Common lost-document cases
Examples include vehicle titles, stock certificates, savings bonds, cashier's checks, diplomas and tax forms. Some agencies have a form for their own papers. Others accept a general affidavit. Ask the issuer first.
The issuer may also have rules on replacement fees and waiting periods.
What to say
State your name and address, describe the item, give identifying numbers or dates, say when you last saw it, what you did to look for it and that you have not sold or pledged it. If you later find it, you will return it. Keep sentences short and factual.
Do not add guesses. If you do not know a detail, say so.
How the signing works
Bring the unsigned affidavit and valid photo ID. You raise your hand and swear that the statements are true, then sign as the notary observes. The notary completes a jurat. Some issuers want a seal with a legible commission date.
The notary does not search for the item and does not confirm that it is lost.
Extras the issuer may request
Some institutions also want an indemnity bond or a stamp of approval on the signature from a financial firm, known as a medallion stamp. The notary cannot provide that. Those come from banks or brokers. A police report may be asked for a stolen item.
Make copies of everything you send.
Be accurate
The sworn statement has weight. If the original resurfaces and is used, the issuer may be harmed, and you could face trouble. If you are unsure whether the item is truly lost, search again before signing.
Keep your replacement documents together in a safe place afterward.
Scenario: a lost stock certificate
An older investor cannot find a paper stock certificate. The company's transfer agent sends a form for a lost certificate, which asks for an affidavit and an insurance bond fee. The investor fills in the details and swears to them before a notary.
The agent asks for a medallion stamp as well, which the investor obtains from her bank. The notary's role stays limited to the sworn statement. The new shares are issued in electronic form after the agent processes the file.
The lesson is that lost-document processes often have several parts. Read the whole instruction sheet, mark each piece, and complete them in the order the issuer lists. Missing even one piece sends the file back and costs weeks.
Take a few days to search before you sign. Check files, safe deposit boxes, old coat pockets, mail piles and anywhere a family member might have stored papers. Ask relatives, too. If you find the item after the affidavit is filed, contact the issuer immediately so they can cancel the replacement process. Honest follow-up keeps a simple loss from becoming a dispute.
Common questions
Can I use one affidavit for several lost items?
Usually each issuer wants its own.
Is a lost passport handled this way?
No. Passport replacement follows the State Department's process.
Is notarization always needed?
Only if the issuer requires it.
More notary guides
- Insurance Proof of Loss: Notarized Sworn Statements
- Notarizing a General Affidavit Step by Step
- School Enrollment Residency Affidavit Notarization
This guide is general information, not legal advice. Fees and procedures change; check with the office involved or an attorney for your situation.