loss for Lost Land Title

A lost land title is more complex than an ordinary lost ID. The owner’s duplicate certificate of title is an important document of ownership. If lost, an Affidavit of Loss is usually only one supporting document.

A careful affidavit for a lost title should include:

Title number;
Registered owner;
Registry of Deeds;
Property location;
Lot number;
Area;
Statement that the title has not been sold, mortgaged, pledged, transferred, or delivered to another person;
Circumstances of loss;
Diligent search;
Purpose of requesting reissuance or appropriate legal remedy.

Because replacement of a lost land title may involve court or official proceedings, the affiant should be especially careful. A vague or inaccurate affidavit may create problems in later transactions.

Affidavit of Loss for Lost Checks

For lost checks or checkbooks, the affidavit should be precise. It should identify:

Bank name;
Branch;
Account name;
Account number, if required;
Check numbers;
Whether the checks were blank, signed, crossed, postdated, or issued;
Payee, if any;
Amount, if any;
Date of loss;
Request for stop payment, if applicable.

The affiant should immediately notify the bank. An Affidavit of Loss alone may not prevent payment if the bank has not been properly instructed.

Affidavit of Loss for Lost Receipts

A lost receipt affidavit should identify the transaction clearly.

Include:

Receipt number;
Date of receipt;
Amount paid;
Name of payor;
Name of payee;
Purpose of payment;
Issuing office or company;
Reason for needing the receipt.

Example:

“That I was issued Official Receipt No. ______ dated ______ by ______ for the payment of ______ in the amount of ₱______.”

This is common for tuition payments, taxes, rent, utilities, professional fees, and business transactions.

Affidavit of Loss for Lost Company ID or Property

For company-related losses, the affidavit may be required by the employer.

It should include:

Employee name;
Employee number;
Position;
Department;
Description of lost ID or property;
Asset tag or serial number;
Circumstances of loss;
Statement that it was not intentionally disposed of;
Purpose of reporting the loss to the employer.

The employer may impose internal penalties or replacement fees depending on company policy.

Affidavit of Loss for Lost SIM Card or Phone

For a lost SIM card, the affidavit may identify:

Mobile number;
Telecom provider;
SIM card owner;
Circumstances of loss;
Request for SIM replacement or deactivation.

For a lost phone, include:

Brand;
Model;
IMEI number, if known;
Color;
Storage capacity;
Mobile number linked to the phone;
Circumstances of loss.

Because phones and SIM cards may be used for unauthorized transactions, the owner should promptly notify the telecom provider, banks, e-wallets, and other affected accounts.

Practical Drafting Tips

Be Specific

A vague affidavit may be rejected. Instead of saying:

“I lost my document.”

Say:

“I lost my Philippine Driver’s License bearing License No. ______, issued by the Land Transportation Office, with expiration date ______.”

Be Honest About Uncertainty

Do not invent exact dates, places, or document numbers. Use phrases like:

“on or about”;
“if I remember correctly”;
“to the best of my knowledge”;
“I discovered the loss on…”

Avoid Unnecessary Drama

An affidavit should be factual, not emotional. Avoid long explanations unless necessary.

Avoid Legal Conclusions

Do not state legal conclusions unless needed. For example, instead of saying:

“The document is legally void.”

Say:

“I am reporting the loss and requesting appropriate action from the concerned office.”

Avoid Accusing People Without Basis

Do not accuse a person of stealing unless there is direct knowledge or formal basis.

Match the Agency’s Requirements

Some agencies have specific wording. Before notarizing, check whether the receiving office requires:

Particular form;
Police report;
Publication;
Identification details;
Supporting documents;
Original notarized copy;
Multiple copies;
Personal appearance.

Common Mistakes in Preparing an Affidavit of Loss

1. Incomplete Description of the Lost Item

A receiving office may reject an affidavit that does not identify the item clearly.

2. No Date or Place of Loss

Even if the exact date or place is unknown, the affidavit should state when and where the loss was discovered.

3. Signing Without Notarization

An unsigned or unnotarized statement is usually not accepted as an affidavit.

