Affidavit of Document Authenticity: Meaning, Purpose, and Sample Form
An Affidavit of Document Authenticity is a sworn legal statement confirming that a submitted document is genuine, true, and not falsified. It is commonly required by government agencies, schools, employers, financial institutions, embassies, and private organizations when receiving photocopies or digital copies of important records to verify that they accurately represent the original document.
This affidavit is particularly useful when the original document cannot be submitted due to loss, damage, retention by another office, or when only certified copies are allowed. It serves as proof that the affiant is attesting to the document’s validity under oath, subject to legal consequences if proven otherwise.
When Is an Affidavit of Document Authenticity Required?
This affidavit is typically required when submitting:
- Photocopies of school records
- Employment documents
- IDs and certificates (PSA, PRC, TESDA, etc.)
- Banking or financial requirements
- Visa and travel documents
- Supporting documents for legal or administrative processes
- Any document where authenticity must be formally assured
Some institutions may request additional verification, such as certified true copies or reference letters.
What Should Be Included in an Affidavit of Document Authenticity?
A proper affidavit should include the following:
- Affiant’s complete personal details
- Title and description of the document being authenticated
- Statement confirming the document is genuine and true
- Reason why the original cannot be submitted (if applicable)
- Purpose for which the affidavit is being executed
- Affiant’s signature and notarization section
Since the affidavit is sworn under oath, all details must be truthful and accurate.
Sample Affidavit of Document Authenticity (Editable Template)
Replace all bracketed fields below before printing and notarization.
REPUBLIC OF THE PHILIPPINES
[CITY / MUNICIPALITY]
[PROVINCE]
AFFIDAVIT OF DOCUMENT AUTHENTICITY
I, [FULL NAME OF AFFIANT], of legal age, [citizenship], [civil status], and residing at [complete address], after being duly sworn in accordance with law, hereby declare and state:
1. That I am the lawful owner/holder of the document identified as: [Title of Document – e.g., School Diploma, ID, Certificate, Employment Record].
2. That I hereby certify that the attached copy of said document is a true, correct, and faithful reproduction of the original, and that no alterations, changes, or falsifications have been made to it.
3. That the original of the document is [in my possession / lost / damaged / retained by an institution / temporarily unavailable], which is why only a copy is being submitted.
4. That I am executing this Affidavit of Document Authenticity to attest to the genuineness and authenticity of the document for submission to [agency, school, employer, bank, or office] and for any legal purpose it may serve.
IN WITNESS WHEREOF, I have hereunto affixed my signature this [day] day of [month, year] at [place of execution].
_________________________________
[FULL NAME OF AFFIANT]
Affiant
SUBSCRIBED AND SWORN to before me this [day] day of [month, year] at [place], the affiant having presented a valid government-issued ID as proof of identity:
ID Type and Number: [ID Number]
Date & Place of Issuance: [ID Issuance Details]
_________________________________
NOTARY PUBLIC
Doc. No. _____;
Page No. _____;
Book No. _____;
Series of _____.
Disclaimer: Some institutions may still require certified true copies or additional verification, depending on their policies.