Typical Cost of Executing an Affidavit of Loss in the Philippines
A practical legal guide for clients, lawyers, and compliance teams
1. What an Affidavit of Loss Is—and Why It Matters
An Affidavit of Loss is a sworn statement narrating the facts surrounding the loss of a document, ID card, check, bankbook, SIM card, or other item of legal or commercial value. It serves two central purposes:
- Evidentiary function – transforms a mere allegation (“I lost my ID”) into admissible evidence under the Rules on Evidence.
- Gate-keeping function – it is routinely required by government agencies, banks, insurers, schools, and telecom providers before they issue a replacement or cancel the original.
Because an affidavit is a jurat‐type notarized document, it acquires public‐document status once notarized and therefore commands a higher evidentiary weight than an un-notarized sworn statement.
2. Core Legal Framework Governing Costs
| Source of Authority | Provision Relevant to Cost |
|---|---|
| 2004 Rules on Notarial Practice (A.M. No. 02-8-13-SC) | §1, §2 & §12 of the Schedule of Maximum Notarial Fees empower the Supreme Court to fix ceilings; local executive judges adopt them per city/municipality. |
| Rule 141, Rules of Court | Governs legal fees in courts (affects consular notarials executed by Philippine Consulates, treated as “quasi-judicial” fees). |
| Batas Pambansa No. 325 (Documentary Stamp Tax Code, as amended) | Loss affidavits are ordinarily exempt, but if executed to backstop a negotiable instrument or share certificates, DST of ₱30 may attach. |
| Local Government Units (LGU) Revenue Codes | Some cities impose a regulatory permit fee on notaries; cost is indirectly passed on to clients. |
Key takeaway: While notary-public fees are capped, there is no single “official” nationwide price. The ceiling is uniform, but actual pricing is market-driven within that cap.
3. Typical Cost Components
| Cost Item | Typical Range (Metro Manila) | Notes & Common Variations |
|---|---|---|
| Notarial Fee (jurat) | ₱150 – ₱300 (walk-in) ₱300 – ₱600 (mobile/house-call) |
Executive judges commonly approve a ₱200 ceiling per jurat; attorneys may charge less in provincial areas (₱100–₱150). Higher rates for “rush” or outside business hours. |
| Document Preparation (drafting, encoding, printing) | ₱50 – ₱150 | Often waived if you provide a soft copy; professional firms charge toward the higher end. |
| Photocopy & Red Ribbon Sets | ₱2 – ₱6 per page | Required when multiple originals are needed (e.g., one for the bank, one for the RTU office). |
| Documentary Stamp Tax (DST) | ₱0 for ordinary loss of IDs ₱30 for negotiable instruments |
Paid via BIR adhesive stamp or eDST. |
| Police Blotter/Barangay Certification (optional but requested by some banks) | ₱50 – ₱100 | Barangay hall issuing fee. |
| Courier / LBC / Grab (if remote signing is allowed via e-notary or consular authority) | ₱120 – ₱350 nationwide | “Original” must still reach the institution, unless it now accepts electronically notarized PDFs. |
Normal grand total (one simple affidavit, in-office notarization): ₱200 – ₱500 High-convenience scenario (mobile notary at your site, rush, multiple originals): ₱700 – ₱1,200
4. Special Contexts That Alter the Cost
Philippine Consulate Abroad (for OFWs): USD 25–30 per acknowledgment (roughly ₱1,400–₱1,700), payable in local currency. DST does not apply, but you must book online and courier the document back to PH if the receiving entity insists on a “wet” consular seal.
Electronic or Remote Notarization (e-Notary): Pilot programs (under OCA Circular No. 138-2020) show fees 10–30 % higher than walk-in, reflecting platform subscription fees and video-record retention costs.
Corporate or Bulk Executions: Law firms often offer fixed-fee bundles (e.g., ₱1,000 for the first five affidavits, ₱100 per succeeding) which can be cheaper per document if you are filing for dozens of employees after a calamity.
Bank-Required Indemnity Bonds: Some banks ask for a surety bond on top of the affidavit when a lost passbook carries a balance above a threshold (₱100k–₱200k). Bond premiums (not the affidavit) can run ₱500–₱2,500.
5. Factors That Drive Fees Up or Down
| Driver | Increases Cost | Decreases Cost |
|---|---|---|
| Location | CBD law offices, high-rent malls | Provincial or neighborhood notaries |
| Urgency | Same-day or after-hours signing | Advance appointment, normal business hours |
| Mobility | Home or hospital visit | Client appears at notary’s office |
| Document Complexity | Multiple attachments, annexes | Standard one-page template |
| Volume | One-off | Bulk (economies of scale) |
| Professional Reputation | Senior counsel or large firm | Newly commissioned notary |
6. Cost-Saving Tips (Without Compromising Validity)
- Draft the affidavit yourself using a vetted template, then pay only for jurat.
- Bring two IDs so the notary need not print a certification of ID due diligence (occasionally billed extra).
- Combine multiple loss incidents into a single affidavit when permissible (e.g., driver’s license and company ID lost in the same theft).
- Ask for e-copies; certified true PDF scans often satisfy modern banks and spare you courier charges.
- Check if DST is truly required. For a lost passport, no DST. For lost stock certificates, DST is mandatory. Clarify to avoid unnecessary stamps.
7. Risks of Going Too Cheap
- Invalid notarization: fly-by-night “street notaries” may not have a current seal or may skip the notarial register, risking rejection of your affidavit.
- Perjury prosecution: inaccuracies blamed on a template mill still expose the affiant to criminal liability (Art. 183, Revised Penal Code).
- Administrative penalties: a notary caught over-charging or forging signatures invites suspension, which can invalidate all documents they notarized during the commission period—possibly including yours.
8. Bottom Line
| Scenario | Realistic All-in Cost |
|---|---|
| Standard walk-in, one ID lost | ₱200 – ₱350 |
| Mobile notary, rush service | ₱600 – ₱1,200 |
| Consulate abroad | ₱1,400 – ₱1,700 |
| Bulk corporate filing (10 affidavits) | ₱1,000 – ₱1,500 total |
Anything above these ranges should be justified by added value (legal vetting, complex annexes, or premium location). Anything below them warrants extra vigilance to ensure the notary is duly commissioned and the jurat is properly entered in the notarial register.
9. Quick Checklist Before You Pay
- Inspect the Notary’s Commission Certificate (posted on the wall).
- Ensure the jurat block contains the venue (city, province), date, notary’s name, commission number, and expiry.
- Verify your signature was done in the notary’s presence (unless using an approved remote-notarization platform).
- Ask for your Notarial Register Entry Number and official receipt.
When these safeguards are followed, the modest cost of executing an Affidavit of Loss buys both legal compliance and peace of mind.