Lost Document Affidavit in India: Meaning, Importance and How to Make One

October 28, 2026

Losing an important document can create stress, especially when you need it for official work, banking, education, employment, or legal purposes. Documents such as educational certificates, vehicle registration certificates, identity cards, and property-related papers may be difficult to replace without the required formalities.

In such situations, a Lost Document Affidavit may be required to declare that a document has been lost and provide details about the circumstances. Depending on the document and the issuing authority, you may also need to file a police report and apply for a duplicate copy.

This blog explains what a lost document affidavit is, when it may be needed, and how to prepare one in India.

What Is a Lost Document Affidavit?

A Lost Document Affidavit is a written declaration made by a person stating that a particular document has been lost, misplaced, or is no longer in their possession.

It generally includes the person’s identity details, information about the missing document, the approximate date and circumstances of the loss, and a declaration that the information provided is true.

The affidavit may be requested by an institution or government authority while processing an application for a duplicate document. However, it is not mandatory for every type of lost document. Requirements vary depending on the document and the relevant authority.

For example, the official Parivahan guidelines for a duplicate vehicle Registration Certificate (RC) list an affidavit stating that the RC is lost and has not been impounded among the required documents.

When Is a Lost Document Affidavit Required?

A lost document affidavit may be requested in several situations.

1. Loss of Educational Certificates

If you lose a school certificate, marksheet, degree, or other educational document, the issuing board or university may ask for a declaration, police report, or other supporting documents before issuing a duplicate.

The exact process depends on the institution.

2. Loss of Vehicle Documents

If your vehicle’s Registration Certificate is lost, you may need to report the loss and apply for a duplicate RC. The official Parivahan process includes an application in Form 26 and an affidavit, along with other applicable documents.

3. Loss of a Passport

A lost passport requires a specific procedure through the relevant passport authority. Passport Seva provides a specimen affidavit for a lost or damaged passport, but applicants should follow the current instructions for passport reissue and reporting the loss.

4. Loss of Identity Cards or Other Official Documents

An affidavit or police report may be requested when documents such as identity cards, licences, or other official records are lost.

Some state police departments also provide online lost-document reporting facilities. For example, Delhi Police provides an online service for reporting lost articles and documents within Delhi.

If a property-related document is missing, the appropriate procedure depends on the type of document and the authority that issued or maintains the record. An affidavit may be one part of the process, but additional formalities may be necessary.

What Details Should a Lost Document Affidavit Include?

A properly drafted affidavit should generally contain the following information:

Full name: Name of the person making the declaration.
Address: Current residential address and other identification details, where required.
Document details: Name of the lost document, document number, issuing authority, and date of issue, if known.
Date and place of loss: Approximate date, time, and location where the document was lost, if known.
Circumstances of loss: A brief and truthful explanation of how the document went missing.
Declaration: A statement confirming that the information provided is true to the person’s knowledge.
Date and place of execution: Details of when and where the affidavit is made.
Signature and attestation: Signature of the person making the declaration and the required notarisation or other attestation, if applicable.

The contents should be adapted to the requirements of the authority receiving the affidavit. Do not include information that you cannot truthfully confirm.

How to Make a Lost Document Affidavit in India

Follow these general steps to prepare a lost document affidavit.

Step 1: Identify the Missing Document

First, identify the exact document you have lost. Collect any available photocopy, scanned copy, document number, or related record.

Step 2: Check the Issuing Authority’s Requirements

Contact the relevant authority or check its official website to confirm whether an affidavit is required. Find out whether a police report, application form, indemnity bond, or other supporting document is also necessary.

Step 3: Draft the Affidavit

Prepare the affidavit with your personal details, document information, circumstances of loss, and declaration. Use the prescribed format if the authority provides one.

Step 4: Complete Stamp Duty and Attestation Formalities

Check the applicable state requirements for stamp paper or other permitted execution methods, as well as notarisation or attestation. These requirements can differ by jurisdiction and document type.

Step 5: Report the Loss Where Required

File a lost-document report with the relevant police authority if required. If you suspect theft or another crime, contact the police and follow the appropriate complaint procedure.

Step 6: Apply for a Duplicate Document

Submit the affidavit and other required documents to the issuing authority. Keep copies of the application, police acknowledgement, and any submission receipt for your records.

Is a Police Report Necessary for a Lost Document Affidavit?

Not in every case. Some authorities may accept an affidavit or other declaration, while others require a police report or a specific lost-document report.

For instance, Tamil Nadu Police offers a Lost Document Report service for certain documents, including passports, vehicle RCs, driving licences, and educational certificates.

If a document was stolen rather than simply misplaced, report the suspected theft to the police and follow their guidance. A lost-document report should never be used to misrepresent a theft or conceal the actual circumstances.

Common Mistakes to Avoid

When preparing a lost document affidavit, avoid these common mistakes:

Providing incorrect document numbers or personal details.
Giving an inaccurate date or explanation of the loss.
Assuming that the same affidavit format works for every document.
Skipping a police report when the relevant authority requires one.
Assuming that notarisation automatically replaces mandatory registration or other formalities.
Making a declaration that the document was lost when it is actually held by another person or institution.

Accuracy is important because the affidavit is a formal declaration that may be relied upon during the duplicate-document process.

Frequently Asked Questions

1. Can I make a lost document affidavit online?

You may be able to prepare the draft online. However, signing, stamping, notarisation, or other execution requirements depend on the applicable rules and the receiving authority.

2. Is a lost document affidavit valid without a police report?

It may be sufficient for some purposes, but not for all. Check the specific requirements of the authority issuing the duplicate document.

3. Is stamp paper required for a lost document affidavit?

The applicable stamp duty and execution method depend on the state, the nature of the declaration, and the requirements of the receiving authority.

4. Can I use one affidavit for multiple lost documents?

This depends on the receiving authority’s requirements. Some authorities may require separate declarations or prescribed forms for different documents. Confirm the format before submitting your application.

5. Does a lost document affidavit automatically get me a duplicate document?

No. An affidavit is supporting documentation where required. The issuing authority may ask for additional documents and will process the duplicate application under its applicable rules.

Conclusion

A Lost Document Affidavit can help formally document the loss of an important document and support an application for a duplicate copy. The correct process depends on the type of document, the issuing authority, and the applicable state requirements.

Before preparing the affidavit, verify whether you also need a police report, a prescribed declaration, or other supporting documents. Providing accurate information and following the correct procedure can help prevent delays.

Legal Disclaimer: This article is for general informational purposes only and does not constitute legal advice. Requirements for lost-document affidavits vary by state, document type, and issuing authority. Always verify the applicable procedure before submitting an affidavit or applying for a duplicate document.

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