Losing the deed of sale (DoS) for a vehicle can stall registration, transfer of ownership, or resale. The good news: there are established ways to reconstruct proof of the sale and move forward with the Land Transportation Office (LTO). This practical guide explains what the deed of sale is, why it matters, and every legitimate avenue for replacing or verifying it—plus templates and checklists you can use immediately.

Why the Deed of Sale Matters

A deed of sale is a written, notarized instrument evidencing transfer of ownership from seller to buyer. LTO district offices ordinarily require a notarized deed for:

Transfer of ownership / change of ownership in the Certificate of Registration (CR)
Reassignment of registration records between buyer and seller
Future resale and due diligence by the next buyer

Because it’s notarized, a deed of sale becomes a public document and is easier to prove in government transactions and in court.

First Things First: Secure All Other Proof

Before you chase a replacement, collect every other document that supports your ownership:

Vehicle documents
- Original CR (Certificate of Registration)
- Latest OR (Official Receipt of registration)
- Insurance policy (CTPL/comprehensive)
- Emission test results (if recent)
- Plate number and engine/chassis stencil
Party identification
- Valid government IDs of buyer and seller
- TIN (taxpayer identification number) of both parties (some LTO offices ask for this during transfer)
- Any payment proof (receipt, bank transfer slips, acknowledgment)
Any copies of the deed (even blurred scans, photos, emails). Small details like the date of notarization or the notary’s name are extremely helpful later.

Replacement Paths (Choose All That Apply)

Path A — Get a Certified Copy from the Notary Public

Notaries keep a notarial register and a copy of each notarized document.
If you know the notary (name, office, city, or the notarial details printed on a photocopy), request:
1. A Certified True Copy of the notarized Deed of Sale
2. A Certification that the deed appears in the notarial register (indicating parties, date, doc no., page no., book no., series)

Tip: Bring IDs of buyer/seller and any proof you’re a party-in-interest (CR, OR). Notaries typically release certified copies to parties named in the instrument.

Path B — Request a Copy from the Office of the Clerk of Court (OCC)

Notaries submit periodic notarial reports to the OCC (usually of the same city/RTC where the notary is commissioned).
If you can’t locate the notary, visit or write the RTC–OCC where the notarization likely occurred. Provide:
- Parties’ names, approximate date of notarization
- Vehicle details (plate, engine/chassis)
- Notary’s name (if known)
Ask for a certified copy or certification of record from the notarial archives.

Path C — Obtain a Replacement/Confirmatory Deed from the Seller

If the original deed cannot be found in notarial files (e.g., it was never notarized or records are missing), ask the seller to sign a new “Confirmatory Deed of Sale” or “Replacement Deed of Absolute Sale” with identical terms (price, date of original sale, vehicle details), then have it notarized.

When possible, attach an Affidavit of Loss (from the buyer) and an Affidavit of Execution/Confirmation (from the seller) explaining that the sale occurred on a certain date and the original deed was lost.

Path D — Ask the Seller (or Dealer/Bank) for Their Copy

Private sellers often keep a photocopy or scan.
If the vehicle was financed or sold by a dealer, they may have retained a file copy or release of chattel mortgage (if applicable), which helps corroborate the sale.

Path E — Use an Affidavit of Loss (Supporting, Not a Substitute)

Prepare a notarized Affidavit of Loss detailing:
- When and how the deed was lost
- Diligent efforts made to locate or reconstruct it
This supports your application but usually does not replace a deed of sale. LTO offices typically still require a deed (original, certified true copy, or confirmatory deed).

Special Situations

1) Seller is Unreachable or Refuses to Cooperate

Try Path A/B first (notarial or OCC copy).
If truly impossible to obtain a deed:
- Assemble a paper trail (payment proof, messages, turnover documents).
- Execute an Affidavit of Loss (buyer) and an Affidavit of Facts/Ownership referencing CR, OR, and possession history.
- Be ready for heightened scrutiny at LTO; policies can vary by district office. Some may require additional verification or clearance steps.

2) Deed Was Never Notarized

Notarize a new confirmatory deed with the seller.
For LTO purposes, notarization is key. A private, unnotarized sale often isn’t accepted for transfer.

3) Vehicle with Chattel Mortgage or Fleet History

Secure a Release of Chattel Mortgage (if previously financed).
For ex-fleet units, request a company secretary’s certificate or disposition document if available.

LTO Transfer of Ownership: What You’ll Typically Need

While specifics can vary by LTO district office and change over time, you should be prepared with:

Notarized Deed of Sale (original, or certified true copy from notary/OCC, or notarized confirmatory deed)
CR (original) and latest OR (original)
Valid IDs of buyer and seller (photocopies with signatures)
TIN of buyer and seller (if requested)
Insurance (CTPL) in buyer’s name (often required upon transfer/renewal)
Emission test result (timing depends on transfer vs renewal)
Engine and chassis stencils
Physical inspection / MVIR (Motor Vehicle Inspection Report) as required
Fees for transfer and related transactions
Affidavit of Loss and/or certifications (if deed is being reconstructed)
Mortgage release (if applicable)

Some LTO offices may ask for additional verification or clearances (e.g., a police motor vehicle clearance) especially if documents are reconstructed, serials have issues, or records are old. Bring all supporting papers to avoid repeat trips.

Step-by-Step Game Plan (Practical Workflow)

Collect all available docs and data (CR, OR, IDs, payment proof, any scan of the deed, date/place of notarization).
Try the notary (Path A). If you know or can reasonably guess the city of notarization, start there.
Try the OCC (Path B) if the notary is unavailable or unknown.
If neither has a copy, ask the seller for a confirmatory deed and get it notarized (Path C).
Prepare an Affidavit of Loss (supporting document).
Compile a transfer packet for LTO (see checklist above).
Visit LTO (district office where the vehicle is registered, unless advised otherwise) and file for transfer of ownership.
Address any follow-ups LTO may require (e.g., clearances, re-stencil, additional certification).

