An Affidavit of Loss is one of the most commonly executed notarized documents in the Philippines. It is a sworn statement declaring the loss of a document, card, certificate, or item, executed under oath to serve as formal evidence of the loss and to support applications for replacement or issuance of a duplicate. It is required by almost all government agencies (LTO, DFA, SSS, GSIS, PAG-IBIG, PRC, COMELEC, BIR, Land Registration Authority, Registry of Deeds, banks, employers, and schools) whenever an original document is lost.

The affidavit protects both the owner and third parties by placing on record that the original is no longer in the possession of the owner and is considered void for certain purposes if found.

Legal Basis

2004 Rules on Notarial Practice (A.M. No. 02-8-13-SC, as amended)
Revised Penal Code (Article 183 – False testimony in other cases and perjury)
Civil Code provisions on lost movable property and documents
Specific agency rules (LTO Administrative Order No. RIB-2008-011, DFA Department Order No. 11-97, Land Registration Authority circulars, etc.)

Executing a false Affidavit of Loss is perjury (punishable by prisión correccional in its medium and maximum periods, or 2 years 4 months and 1 day to 6 years) and may constitute falsification of public documents if used to secure replacement while the original is still in the affiant’s possession or control.

When an Affidavit of Loss is Required

Item/Document Lost	Agency That Usually Requires It	Additional Requirements Beyond Notarized Affidavit
Driver’s License	LTO	None (just affidavit + application form + medical if expired)
Vehicle OR/CR	LTO	Police report if stolen + newspaper publication (3 issues) if OR/CR is lost and vehicle is mortgaged
Passport	DFA	Police report + birth certificate/PSA copy
UMID / SSS ID / GSIS ID	SSS / GSIS	None
PRC License Card	PRC	None (but must be notarized)
Voter’s ID / COMELEC Registration	COMELEC	None
Senior Citizen ID	OSCA of LGU	None
BIR TIN Card	BIR	None
PhilHealth ID	PhilHealth	None
PAG-IBIG MID / Loyalty Card	PAG-IBIG	None
Owner’s Duplicate Copy of Land Title (TCT/CCT)	Registry of Deeds / LRA	Newspaper publication once a week for three consecutive weeks + posting + court petition for reconstitution in some cases
Stock Certificates	Corporate Secretary / SEC	Newspaper publication + surety bond sometimes
Bank Passbook / ATM Card / Checkbook	Bank	Varies per bank (some require police report)
School Diploma / TOR	School / University	Caveat in newspaper + alumni affidavit sometimes
Birth / Marriage / Death / CENOMAR	PSA	None (PSA now accepts simple notarized affidavit)

Contents of a Valid Affidavit of Loss

A good Affidavit of Loss must contain the following essential elements:

Caption: “REPUBLIC OF THE PHILIPPINES) CITY/MUNICIPALITY OF ______) S.S.”
Title: “AFFIDAVIT OF LOSS”
Name of affiant, civil status, nationality, competent age, and complete residence address
Clear description of the lost item/document (include serial numbers, date of issuance, issuing authority, registered owner if vehicle, etc.)
Detailed circumstances of the loss (date, place, how it was lost – e.g., “while riding a jeepney along EDSA on 15 November 2025, I discovered that my wallet containing the said document was missing”)
Statement that diligent search has been made and the item could no longer be found
Statement that the document has not been pledged, mortgaged, or assigned to any other person (if applicable)
Statement that the affiant has not previously executed any other affidavit of loss for the same item
Statement that if the document is found, the affiant undertakes to surrender it to the proper authority
Purpose clause: “That I am executing this affidavit to attest to the truth of the foregoing facts and for whatever legal purpose it may serve, particularly to support my application for issuance of a new/replacement ________.”
Signature of affiant over printed name
Jurat (the notarial certificate at the bottom)

