Obtaining an Affidavit of Loss for a Professional License ID (Philippines)

An Affidavit of Loss is a sworn written statement describing how and when a document or property was lost, coupled with an affirmation that despite diligent search, the item cannot be found. For professionals in the Philippines, this affidavit is typically required to replace a lost Professional Identification Card (PIC) issued by the Professional Regulation Commission (PRC) or a comparable licensing body (e.g., IBP ID for lawyers, PRC IDs for engineers, nurses, teachers, etc.).

Below is a practitioner-style guide to everything you need to know—what it is, when you need it, what it must contain, how to obtain and notarize it, costs, special situations (like loss abroad), and a ready-to-use template.

What the Affidavit Does (and Doesn’t Do)

Purpose: Serves as your sworn, notarized account of the loss; it is a core requirement when applying for a replacement/duplicate of your professional license ID.
Evidentiary effect: It’s not proof that the ID existed or that you held the license—that proof remains the PRC’s records—but it proves your sworn statement about the loss and your good-faith efforts to find the item.
Limitations: It does not replace the licensing ID by itself; it simply enables the replacement process with the issuing authority.

When You Need It

You generally need an Affidavit of Loss if:

Your PRC Professional Identification Card (PIC) was lost, misplaced, or stolen.
Your ID was destroyed beyond recognition and you cannot surrender it.
The licensing office requires a sworn statement to process a duplicate or reissuance.

Some agencies may also ask for a Police Report (especially for theft), but many accept a notarized Affidavit of Loss alone for processing a replacement ID. When in doubt, prepare both.

Legal & Notarial Groundwork (Plain-Language)

Affidavit = a written declaration made under oath before a notary public.
Form of notarization: Because it’s a sworn statement, the notary typically uses a jurat (you swear/affirm the truth before the notary; you sign in the notary’s presence; the notary administers the oath and indicates when/where it was taken).
Identification: You must show competent evidence of identity (government-issued photo ID, passport, etc.).
Personal appearance: As a rule, you personally appear before the notary. Some localities permit remote/online notarization subject to Supreme Court and local rules; check availability in your city/province and the licensing office’s acceptance policy.
Documentary stamp: Notaries commonly affix a documentary stamp (a modest amount) consistent with tax rules; practice varies—your notary will handle this.

Required Contents of the Affidavit

A well-drafted Affidavit of Loss should include:

Your full name, nationality, civil status, and address.
Professional details, e.g., profession (Engineer, Nurse, CPA, etc.), PRC Registration Number, date of initial registration, and expiration (if known).
Exact description of the item lost: “PRC Professional Identification Card (PIC) issued to me as a Registered [Profession], bearing Name [Your Name] and PRC Reg. No. [number].”
Circumstances of loss: Date, place, and manner (e.g., “misplaced during commute,” “bag was stolen,” “flood damage”).
Diligent search: State that you conducted a diligent search but could not locate the ID.
Non-impairment & good faith: Affirm that the loss was not due to bad faith and the ID has not been used for unlawful purposes to your knowledge.
Undertaking if found: Promise to surrender the original to PRC or have it cancelled if it resurfaces.
Prayer/Request: That the affidavit be used to support your application for replacement/duplicate ID.
Signature over printed name, and the jurat completed by the notary (venue, date, notary details, roll number, commission).

How to Obtain and Notarize (Step-by-Step)

A. Drafting

Prepare the text (use the template below).
Verify every factual detail (PRC number, name spelling, dates) against your records.

B. Notarization (In-Person)

Bring:
- A printed, unsigned copy of the affidavit (sign only in front of the notary).
- Valid government ID (passport, driver’s license, UMID, PhilID, etc.).
- Any supporting proof (optional but helpful): police report, incident report, screenshots of PRC online account, or proof of prior PIC, if available.
The notary will:
- Check your identity, administer the oath, witness your signature, and complete the jurat.
- Affix notarial seal and documentary stamp as applicable.
Pay the notarial fee and get the original notarized affidavit.

C. Notarization (Remote/Online, if available)

Check if remote notarization is allowed where you are and whether the PRC office you’ll apply with accepts such affidavits. If yes:
- Follow your chosen notary’s instructions (video call, ID verification, e-signature standards).
- Ensure the final output contains the remote jurat, notary’s details, and any required annotations.

Using the Affidavit in the PRC Replacement Process (High-Level)

Set an appointment for a replacement/duplicate PRC PIC (often done via PRC’s online portal).
Prepare requirements:
- Notarized Affidavit of Loss (original).
- Valid ID(s) for identification.
- Police Report (if required/if theft).
- Other PRC-required forms and fees for replacement.
File at the PRC office (or satellite/authorized center) on your appointment date.
Pay the fees and claim your new PIC per PRC’s release instructions.

Tip: If timing is critical (expiring PIC, upcoming practice/credential checks), bring two originals of the affidavit—some windows retain the affidavit.

