Affidavit Of Loss Form Template for the Philippines

An Affidavit of Loss Form is a sworn legal declaration you make under oath to formally report the loss of important documents, certificates, or valuable items in the Philippines. This notarized document serves as official proof that you have lost specific items and provides legal protection while satisfying institutional requirements for replacement. Under Philippine law, this affidavit creates a permanent legal record of the loss and your efforts to locate the missing items.

When do you need this document?

You need an Affidavit of Loss when replacing lost government-issued IDs like driver's licenses, passports, or birth certificates. Banks require this document when you lose ATM cards, checkbooks, or passbooks, as it protects them from liability for unauthorized use. Educational institutions demand affidavits of loss for replacing diplomas, transcripts, or certificates. Professional licensing bodies also require this document when replacing professional licenses or certifications. Insurance companies may request an affidavit of loss for lost policies or claim documents, and employers often require it when replacing company IDs or important employment documents.

Key legal considerations

Your affidavit must contain complete and truthful information, as providing false statements constitutes perjury under Article 183 of the Revised Penal Code, punishable by imprisonment and fines. Include detailed descriptions of lost items with serial numbers, dates of issuance, and issuing authorities where applicable. Document the circumstances of loss, including when and where you discovered the loss, and describe efforts you made to locate the missing items. The affidavit must clearly state that you have not sold, transferred, or given the lost items to anyone else. Consider whether you need to file a police report for valuable items or documents, as some institutions require both an affidavit of loss and a police report for replacement procedures.

Legal requirements in Philippines

Under the Notarial Law of 2004 (Republic Act No. 2103), your affidavit must be executed before a notary public to be legally valid. The notary must verify your identity using government-issued identification and ensure you understand the contents and consequences of the sworn statement. Your affidavit must include your complete legal name, age, citizenship, civil status, and full address as required by the Revised Administrative Code. The document must specify the exact jurisdiction where it is executed, typically the city or municipality where the notarization occurs. The notary public must attach their commission details, seal the document properly, and record the notarization in their notarial register. Some institutions may require additional documentation such as publication in newspapers for high-value items or public notices for certain types of lost documents.