4. Using False Information

False statements under oath can lead to legal liability.

5. Using the Wrong Affiant

The person who signs should generally be the owner, holder, custodian, or authorized representative.

6. Forgetting the Purpose

The affidavit should say why it is being executed.

7. Not Bringing a Valid ID to the Notary

The notary needs to verify identity.

8. Using a Template Without Editing

Templates should be customized. Leaving blanks, wrong names, wrong pronouns, or unrelated clauses may cause rejection.

9. Making the Affidavit Too Broad

A broad affidavit may not satisfy the specific office. It is better to identify the document and purpose clearly.

10. Treating the Affidavit as a Replacement Document

An Affidavit of Loss supports a replacement request, but it does not itself replace the lost document.

Legal Risks of a False Affidavit of Loss

Because an Affidavit of Loss is sworn, false statements may have serious consequences.

Possible risks include:

Rejection of the application;
Cancellation of replacement document;
Administrative liability;
Civil liability;
Criminal liability for perjury or falsification, depending on facts;
Loss of credibility in future proceedings;
Complications in property, banking, immigration, or employment transactions.

Examples of risky false statements include:

Claiming a document was lost when it was actually sold or pledged;
Claiming a title was lost when it is held by a lender;
Claiming a passport was lost to hide travel history;
Claiming an ID was lost to obtain duplicate identities;
Claiming a receipt was lost to duplicate a claim or reimbursement.

How Much Does an Affidavit of Loss Cost?

The cost depends on the notary public, location, complexity, and whether the affidavit is prepared by the notary’s office or brought by the affiant. Simple affidavits are usually inexpensive, while affidavits involving property, corporations, or complex transactions may cost more.

Fees may be higher if the document requires careful drafting, multiple pages, attachments, or special review.

Is an Affidavit of Loss Always Required?

No. Some offices do not require it, especially if the lost document can easily be reprinted or verified electronically. However, many institutions still require it for documents that involve identity, ownership, money, authority, or official records.

It is best to check the requirements of the specific office or agency where the affidavit will be submitted.

Can an Affidavit of Loss Be Handwritten?

In principle, an affidavit may be handwritten if it is clear, complete, signed, and notarized. In practice, most notaries and receiving offices prefer a printed affidavit because it is easier to read and process.

Can an Affidavit of Loss Be Used Abroad?

A Philippine notarized Affidavit of Loss may be used abroad only if accepted by the foreign institution. Some foreign offices may require consular notarization, apostille, embassy authentication, certified translation, or a local affidavit executed in that country.

For use outside the Philippines, the affiant should check the specific requirements of the receiving foreign authority.

Can an Affidavit of Loss Be Made While Abroad?

Yes. A Filipino abroad may execute an affidavit before:

A Philippine embassy or consulate;
A local notary public, subject to authentication or apostille requirements;
Other authorized officers depending on the country and purpose.

For Philippine transactions, consular notarization or apostille may be required.

How Many Copies Are Needed?

The number of copies depends on the receiving office. Practical practice is to prepare:

One original for the receiving office;
One personal copy;
Extra copies if submitting to multiple offices.

Some agencies require original notarized affidavits, not photocopies.

Does an Affidavit of Loss Expire?

An affidavit itself usually does not have a fixed expiration date unless the receiving office imposes one. However, many institutions prefer recently executed affidavits, especially for IDs, bank documents, passports, and financial instruments.

A very old affidavit may be rejected if the office requires a current statement.

Should Attachments Be Included?

Attachments are not always required, but they may help. Useful attachments include:

Photocopy of lost document, if available;
Police report;
Valid ID of affiant;
Authorization letter;
Special Power of Attorney;
Board resolution or secretary’s certificate;
Proof of ownership;
Transaction record;
Payment receipt;
Account record;
Vehicle registration details;
Property documents.

If attachments are mentioned in the affidavit, they may be marked as annexes.

Example:

“A photocopy of the said ID is attached as Annex ‘A’.”