Costs, Timelines & Practical Tips

Notarial fee: Commonly ranges from modest to moderate amounts, depending on location/firm and whether remote notarization is used.
Documentary stamp: Typically small; handled by the notary.
Preparation time: You can draft in minutes; notarization usually takes a short visit if walk-in notaries are available.
Keep copies: Scan a PDF of the notarized affidavit. Keep one original for filing and one spare.
If your ID is later found: Do not use the old ID. Surrender it to PRC for cancellation as you undertook in the affidavit.

Common Mistakes to Avoid

Signing before meeting the notary. Sign only in the notary’s presence for a jurat.
Vague loss details. Provide specifics (approximate date/place/manner).
Mismatched personal/professional data. Ensure your name, PRC number, and profession match PRC records.
Omitting the undertaking to surrender the ID if found.
Using an acknowledgment instead of a jurat for a sworn narrative—affidavits call for a jurat.

Special Situations

Lost ID abroad:
- Execute the affidavit before a Philippine Embassy/Consulate (consularized affidavit) or before a local notary and have it apostilled if required.
- Confirm the PRC office’s acceptance of the consularized/apostilled document and whether additional steps are needed.
No other IDs left:
- Bring any secondary documents (passport photocopy, prior PRC e-prints, NBI clearance, etc.) to aid identity verification during notarization/PRC filing.
Name discrepancies (e.g., married name):
- Attach supporting civil registry documents (e.g., PSA marriage certificate) if your PRC records are under a different name.

Ready-to-Use Template (Affidavit of Loss — PRC ID)

Note: Replace bracketed fields and remove notes in parentheses. Print on A4 or long bond as the notary prefers.

REPUBLIC OF THE PHILIPPINES )
___________________________ ) S.S.

                     AFFIDAVIT OF LOSS

I, [FULL NAME], of legal age, [citizenship], [civil status], and a resident of [complete address],
after being duly sworn, depose and state:

1. I am a duly licensed [Profession, e.g., Registered Civil Engineer] in the Philippines with
   PRC Registration No. [__________], initially registered on [date, if known], and my
   Professional Identification Card (PIC) was issued in my name as [exact name on PIC].

2. On or about [date of loss], at or near [place of loss], my PRC Professional Identification Card
   (PIC) was [lost/misplaced/stolen/destroyed]. The card bears my name and PRC Reg. No. stated above.

3. Since discovering the loss, I have exerted diligent efforts to locate the said ID by
   [state efforts: retracing steps, contacting establishments, searching residence/office, etc.],
   but despite these efforts, I have been unable to find it.

4. The loss was not due to my bad faith, and to the best of my knowledge the said ID has not been
   used for any unlawful purpose.

5. I am executing this Affidavit to attest to the foregoing facts and to request the issuance of a
   replacement/duplicate PRC Professional Identification Card.

6. Should the original ID be later found or come into my possession, I undertake to surrender the
   same to the Professional Regulation Commission for proper cancellation.

IN WITNESS WHEREOF, I have hereunto set my hand this ___ day of __________ 20___ in
[City/Municipality], Philippines.

                                   ________________________________
                                   [FULL NAME]
                                   Affiant

SUBSCRIBED AND SWORN to before me this ___ day of __________ 20___ in
[City/Municipality], Philippines, affiant exhibiting to me [ID Type] with No. [ID Number],
issued on [date] at [place], and who personally appeared before me and acknowledged that
the foregoing is his/her voluntary act and deed.

Doc. No. _______;
Page No. _______;
Book No. _______;
Series of 20___.

How to use the template:

Fill in all blanks accurately.
Print and do not sign until you are before the notary.
Bring the ID you’ll present to the notary (not the lost one, of course).
Request the notary to use a jurat (some will default to it for affidavits).

Frequently Asked Questions

Is a police report mandatory? Often not, but it is recommended where the ID was stolen or if the processing office asks for it. When theft is involved, the police report strengthens your narrative and protects you against misuse.

Can someone else sign for me? No. The affidavit must be your sworn statement. If you are abroad or ill, consult a lawyer about consularization, apostille, or a special power of attorney for filing the replacement (but the loss statement still needs to be yours).

What if I later find the old ID? Don’t use it. Surrender it to PRC as you promised in the affidavit. The replacement becomes your valid card.

How long is the affidavit valid? There’s no hard expiry, but submit it promptly. Some processors may prefer affidavits executed close in time to the loss.

Quick Checklist

Drafted affidavit with complete facts (who/what/when/where/how).
Brought valid government ID for notarization.
Signed before the notary (jurat).
Kept scans and spare copies.
Booked PRC appointment and prepared other requirements/fees.
Prepared a police report (if applicable).

Bottom Line

The Affidavit of Loss is a straightforward, essential document for replacing a lost PRC Professional ID. Draft it clearly, notarize with a jurat, and file it with your other PRC requirements. Done right, it smooths your path to getting a replacement PIC without unnecessary back-and-forth.