📋 Affidavits & Statutory Declarations
What is an Affidavit of Loss in Kenya
— and How Do You Get One?
Lost your national ID, vehicle logbook, title deed, academic certificate, or passport? In Kenya, you cannot replace most official documents without first swearing an affidavit of loss. This guide tells you exactly what it is, how to get one, what it costs, and the fastest way to do it.
February 17, 2026
7 min read
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What is an Affidavit of Loss?
An affidavit of loss is a sworn legal declaration that you have lost a specific document or item. It is a formal statement made under oath before a Commissioner of Oaths, in which you confirm — under penalty of perjury — that the document is genuinely lost, not sold, transferred, or deliberately destroyed.
In Kenya, government agencies, banks, insurance companies, NTSA, KNEC, and many other institutions will not process a replacement for a lost document unless you first present a valid, commissioned affidavit of loss. It is the foundational legal step in the document replacement process.
📜 The Law
Affidavits in Kenya are governed by the Oaths and Statutory Declarations Act (Cap 15). The affidavit must be sworn before a person authorised to administer oaths — a Commissioner of Oaths, an advocate of the High Court, or a magistrate. A self-signed affidavit with no commissioner's stamp has no legal standing.
When Do You Need an Affidavit of Loss in Kenya?
You will need an affidavit of loss any time you want to replace an important document that has been lost, stolen, or destroyed. Here are the most common situations Kenyans face:
🪪
National ID Card
Required by the Registrar of Persons to process a replacement ID. You must also file a police abstract.
🚗
Vehicle Logbook
NTSA requires a sworn affidavit of loss to issue a duplicate logbook for your vehicle.
🏡
Title Deed
The Land Registry requires an affidavit of loss as part of the process to replace a lost title deed.
🎓
Academic Certificates
KNEC and universities require an affidavit before issuing certified copies of KCSE, KCPE, or degree certificates.
📘
Passport
The Department of Immigration requires an affidavit of loss when replacing a lost Kenyan passport.
🏦
Bank Documents
Banks require an affidavit when a cheque book, PIN mailer, or account document is reported lost.
📋
Share Certificate
The registrar of a company or the CMA requires an affidavit to replace a lost share certificate.
📄
Any Other Document
Insurance policies, birth certificates, marriage certificates, professional licences — an affidavit is almost always the first step.
What Does an Affidavit of Loss Contain?
A properly drafted affidavit of loss must state the following clearly and accurately:
Your full details — your legal name, ID number, and physical address. These must exactly match what is on the lost document.
A precise description of the lost document — what the document is, its reference number or serial number if known, and who issued it (e.g., "Kenya National Examinations Council KCSE Certificate, Index No. XXXX, issued in 2015").
How and when it was lost — a brief, honest account of the circumstances under which the document was lost or stolen.
That you have not sold or transferred it — this is a critical legal statement. You are confirming you have not disposed of the document and that it is genuinely missing.
That you will surrender the original if found — many institutions require this clause to protect themselves from fraud.
Your signature and oath — sworn before and stamped by a Commissioner of Oaths.
⚠️ Be Truthful
An affidavit is a sworn legal statement. Making a false statement in an affidavit is perjury, a criminal offence under the Penal Code (Cap 63) punishable by up to seven years' imprisonment. Always ensure every detail in your affidavit is accurate.
Step-by-Step: How to Get an Affidavit of Loss in Kenya
01
File a Police Abstract (where required)
For a lost national ID, passport, or logbook, go to your nearest police station and report the loss. You will be issued a police abstract — a document confirming your report. Keep this — some institutions require it alongside the affidavit. For academic certificates and most other documents, a police abstract is not always mandatory but is good practice.
02
Download Your Affidavit of Loss Template
Get the Sheria.ke Affidavit of Loss template — lawyer-drafted, Kenya law compliant, and accepted by all government agencies. The template comes in Word format so you can fill in your specific details. It covers all documents including IDs, logbooks, title deeds, certificates, and more.
03
Fill in Your Details Accurately
Open the Word document and fill in your full name, ID number, address, the description of the lost document, and the circumstances of the loss. Double-check every detail — especially the document reference number if you have it. Do not sign yet — you must sign in front of the Commissioner.
04
Print Two Copies
Print at least two copies of the completed affidavit. Bring both to the Commissioner of Oaths — one will be retained by the commissioner and one will be stamped and returned to you.
05
Appear Before a Commissioner of Oaths
Take your printed affidavit and your original national ID to a Commissioner of Oaths. You will be asked to read the affidavit, confirm its contents are true, and then sign it in their presence. The commissioner will then administer the oath, sign, and affix their official stamp. This stamped document is now legally valid.
06
Use the Commissioned Affidavit to Replace Your Document
Take your stamped affidavit, police abstract (if required), your ID, and any other required documents to the relevant office — NTSA, Land Registry, KNEC, Immigration, your bank, or wherever your replacement is being processed. The stamped affidavit is the key that unlocks the replacement process.
Skip the Queue — Get Your Template Now
Download our lawyer-drafted Affidavit of Loss template in Word format. Fill in your details, print, and take it straight to a Commissioner of Oaths. Accepted by NTSA, Land Registry, KNEC, Immigration, and all Kenyan banks.