Step-by-Step Guide to Preparing and Notarizing

Draft the Affidavit
- You may type it yourself using the standard format (see sample below).
- Many photocopying centers near city halls and courts sell ready-made blank forms for ₱10–₱30.
- Lawyers and notaries also offer drafting services (₱300–₱1,000 depending on complexity).
Secure Community Tax Certificate (Cedula)
- Still required by most notaries in provinces and many in Metro Manila (2025 rate: basic ₱5 + ₱1 per ₱1,000 of gross income the previous year).
- Valid for one year.
Go to a Notary Public
- Any lawyer commissioned as notary public for the city/province may notarize.
- Common places: Municipal/City Hall (Legal Office), Hall of Justice, law offices near courts, Barangay Halls (some barangay captains are notaries).
- Present at least one valid government-issued ID with photo and signature (driver’s license, passport, UMID, PRC ID, etc.).
Sign in the Presence of the Notary
- The notary will administer the oath and watch you sign.
- Pay the notarial fee.

Current Notarial Fees (2025, based on the latest IBP-suggested rates and Supreme Court guidelines):

₱200–₱500 – Metro Manila (most common ₱300–₱400)
₱150–₱300 – Provinces
Some city halls charge only ₱100–₱200 (Quezon City Hall, Manila City Hall, Makati City Hall, etc.)

Receive the Notarized Document
- The notary will affix his/her notarial seal, PTR, IBP lifetime number, roll of attorneys number, MCLE compliance, and sign the jurat.
- You will be given the original (white) copy; the notary retains the file copy.

Sample Affidavit of Loss (Most Commonly Used Format – Accepted Nationwide)

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

AFFIDAVIT OF LOSS

I, JUAN DELA CRUZ, Filipino, of legal age, single/married, and a resident of No. 123 Sampaguita St., Barangay San Antonio, Pasig City, after having been duly sworn in accordance with law, do hereby depose and state:

That on 10 January 2023, the Land Transportation Office issued to me Driver’s License No. A12-34-567890 with expiry date 10 January 2028;
That sometime on 20 November 2025, while I was at SM Megamall, Mandaluyong City, I discovered that my wallet containing the said driver’s license was lost;
That I exerted diligent efforts to locate the same but to no avail;
That said driver’s license has not been confiscated by any traffic enforcer or police authority for any traffic violation or involved in any case;
That I have not pledged, mortgaged, or assigned the same to any person or entity;
That I am executing this Affidavit of Loss to attest to the truth of the foregoing facts and to support my application for the issuance of a new driver’s license in lieu of the one which was lost.

IN WITNESS WHEREOF, I have hereunto set my hand this 30th day of November 2025 in the City of Pasig, Philippines.

JUAN DELA CRUZ
Affiant
(Valid ID presented: UMID CRN-1234-5678-9012)

SUBSCRIBED AND SWORN to before me this 30th day of November 2025 in Pasig City, affiant exhibiting to me his competent evidence of identity indicated above.

Doc. No. _____;
Page No. _____;
Book No. _____;
Series of 2025.

(Notary Public’s signature and seal)

Special Cases and Additional Requirements

Lost Owner’s Duplicate Certificate of Title (TCT/CCT)

Affidavit of Loss must be accompanied by publication in a newspaper of general circulation once a week for three consecutive weeks.
File petition for reconstitution at the Regional Trial Court or, in some cases, administratively with the LRA.
Cost: ₱10,000–₱30,000 including publication and lawyer’s fees.

Lost Manager’s Check / Bank Check

Banks usually require police report + affidavit + indemnity agreement.

Lost SIM Card

Affidavit of Loss/SIM Ownership + valid ID (for Globe, Smart, DITO).

Lost Firearm License

Affidavit + police report + publication in newspaper.

Important Reminders

The affidavit is valid indefinitely unless the item is recovered.
If the lost item is recovered after replacement has been issued, the original must be surrendered immediately; failure to do so may constitute estafa or falsification.
Always bring extra photocopies of your IDs and the affidavit when submitting to agencies.
Electronic notarization (e-notarization) is now allowed under the 2023 Revised Rules on Notarial Practice for certain documents, but most Affidavits of Loss are still conventionally notarized.

By following the steps above, any Filipino citizen or resident can properly execute a legally sufficient Affidavit of Loss that will be accepted by virtually all government offices and private institutions in the Philippines.