Checklist Before Notarization

Before going to the notary, check the following:

Correct full name of affiant;
Correct address;
Correct document name;
Correct document number;
Correct issuing office;
Correct date and place of loss or discovery;
Clear statement of diligent search;
Clear purpose;
No blank spaces;
Correct pronouns;
Correct spelling;
Valid ID ready;
Supporting documents ready;
Enough copies printed.

Checklist After Notarization

After notarization, check that the affidavit has:

Affiant’s signature;
Notary’s signature;
Notarial seal;
Date of notarization;
Place of notarization;
Doc. No.;
Page No.;
Book No.;
Series year;
ID details in the jurat.

If any of these are missing, the receiving office may reject the affidavit.

Best Practices for Specific Situations

Lost Passport

Report the loss promptly. Some passport replacement processes may require additional documents, personal appearance, and possible waiting periods depending on the circumstances.

Lost ATM Card or Credit Card

Immediately contact the bank to block the card. The affidavit should not be the first step if unauthorized transactions are possible.

Lost Checkbook

Notify the bank immediately and request stop payment if necessary. Include check numbers in the affidavit.

Lost Land Title

Do not rely on a simple affidavit alone. Land title replacement involves more formal procedures and may require legal assistance.

Lost School Document

Ask the registrar for the school’s required wording. Some schools require specific phrases before issuing a duplicate.

Lost Company Property

Check company policy. The affidavit may be needed for internal reporting and accountability.

Lost ID Used for Benefits

Report promptly to prevent misuse. This is especially relevant for senior citizen, PWD, employee, government, and financial IDs.

Frequently Asked Questions

Is an Affidavit of Loss the same as a police report?

No. An Affidavit of Loss is a sworn statement by the person who lost the item. A police report is an official record made with the police. Some institutions require both.

Can I make my own Affidavit of Loss?

Yes. You may draft your own affidavit, but it must be complete, truthful, signed, and notarized.

Can I notarize an Affidavit of Loss online?

Philippine notarial practice generally requires personal appearance before the notary. The availability and acceptance of remote notarization should be confirmed with the concerned office and applicable rules.

Do I need a lawyer?

For simple lost IDs or receipts, many people use standard affidavit forms. For land titles, corporate documents, negotiable instruments, disputed documents, or high-value property, legal assistance is advisable.

What if I later find the lost document?

Inform the office where you submitted the affidavit, especially if a replacement was already issued or the old document was cancelled. Do not use two versions of a document if one has been cancelled or replaced.

What if the lost item was stolen?

Report it to the police and the issuing institution. The affidavit should accurately state the circumstances and avoid unsupported accusations.

Can someone else sign for me?

Usually, the person who lost the item should sign. A representative may sign only if authorized and if the facts stated are within the representative’s knowledge.

Should the affidavit be in English or Filipino?

Either may be used, depending on the receiving office and the affiant’s preference. English is commonly used for formal and government transactions.

Does notarization prove that the loss really happened?

No. Notarization confirms the affidavit was sworn before a notary by an identified person. It does not independently prove that the loss actually occurred.

Recommended Structure

A strong Affidavit of Loss should follow this structure:

Venue;
Title;
Identity of affiant;
Connection to the lost item;
Detailed description of the lost item;
Date, place, and circumstances of loss;
Diligent search;
Statement that the item was not transferred or surrendered;
Purpose of execution;
Signature;
Jurat;
Notarial details.

Key Takeaways

An Affidavit of Loss is a simple but important legal document. In the Philippines, it is widely used to support requests for replacement, reissuance, cancellation, or recognition of lost documents and items.

The best affidavit is specific, truthful, complete, and properly notarized. It should clearly identify the lost item, explain the circumstances of the loss, state that diligent efforts were made to locate it, and declare the purpose for which the affidavit is being executed.

For ordinary IDs, school documents, receipts, and similar items, a properly drafted and notarized affidavit is often enough to begin the replacement process. For sensitive or high-value documents such as land titles, checks, passports, bank instruments, and corporate records, additional steps may be required.

An Affidavit of Loss should never be used to conceal a transfer, avoid liability, create duplicate documents for improper purposes, or make false claims. Because it is made under oath, accuracy and honesty are essential.