Affidavit of loss in the Philippines: what it is, what to put in it, and what offices ask for

What an affidavit of loss is and why offices ask for one

An affidavit of loss is a written statement, usually sworn before a notary public, explaining how a document, card or other item was lost, stolen or destroyed. The person who signs it, usually the owner or holder, is called the affiant.

Offices, banks and schools ask for one before issuing a replacement because the original may still be out there. Your sworn statement puts on record what happened and makes you answerable for it. For passports this is written into law: the New Philippine Passport Act (Republic Act No. 11983) requires the loss to be reported immediately to DFA or a Philippine embassy or consulate through an affidavit stating in detail how it happened.

The affidavit supports your request. By itself it does not prove ownership or oblige the office to replace the item. Each office applies its own rules.

What to put in your affidavit of loss

Some banks and offices have their own form or preferred wording, so ask before you draft. A clear affidavit of loss usually covers:

• Who you are: full name, citizenship, civil status and address, and whether you own or hold the item or are acting for the owner.
• What was lost: the exact name of the document or card, who issued it, and its number if you have a copy or record. Never write a PIN, password or one-time code.
• When, where and how: the date (or an honest estimate), where you last had it, and what happened, in plain factual terms.
• When and how you discovered the loss.
• Your search: where you looked and whom you asked, and that the item is still missing.
• That you did not sell, pawn, lend or give it as security for a debt. For passports this matters: under RA 11983, pawning a passport or using it as collateral is an offense.
• Reports you made, such as a police report or a call to your bank, with dates and reference numbers.
• The purpose: which office will receive the affidavit and why, such as to request a replacement.
• That you will return or report the item if you find it.

Swearing to it before a notary

An affidavit ends with a jurat, the part the notary completes. The 2004 Rules on Notarial Practice bar a notary from notarizing if the signer is not personally present or not properly identified. So bring the affidavit unsigned, sign only in front of the notary, and go yourself. No one else can take the oath for you.

Under the same rules, a jurat means that you, on a single occasion:

• appear in person before the notary public and present the document;
• are personally known to the notary or identified through competent evidence of identity;
• sign the document in the notary's presence; and
• take an oath or affirmation before the notary about the document.

What ID to bring, and your responsibility for the facts

Competent evidence of identity means at least one current ID issued by an official agency that bears your photo and signature, such as a passport, driver's license, PRC ID, postal ID, SSS card, PhilHealth card or senior citizen card. If the ID you lost was your only one, talk to the notary first. The rules also allow identification through credible witnesses who personally know you.

Notarization confirms who signed and that you took an oath. It does not make the facts true. Knowingly making a false statement on a material matter in an affidavit can be prosecuted as perjury under Article 183 of the Revised Penal Code, as amended by Republic Act No. 11594. RA 11983 separately punishes a false statement in an affidavit declaring a passport lost or destroyed.

Lost passport: what DFA currently lists

A lost passport is replaced through a passport application with extra supporting documents, and DFA's passport FAQ says an appointment is necessary for all lost passports. DFA's pages do not always match: its appointment website (passport.gov.ph) mentions a 15-day clearing period before a replacement for a lost valid passport is processed and says a lost expired passport needs no police report, while the Office of Consular Affairs pages list a police report for both. Confirm with DFA when you book.

If you lose your passport abroad, report it to the nearest Philippine embassy or consulate and follow its checklist. RA 11983 provides for emergency passports and emergency travel certificates for Filipinos who lose their passports overseas.

The Office of Consular Affairs website (consular.dfa.gov.ph) currently lists these for adult applicants, on top of the regular application requirements:

• Lost valid passport: a police report in English and an affidavit of loss in English (original and photocopy of each), plus a penalty fee, listed at PHP 350 when this guide was updated.
• Lost expired passport: a police report in English, a notarized affidavit of loss in English, and the same penalty fee.
• No photocopy of your latest passport: your PSA-issued birth certificate as well, and you are treated as a new applicant. DFA may ask for more documents to confirm citizenship and identity.

Lost passbook or ATM card: one bank's published checklist

First, contact your bank through its official hotline, app or branch to block a lost card or report a lost passbook. An affidavit does not freeze your account.

Each bank sets its own requirements. As one example, the 2026 Citizen's Charter of Land Bank of the Philippines lists, for a lost or stolen passbook or ATM card, a Customer Request Form, the original notarized Affidavit of Loss with Deed of Indemnity, and a valid government-issued photo ID. For a passbook it also lists a copy of your evidence of deposit.

A deed of indemnity adds a promise to protect the bank from loss connected with the replacement, so read it before you sign. Other banks may have their own form, so ask your branch.

Land titles, stock certificates and other documents

For other IDs, licenses and records, such as a driver's license or vehicle registration papers from the LTO, check the issuing office's current checklist. Under the Ease of Doing Business law (Republic Act No. 11032), government offices, including government-owned corporations, must publish a Citizen's Charter at their offices and on their websites listing the requirements, steps, fees and processing time for each service.

Some losses follow procedures set by law, and an affidavit is only one step:

• Owner's duplicate land title: under Section 109 of the Property Registration Decree (PD 1529), sworn notice must be sent to the Register of Deeds as soon as the loss is discovered. A new owner's duplicate is issued only on a court order, after a petition, notice and hearing.
• Stock certificates: under Section 72 of the Revised Corporation Code, the owner files an affidavit in triplicate with the corporation, which publishes a notice once a week for three consecutive weeks. A new certificate issues one year after the last publication if no one contests it, or earlier if the owner posts a bond acceptable to the board.

When to talk to a lawyer, and checking before you go

Talk to a lawyer if the loss involves a crime or threat, if someone else claims the item, if it is a land title or other property document, or if it may already have been misused, such as withdrawals you did not make.

Requirements, fees and forms change, and an office's pages are not always updated together. Before you go, check the office's official website or Citizen's Charter and call or email if pages disagree. Bring the original affidavit, photocopies, your IDs and any police report required. If the office lets a representative act for you, it may ask for an authorization letter or a special power of attorney.

Common questions