Procedure for Executing an Affidavit of Loss for a Lost School ID in the Philippines
Disclaimer: The information below is a general guide only and should not be taken as formal legal advice. Circumstances vary, so consult a Philippine-licensed lawyer or your school’s legal office if you need specific counsel.
1. Legal Foundations
| Reference | Key Point |
|---|---|
| Civil Code of the Philippines (Art. 1157 et seq.) | Civil obligations such as replacing a school ID arise from law and contracts (e.g., your school’s student handbook). |
| 2004 Rules on Notarial Practice | Governs how affidavits are notarized—personal appearance, competent evidence of identity, signed in the notary’s presence. |
| Revenue Regulations No. 4-2018 (Documentary Stamp Tax) | ₱30 DST is due on every notarized oath or affirmation, including affidavits. |
| Article 183, Revised Penal Code | Perjury—knowingly executing a false affidavit is punishable by up to 6 years in prison and/or a fine. |
2. Why an Affidavit of Loss Is Required
- Proof of Good Faith – Demonstrates you are not withholding the ID for wrongful use.
- Liability Shield – Limits your responsibility for unauthorized transactions made with the lost card (e.g., library fines, ATM withdrawals on multifunction cards).
- Administrative Compliance – Most registrars or student affairs offices require the affidavit before they issue a replacement ID.
- Third-Party Acceptance – Banks, government offices, and board-exam regulators will often accept your school’s certification only if backed by a notarized affidavit.
3. Who Should Execute the Affidavit
| Situation | Proper Affiant |
|---|---|
| Student is 18 years or older | The student. |
| Student is below 18 | Parent or legal guardian (attach proof of filiation or guardianship). |
| ID belongs to a graduate (lost after graduation) | The alumnus/alumna (still entitled to certify loss when requesting transcripts, board-exam endorsements, etc.). |
4. Contents of the Affidavit (Essential Elements)
Title – “Affidavit of Loss (School Identification Card)”.
Affiant’s Personal Details – Full name, age, civil status, citizenship, residence address, student number.
School Identification Details – Card serial number (if known), date of issuance, course/department.
Circumstances of Loss
- Date and approximate time the ID was discovered missing.
- Place and manner: dropped in public transport, victim of theft, destroyed in fire, etc.
Efforts to Locate – Searches made, police or barangay blotter (if applicable).
Statement of Good Faith – Declaration that ID is not in anyone’s possession and will surrender it if found.
Purpose Clause – “This affidavit is executed to attest to the truth of the foregoing and to request issuance of a replacement school ID.”
Signature and Jurat – Signed in front of the notary; jurat must bear the notary’s seal, signature, and notarial register details.
5. Documentary Requirements
| Document | Notes |
|---|---|
| Draft Affidavit (2–3 copies) | Printed on bond paper; one will be kept by the notary. |
| Valid government ID of affiant | Passport, driver’s license, PhilSys ID, etc.; school ID cannot be used because it is lost. |
| Police/Barangay Blotter | Required only if loss involved theft, robbery, or force. |
| ₱30 Documentary Stamp (DST) | Can be bought at BIR-accredited banks, notarial offices, or some school cashier offices. |
| School Replacement Form | Obtain from registrar or student affairs; some schools combine this with a payment slip. |
| Payment Receipt for Replacement Fee | Typically ₱100–₱400 depending on campus and card technology. |
6. Step-by-Step Procedure
Step 1 – Draft the Affidavit
Use the essential elements above. Many law offices and school legal centers provide a template; you only need to fill in the blanks.
Step 2 – Affix Documentary Stamps
Before notarization, paste or print the ₱30 DST on the original copy and partially cancel it with your initials and the date.
Step 3 – Appear Before a Notary Public
Bring all copies, your valid ID, and the DST-affixed original. Sign only in the notary’s presence. Fees: ₱150–₱300 in Metro Manila; ₱100–₱200 in most provinces (exclusive of DST).
Step 4 – Secure Registrar Approval
- Attach a photocopy of the notarized affidavit to the school ID replacement form.
