Drafting an Affidavit of Loss for School ID Replacement in the Philippine Context: Everything You Need to Know

An Affidavit of Loss is a sworn statement declaring that a specific document or item—such as a School ID—has been lost. In the Philippines, many institutions (schools, banks, government offices, and private establishments) require an Affidavit of Loss as proof or documentation when processing a replacement. For students who need a new School ID because it was lost, an Affidavit of Loss is typically mandatory. This guide covers all key points about preparing an Affidavit of Loss for a School ID replacement, from legal bases to practical tips.

1. Legal Basis and Importance

Affidavit as a Legal Document
- An affidavit is a written statement of facts, sworn under oath before a notary public.
- Under Philippine law (particularly under the 2004 Rules on Notarial Practice), affidavits must be executed voluntarily and under oath to be valid.
- It serves as formal evidence that you have truthfully declared the loss of an item—in this case, your School ID.
Why Schools Require an Affidavit of Loss
- School IDs often double as official identification documents and are recognized by some government and private institutions.
- By requiring an Affidavit of Loss, the school ensures there is a formal record of the loss. This can help prevent fraudulent use of a lost ID.
Affidavit of Loss vs. Police Report
- An Affidavit of Loss focuses on a sworn statement from the student or ID owner regarding how the loss happened.
- A Police Report is typically filed in cases of theft or suspicious circumstances.
- Some schools only require an Affidavit of Loss. Others may ask for a police report if foul play is suspected (like theft). Always check your school’s policy.

2. When to Prepare an Affidavit of Loss

Immediate Need
- If the School ID is a requirement for day-to-day access (e.g., for campus entry or transactions), you may need to replace it as soon as possible. The Affidavit of Loss is the first step.
Renewals or Replacements
- Certain schools may not issue a replacement ID without documented proof of loss, and the school’s administrative or registrar’s office might explicitly list an Affidavit of Loss as a prerequisite.
Preventive Measure Against Misuse
- If your lost School ID ends up in the hands of an unauthorized person, your Affidavit of Loss can protect you from liability or suspicion of misuse of the missing ID.

3. Elements of a Valid Affidavit of Loss

An Affidavit of Loss must contain the following essential parts to be considered valid:

Title
- The document should be clearly labeled “Affidavit of Loss.”
- Some people choose to be more specific, for instance: “Affidavit of Loss of School ID.”
Affiant’s Details
- Full legal name of the person executing the affidavit (the “Affiant”).
- Citizenship (e.g., Filipino).
- Address (permanent or current address).
Acknowledgment of Age and Capacity
- If the Affiant is a minor (which is common for students), some schools may require a parent or guardian to execute or co-sign the affidavit.
- If the student is already of legal age (18 years and above), they can execute the Affidavit of Loss on their own.
Statement of Voluntariness
- The statement must indicate that the Affiant is executing the document voluntarily, without coercion, and that the statements are true to the best of their knowledge.
Facts Surrounding the Loss
- Date or approximate date when the School ID was discovered missing.
- Place or circumstances of how the ID was lost (e.g., misplaced, stolen, left in a taxi, etc.).
- Any relevant details: If theft is suspected, note that you have or have not filed a police report.
Declaration of Effort to Locate
- A simple line stating efforts made to search or recover the School ID but to no avail.
Purpose of the Affidavit
- Explicitly mention that the affidavit is being executed to request and facilitate the replacement of a lost School ID.
Affiant’s Oath and Signature
- The Affiant must swear under oath that the contents of the affidavit are true and correct.
- Signature or thumb mark of the Affiant must appear at the bottom of the affidavit.
Notarial Acknowledgment
- The affidavit must be notarized by a duly commissioned Notary Public.
- The notarial acknowledgment certifies that the Affiant personally appeared before the Notary Public, presented a valid ID, and took an oath.

4. Step-by-Step Procedure in Drafting and Executing an Affidavit of Loss

Gather Necessary Information
- Gather your personal details, including name, address, citizenship, and details about when and how the School ID was lost.
- If you are a minor, coordinate with your parent or legal guardian to co-execute the affidavit if required by school policy.
Prepare the Draft
- You can write your own affidavit following a standard format, or you can use a template from your school’s registrar’s office.
- Make sure all mandatory sections are included (see above).
Review and Finalize
- Read through the affidavit to ensure accuracy and clarity.
- Check grammar and spelling, as errors can cause confusion or require you to re-execute.
Have it Notarized
- Bring valid government-issued IDs to present to the Notary Public (if you are of legal age).
- If you are a minor, your parent or guardian must have a valid ID and be prepared to sign on your behalf or alongside you, depending on your school’s rules.
- Pay the notarial fee (standard notarial fees vary but typically range from PHP 100 to PHP 500 or more, depending on location).
Submit to the School
- Once notarized, submit the original notarized copy of the Affidavit of Loss to the designated office (e.g., Registrar, Student Affairs, or ID Processing Unit).
- Keep a photocopy for your own records.

