An Affidavit of Loss is a sworn statement executed before a Notary Public declaring that a particular item or document has been lost and cannot be found despite diligent efforts. It serves as an official record of the loss and is often required by government agencies, banks, and insurance companies before they issue replacements.
When Do You Need an Affidavit of Loss?
You will typically need an Affidavit of Loss in the following situations:
- Lost government IDs — Passport, driver’s license, PRC ID, UMID, or postal ID
- Lost bank documents — Passbook, ATM card, credit card, or checkbook
- Lost land title — Owner’s duplicate copy of the Transfer Certificate of Title (TCT)
- Lost insurance policies — To claim replacement or file an insurance claim
- Lost academic documents — Diploma, transcript of records, or certificate of graduation
- Lost receipts or invoices — Required for tax or warranty purposes
- Lost certificates — Stock certificates, PSA birth/marriage certificates
How to Execute an Affidavit of Loss
The process is straightforward but must follow legal formalities:
- Draft the affidavit — Using the template below, fill in your details, the description of the lost item, and the circumstances of the loss.
- Prepare supporting documents — Some institutions require a police blotter report, especially for lost IDs, passports, or land titles.
- Visit a Notary Public — The affidavit must be sworn before a duly commissioned Notary Public. You must appear in person and present a valid government-issued ID. See the importance of notarization for more details.
- Notarize the document — The Notary Public will administer an oath, verify your identity, and affix their signature and seal.
- Submit to the requesting institution — Present the notarized Affidavit of Loss along with any other required documents.
Legal Effect of an Affidavit of Loss
An Affidavit of Loss is a public document once notarized. It carries the presumption of regularity and is admissible in court as evidence of the facts stated therein. However, making a false statement in an affidavit can result in perjury charges under the Revised Penal Code.
Free Affidavit of Loss Template
Below is a standard template you can use. Fill in the blanks with your specific information, then have it notarized.
REPUBLIC OF THE PHILIPPINES
CITY/MUNICIPALITY OF ________________
AFFIDAVIT OF LOSS
I, ________________, of legal age, ________________ (civil status), Filipino, and a resident of ________________, under oath, depose and state:
- That I am the true and lawful owner of ________________ (describe the lost item in detail).
- That the said item was lost on or about ________________ at ________________ (place and circumstances of loss).
- That I have exerted diligent efforts to locate the said item, including searching my residence, office, and other places where it might be found, but the same has not been recovered.
- That I am executing this Affidavit of Loss to attest to the foregoing facts and to support my application for replacement/claim with ________________ (name of institution/agency).
- That I am executing this affidavit freely and voluntarily for the purposes stated herein.
IN WITNESS WHEREOF, I have hereunto set my hand this ________________ at ________________, Philippines.
_________________________
Affiant
SUBSCRIBED AND SWORN to before me this ________________, affiant exhibiting to me his/her valid government-issued ID No. ________________ issued on ________________ at ________________.
_________________________
Notary Public
Doc. No. _____
Page No. _____
Book No. _____
Series of _____
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\n\n\nDisclaimer: This article is for general information only and is not legal advice. Consult a qualified lawyer for your specific situation.
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