Affidavit of Loss for School ID in the Philippines
A comprehensive legal‑practice primer
1. What an Affidavit of Loss Is—and Why Schools Require It
An Affidavit of Loss is a sworn written declaration made under oath, attesting that a specific article (here, a School Identification Card) has been lost or destroyed and cannot be produced.
Schools ask for it because they need:
- Evidence of good faith before issuing a replacement ID (to reduce fraud).
- A paper trail for inventory and accountability of ID numbers, barcodes, or RFID tags.
- Proof that the student accepts liability if the missing card is later misused.
2. Governing Law and Rules
| Topic | Primary Sources | Key Points |
|---|---|---|
| Nature of an affidavit | Rule 132, §34–35 Rules of Court | Affidavits are admissible as secondary written evidence. |
| Making a sworn statement | 2004 Rules on Notarial Practice | Must be signed in the presence of a Philippine notary public. |
| False statements | Revised Penal Code Art. 183–184 (Perjury & False Testimony) | Up to 6 years’ imprisonment, plus school disciplinary action. |
| Data privacy | RA 10173 (Data Privacy Act) | Schools must secure the affidavit and purge it when no longer needed. |
| Notarial fees | Sec. 12, Notarial Rules + local IBP chapter schedules | Typical fee: ₱100–₱300 for a one‑page jurat. |
No statute is devoted solely to “Affidavit of Loss for School ID”; instead, these general rules apply.
3. Who May Execute the Affidavit
- Students 18 years or older – sign for themselves.
- Minors (below 18) – parent or legal guardian signs in representation (Civil Code Art. 218).
- Emancipated minors (married students) sign personally.
4. Typical Contents (What Must Appear in the Text)
| Section | What to Include | Why It Matters |
|---|---|---|
| Title | “AFFIDAVIT OF LOSS (School ID)” | Clear subject for school and notary records. |
| Personal details | Full legal name, age, civil status, citizenship, address, student no. | Establish identity and competence. |
| Statement of ownership | Issuing school, ID number/barcode, date of issue. | Links affidavit to the specific document. |
| Circumstances of loss | Date, approximate time, place, and manner the ID was lost/destroyed; efforts to find it; a declaration that loss was not due to bad faith. | Shows diligence; helps school decide if a police blotter is also needed. |
| Undertaking | Commitment to surrender the old card if found and to hold school free from liability for misuse. | Protects school and future holders. |
| Prayer/relief | Request for issuance of a replacement school ID. | Essential for administrative action. |
| Oath clause | “I further say nothing.” + Jurat block signed before the notary. | Completes the sworn character. |
5. How to Draft—and Common Pitfalls
- Use first‑person singular (“I, Juan Dela Cruz…”) – no plural “we” unless multiple affiants sign.
- Keep paragraphs numbered and concise.
- Avoid absolutes like “permanently impossible to recover” unless truly certain.
- Insert a Data‑Privacy disclaimer if the school requests one (e.g., “I consent to the processing of my personal data for ID replacement purposes only”).
6. The Notarial Process (Step‑by‑Step)
- Print two copies on standard A4 bond paper.
- Bring one government‑issued ID (or, for minors, the parent’s ID and the student’s PSA birth certificate).
- Appear personally before any duly commissioned notary public in the Philippines.
- Sign in the presence of the notary; pay the fee; receive the notarized original plus one duplicate.
- Keep a digital scan; submit the original to the school registrar or student affairs office.
7. After the Affidavit: Getting the Replacement ID
| Step | Office | Typical Fee | Processing Time |
|---|---|---|---|
| File affidavit + request form | Registrar / ID Center | ₱150 – ₱500 (varies) | 1–10 working days |
| Pay lost‑ID penalty | Accounting / Cashier | Often included above | — |
| Claim new ID | ID Center | — | Show official receipt + any interim pass |
Some schools require a police blotter in addition to the affidavit if:
- the campus is inside an economic zone (PEZA zones often need a PNP stamp), or
- the ID doubles as an access card to dorms or e‑wallets.
8. Validity, Reuse, and Revocation
- Validity period – Generally indefinite, but most schools accept it only within 30–90 days of notarization for replacement requests.
- One affidavit per incident – If you lose the replacement card later, execute a new affidavit describing that second loss.
- Revocation – If the original ID resurfaces, notify the school in writing and surrender the old card; this protects you from allegations of bad faith.
9. Sample Template (One‑Page)
REPUBLIC OF THE PHILIPPINES )
___________________________ ) S.S.
AFFIDAVIT OF LOSS
(School ID)
I, ____________________________, Filipino, ___ years old, single/married,
residing at ____________________________________________, after having
been duly sworn, hereby depose and state:
1. That I am presently enrolled as a bona fide student of
______________________________ (School), with Student No. ___________;
2. That the School issued to me a Student Identification Card
bearing ID No. _____________ on __________________;
3. That on or about ____________ at around __:__ AM/PM, while
_______________________________________________, I discovered
that said ID was missing and despite diligent search, the same
could no longer be found;
4. That the loss was not due to my fault or negligence, and no person
is in possession of the said ID to the best of my knowledge;
5. That I am executing this Affidavit to attest to the foregoing facts
and to request the School for the issuance of a replacement student ID,
and to undertake to surrender the original should it be found.
IN WITNESS WHEREOF, I have hereunto set my hand this ___ day of
____________ 20__, at _____________________, Philippines.
_________________________________
Affiant
(Printed Name and Signature)
Government‑issued ID presented: _____________________
SUBSCRIBED AND SWORN to before me this ___ day of __________ 20__,
affiant exhibiting to me the above‑stated competent evidence of identity.
______________________________
Notary Public
Doc. No. _____; Page No. _____;
Book No. _____; Series of 20__.10. Frequently Asked Questions
| Q | A |
|---|---|
| Can I write the affidavit by hand? | Yes, but typing is preferred for legibility. |
| Do I need a lawyer? | No; any competent person may draft it. A lawyer is helpful when unusual facts (theft, fraud) are involved. |
| Police blotter or affidavit— which first? | If the school expressly requires a blotter, file it before or on the same day as notarization so the narrative matches. |
| What if I later recover the lost ID? | Immediately surrender it to the school; using both IDs can be treated as misconduct. |
| Can a classmate notarize for me? | They may if they are an independent, commissioned notary and you are not related within the fourth civil degree (to avoid disqualification under Notarial Rule §3[b]). |
11. Consequences of a False or Careless Affidavit
- Perjury (RPC Art. 183): arresto mayor to prision correccional (up to 6 years) and a fine.
- Administrative discipline: suspension or expulsion under most student handbooks.
- Civil liability: You may be charged for any losses caused by fraudulent use of the supposedly “lost” ID (e.g., library books, cash advances).
12. Practical Tips for Students
- Take a high‑resolution photo of both sides of every ID you own.
- Use a lanyard or badge holder with RFID shielding if your campus ID doubles as a payment card.
- Keep a second government ID handy; you will need it for notarization.
- Bundle the affidavit with the school’s own Request for Replacement Card to save another queue.
13. Key Takeaways
- An Affidavit of Loss is your legal assurance that a school ID is beyond recovery.
- Draft it carefully, sign it truthfully, and notarize it properly—small mistakes can delay your replacement or expose you to liability.
- Always consult your school’s student manual or registrar for institution‑specific rules on replacement costs, police reports, or validity periods.
Disclaimer: This article is for general informational purposes and does not constitute legal advice. For complex situations—or if criminal activity is suspected—consult a duly licensed Philippine lawyer.