- Pay the replacement fee at the cashier.
- Submit the entire packet to the registrar/student affairs.
- Receive a claim stub or acknowledgment slip stating release date.
Step 5 – Claim the Replacement ID
Processing time ranges from 15 minutes (schools with on-site printing) to 2 weeks (outsourced cards with RFID or banking features). Present your claim stub and a valid ID.
7. Special Situations & Practical Tips
| Scenario | Additional Action |
|---|---|
| ID stolen in a crime | Attach police report; some schools waive replacement fee if force majeure. |
| ID destroyed (fire/flood) | Provide Barangay Disaster Certification to expedite issuance. |
| Multifunction ID (eWallet/ATM) | Notify partner bank immediately; request card blocking to prevent fraudulent withdrawals. |
| Overseas Student | Execute affidavit before a Philippine Consulate or Apostille the document if notarized abroad, then send scanned copies to registrar. |
| Minor Student | Parent/guardian must present both his/her ID and the minor’s birth certificate or school record. |
| Distance-learning colleges | Notarized affidavit may be scanned and emailed; original to follow via courier on request. |
8. Penalties for Misrepresentation
- Perjury (Art. 183, RPC) – Up to 6 years imprisonment and/or fine.
- Administrative Sanctions – Expulsion or disciplinary action under the student handbook.
- Civil Liability – School may require payment of losses if the old card is later used for unlawful acts.
9. Sample Affidavit Template (for reference)
REPUBLIC OF THE PHILIPPINES )
_________________________ ) S.S
AFFIDAVIT OF LOSS
(School Identification Card – Student No. __________)
I, JUAN D. DELA CRUZ, Filipino, 20 years old, single, and presently residing at
No. 123 Mabini Street, Barangay Malaya, Quezon City, after having been duly sworn
in accordance with law, do hereby depose and state:
1. That I am a bona fide third-year student of XYZ University, College of
Engineering, with Student No. 20-12345;
2. That on 15 July 2025, while commuting via MRT-3, I discovered that my
SCHOOL IDENTIFICATION CARD bearing ID Serial No. 2022-ENG-0456 was missing
from my wallet;
3. That despite diligent search and inquiries at the MRT-3 Lost-and-Found
Office and surrounding areas, I have been unable to recover the said ID;
4. That the said ID was not surrendered to any security office and is presumed
irretrievably lost;
5. That I execute this Affidavit to attest to the truth of the foregoing facts
and to request issuance of a replacement school identification card.
IN WITNESS WHEREOF, I have hereunto set my hand this ___ day of
________ 2025 in Quezon City, Philippines.
__________________________
JUAN D. DELA CRUZ
Affiant
SUBSCRIBED AND SWORN to before me this ___ day of ________ 2025
at Quezon City, Philippines. Affiant exhibited to me his PhilSys ID No.
1234-5678-9012-3456 as competent evidence of identity.
Doc. No. ____;
Page No. ____;
Book No. ____;
Series of 2025.10. Frequently Asked Questions
| Question | Quick Answer |
|---|---|
| Can I use an e-signature? | No. Personal appearance is mandatory under the Notarial Rules. |
| Is a police blotter mandatory? | Only if loss involves theft, robbery, or violence; otherwise, not required. |
| Will my replacement ID have a new number? | Most schools reprint the same serial and barcode; a few issue a new series for security. |
| Can I expedite the ID? | Many schools offer rush printing for an extra ₱100–₱200. |
| What if I later find the old ID? | Return it to the registrar immediately; retaining two valid IDs may violate school policy and could constitute fraud. |
11. Key Takeaways
- Prepare a truthful affidavit—accuracy protects you from perjury charges.
- Follow notarial formalities and pay the Documentary Stamp Tax.
- Submit promptly to avoid being barred from exams, library access, or campus entry.
- Keep photocopies of the notarized affidavit and replacement receipt for future reference.
By following this comprehensive procedure, you can secure a legally sound Affidavit of Loss and obtain your replacement school ID with minimal hassle.