Red Flags & Practical Tips

Mismatched IDs/names: Ensure the seller’s ID matches the name on the CR (registered owner). If not, you may need a chain of deeds.
Alterations on a deed: Avoid erasures. If details have changed, use a new confirmatory deed.
Handwritten deeds: Acceptable if notarized and legible, but a typed confirmatory deed is better.
Scanned/photocopied deeds: LTO usually prefers original or certified true copies. A plain photocopy often isn’t enough unless accompanied by a notarial/OCC certification.
Keep multiple copies once you get a replacement: at least one hard copy and two digital scans (cloud + email).

Templates (Ready to Use)

Note: Replace bracketed fields and have the document notarized. Keep formatting clean and legible.

A) Affidavit of Loss – Deed of Sale (Vehicle)

REPUBLIC OF THE PHILIPPINES )
___________________________ ) S.S.

                 AFFIDAVIT OF LOSS

I, [Full Name], of legal age, [civil status], [nationality], with address at [Address], after having been duly sworn in accordance with law, depose and state that:

1. I am the buyer of the motor vehicle described as follows:
   Make/Model: [__________]
   Plate No.: [__________]
   MV File No.: [__________] (if known)
   Engine No.: [__________]
   Chassis No.: [__________]

2. On [date of sale], I purchased the above vehicle from [Seller’s Full Name], evidenced by a Deed of Absolute Sale notarized by [Notary’s Name], on [place], under Doc. No. [___]; Page No. [___]; Book No. [___]; Series of [____] (if known).

3. Sometime on or about [date of loss], I discovered that my original copy of the said Deed of Sale was lost [state circumstances, e.g., misplaced during moving/possible theft], and despite diligent search and efforts, I have been unable to locate it.

4. I am executing this Affidavit to attest to the foregoing facts, to request the issuance/acceptance of a certified copy or confirmatory deed, and for presentation to the LTO and any office concerned.

IN WITNESS WHEREOF, I have hereunto set my hand this [date] at [city], Philippines.

[Signature over Printed Name]
Affiant

SUBSCRIBED AND SWORN to before me this [date] at [city], affiant exhibiting [ID type/No.], valid until [date].

B) Confirmatory Deed of Absolute Sale (Replacement)

CONFIRMATORY DEED OF ABSOLUTE SALE
(Kotse/Motorcycle)

This Confirmatory Deed is made this [date] at [city], by and between:

SELLER: [Full Name], of legal age, [civil status], [nationality], with address at [address], holder of [ID type/No.];
and
BUYER: [Full Name], of legal age, [civil status], [nationality], with address at [address], holder of [ID type/No.].

1. On [original sale date], Seller sold to Buyer the following motor vehicle:
   Make/Model: [__________]
   Plate No.: [__________]
   MV File No.: [__________] (if known)
   Engine No.: [__________]
   Chassis No.: [__________]

for the total consideration of [PHP amount], paid in full on the same date.

2. The parties previously executed a Deed of Absolute Sale evidencing the transaction; however, Buyer’s copy was lost/misplaced.

3. This Confirmatory Deed is executed to reaffirm the sale and to facilitate transfer/registration with the LTO.

Seller warrants full ownership at the time of sale, the absence of undisclosed liens/encumbrances, and undertakes to defend title against any lawful claims.

IN WITNESS WHEREOF, the parties have signed this Confirmatory Deed on the date and place first above written.

_________________________          _________________________
[SELLER – Signature over Name]      [BUYER – Signature over Name]

ACKNOWLEDGMENT
[Notarial Acknowledgment Block per local notary’s format]

Frequently Asked Questions

Q1: Will LTO accept an Affidavit of Loss alone? Usually no. It’s supporting evidence. LTO normally expects a notarized deed (original, certified true copy, or confirmatory deed).

Q2: If the notary’s office closed, what do I do? Go to the OCC (RTC) covering the city of notarization and request a certified copy from their notarial archives.

Q3: What if the seller’s name on the CR doesn’t match the person I dealt with? You may need the chain of deeds (every transfer since the name on the CR) or proper corporate/fleet authority docs. Without the chain, LTO may refuse transfer.

Q4: Are scans or photos of the deed acceptable? They help you find the notarial details, but LTO generally prefers originals/certified copies or a new notarized confirmatory deed.

Q5: Can I still sell the vehicle without the original deed? You can, but the next buyer will also need proper documentation for LTO. It’s best to regularize first (obtain certified copy or confirmatory deed) to avoid a discounted price or a failed transfer.

Clean Checklist (Print This)

☐ CR (original)
☐ OR (original/latest)
☐ IDs of buyer & seller (photocopies)
☐ TIN of buyer & seller (if asked)
☐ Insurance (CTPL)
☐ Emission test (if required at time of transfer)
☐ Engine/chassis stencil & MVIR (as instructed)
☐ Deed of Sale: original or certified true copy or confirmatory deed
☐ Affidavit of Loss (supporting)
☐ Mortgage release (if applicable)
☐ Fees/clearances as advised by your LTO district office

Key Takeaways

The fastest fix is often a certified copy from the notary or OCC.
If records can’t be found, a confirmatory deed from the seller cures the problem—get it notarized.
An Affidavit of Loss strengthens your file but rarely replaces the deed on its own.
Bring a complete packet to LTO; requirements can vary by district and situation.

If you want, I can turn the templates into fillable PDFs and a one-page checklist you can print.