5. Sample Template: Affidavit of Loss (School ID)

Below is a simplified sample template you can adapt:

REPUBLIC OF THE PHILIPPINES )
___________________________ ) S.S.

                AFFIDAVIT OF LOSS

I, [Full Name of Affiant], of legal age, Filipino, single/married, and with residence address at [Complete Address], after having been duly sworn to in accordance with law, hereby depose and state:

1. That I am a student of [Name of School/University], currently enrolled in [Year Level/Program] under student ID No. [Old Student ID Number, if known];

2. That on or about [Date of Loss], I discovered that my School Identification Card (ID) was missing/lost. I took all reasonable steps to locate the same but to no avail;

3. That I am executing this Affidavit of Loss to attest to the fact of such loss and to request the issuance of a replacement ID by [Name of School/University];

4. That I attest to the truth of the foregoing statements and I execute this affidavit freely and voluntarily in accordance with the laws of the Republic of the Philippines.

IN WITNESS WHEREOF, I have hereunto set my hand this ___ day of ___________ 20___, in [City/Municipality], Philippines.

_______________________
[Affiant’s Signature]
[Printed Name]

SUBSCRIBED AND SWORN to before me this ___ day of ___________ 20___, affiant exhibiting to me his/her [Type of Government ID, Number, and Date/Place of Issue].

Doc. No. ____;
Page No. ____;
Book No. ____;
Series of 20__.

6. Special Considerations

Minors and Guardians
- If you are below 18 years old, confirm whether the school requires the presence or signature of your parent/guardian on the affidavit.
- Schools often have internal policies or forms designed for minors, so always check with the Registrar’s Office first.
Lost/Stolen School ID with Official Stickers or Holograms
- Some school IDs have security features. If your school uses these, they may need a separate written declaration that these features are also lost.
- This can protect you if someone tries to use a lost/stolen ID with intact school holograms.
Multiple Copies
- Always keep at least one photocopy or scanned copy of your Affidavit of Loss.
- If the school or any other institution asks for a certified true copy, you can request one from the Notary Public or have multiple original notarized copies prepared.
Fee Waivers or Discounts
- Some schools may waive or reduce the notarial or replacement fee under certain circumstances (e.g., if the ID was lost during a campus emergency).
- Inquire if your school’s policies provide any financial assistance.
Time Constraints
- The requirement to replace a School ID might have deadlines, especially if the ID is needed for taking exams, registering subjects, or accessing campus.
- Process your Affidavit of Loss early enough so it does not delay your school transactions.
Additional Documentary Requirements
- Aside from the Affidavit of Loss, some schools may request:
  - A police report if the loss involved theft.
  - A letter of request addressed to the school administration.
  - Old ID pictures to help identify you in your student records.

7. Common Mistakes to Avoid

Omitting Key Details
- Make sure to include the date of loss and a brief explanation of circumstances. Omitting these details may cause questions or delays.
Failure to Have the Document Notarized
- An unsigned, unnotarized statement is not a valid affidavit. It will not hold legal weight in most official processes.
Using Outdated Templates
- Some schools require specific language in their affidavits. Verify with your Registrar’s Office to ensure your affidavit meets their format standards.
Not Verifying ID Requirements Before Going to a Notary
- If you cannot show a valid ID to the Notary, they will not notarize your document. Make arrangements to present the correct identification or have a guardian present if you are a minor.
Not Asking for School-Specific Instructions
- Each school may have slightly different requirements. Always confirm the institution’s rules to avoid resubmission.

8. Practical Tips

Check with Your School
- Many schools provide ready-made Affidavit of Loss forms that you can simply fill out. This ensures accuracy and saves time.
Budget for Fees
- Notary fees can vary depending on your area; inquire ahead.
- The cost of a replacement ID can also vary from school to school.
Plan Ahead
- If you lose your ID near exam periods or important enrollment dates, speed up the process by getting the affidavit done quickly.
Electronic Copies
- After notarization, scan an electronic copy of the affidavit for your own records.
- This can be helpful if you need to reference the affidavit in the future.
Keep it Professional and Error-Free
- Although it’s a relatively simple document, ensure it is free from typographical errors, especially regarding names, dates, or addresses.

9. Conclusion

An Affidavit of Loss for a School ID is a straightforward but vital legal document in the Philippines. Schools typically require it as an official statement that a student’s identification card has indeed been lost, paving the way for the issuance of a replacement. Ensuring that your affidavit is accurate, complete, and properly notarized will make the replacement process smoother and protect you in case your lost ID is misused.

Remember:

Always check your school’s specific requirements.
Follow the fundamental elements of an affidavit (personal information, details of the loss, sworn statement, notarization).
Store copies of the notarized affidavit for future reference.

By understanding and following these guidelines, you’ll avoid common pitfalls and expedite the replacement of your School ID.