Instant download · Word format · Ready to fill in · Kenya law compliant 2026
How Much Does an Affidavit of Loss Cost in Kenya?
The total cost of getting an affidavit of loss in Kenya depends on where you go to have it commissioned. Here is a breakdown:
| Item |
Where |
Cost |
| Affidavit template |
Sheria.ke |
KSh 300 |
| Commissioning at Magistrate's Court |
Nearest courthouse |
KSh 200 – 500 |
| Commissioning at a law firm |
Any advocate's office |
KSh 500 – 2,000 |
| Commissioning via Sheria.ke partner firm |
Ochieng Omollo & Co. Advocates |
KSh 2,000 |
| Police abstract (if needed) |
Nearest police station |
KSh 50 – 100 |
| Total (budget option) |
Template + Magistrate |
From KSh 500 |
| Total (convenient option) |
Template + Ochieng Omollo |
KSh 2,300 |
✅ Pro Tip — Same Day Service
If you book through Ochieng Omollo & Co. Advocates via Sheria.ke, you can have your affidavit commissioned the same day — no waiting at a courthouse, no queues. The KSh 2,000 fee covers commissioning of one affidavit at their Nairobi office. Book your appointment here →
Where Can You Get an Affidavit Commissioned in Kenya?
You have several options for finding a Commissioner of Oaths in Kenya:
Magistrate's Courts — Every Magistrate's Court in Kenya has a Commissioner of Oaths on duty. This is the most affordable option. Go early in the morning, bring your printed affidavit and original ID. The queue can be long, especially in Nairobi.
Law firms — Any advocate admitted to the High Court of Kenya is authorised to administer oaths. Most law firms charge between KSh 500 and KSh 2,000 for commissioning. No appointment is usually needed for simple affidavits.
Banks — Some bank branches have a Commissioner of Oaths on site, particularly for bank-related affidavits. Check with your bank.
Sheria.ke Partner Firm — Ochieng Omollo & Co. Advocates offer same-day commissioning for Sheria.ke customers at KSh 2,000. This is the fastest, most professional option with no risk of your affidavit being rejected due to formatting errors.
Will My Affidavit Be Accepted?
A commissioned affidavit is legally valid across Kenya. However, some institutions are particular about the wording of the affidavit. NTSA, for example, has specific requirements for logbook replacement affidavits. KNEC requires certain language for certificate replacement.
This is why using a lawyer-drafted template matters. A generic or poorly worded affidavit can be rejected, forcing you to start the process again. The Sheria.ke Affidavit of Loss template is drafted by qualified advocates and uses language that is accepted across all Kenyan government agencies and financial institutions.
⚠️ Watch Out for Cyber Café Templates
Many people in Kenya get their affidavits typed at cyber cafés using old, poorly formatted templates. While these are sometimes accepted, they are frequently rejected by NTSA and Land Registry for missing clauses or incorrect wording. A KSh 300 professionally drafted template is cheap insurance against wasted time and frustration.
Frequently Asked Questions
How much does an affidavit of loss cost in Kenya?
The template costs KSh 300 on Sheria.ke. Commissioning by a Commissioner of Oaths costs between KSh 200 (Magistrate's Court) and KSh 2,000 (law firm). The total out-of-pocket cost is typically KSh 500 to KSh 2,300.
Do I need a police abstract for an affidavit of loss?
It depends on the document. For a national ID, passport, and vehicle logbook, a police abstract is required or strongly recommended. For academic certificates, bank documents, and most other documents, a police abstract is not always mandatory but adds credibility to your affidavit.
How long does it take to get an affidavit of loss in Kenya?
The process can be done in a single day if you are efficient. Download the template, fill it in, print it, and take it to a Commissioner of Oaths. At a Magistrate's Court, allow 1–3 hours including waiting time. At a law firm like Ochieng Omollo & Co., same-day appointments are available.
Can I use one affidavit for multiple lost documents?
Generally, no. Each institution will require an affidavit that specifically mentions the document they are replacing. You may need separate affidavits for, say, a lost ID and a lost logbook. However, one affidavit can cover multiple items lost at the same time if properly drafted — for example, "a wallet containing a national ID card, KCB ATM card, and KSh 2,000 cash."
What if I find the lost document after swearing the affidavit?
If you find the document, you must not use both the original and the replacement simultaneously — that would be fraudulent. Most affidavits include a clause requiring you to surrender the original to the issuing authority if found. Contact the relevant institution for guidance on how to proceed.
Is an affidavit of loss the same as a statutory declaration?
They are very similar and sometimes used interchangeably. Both are sworn statements before a Commissioner of Oaths. An affidavit is more commonly used in court or legal proceedings, while a statutory declaration is used for administrative purposes. For document replacement purposes in Kenya, both are accepted and the terms are often used interchangeably.
Ready to Replace Your Lost Document?
Get your Sheria.ke Affidavit of Loss template — drafted by Ochieng Omollo & Co. Advocates and accepted by NTSA, Land Registry, KNEC, Immigration, and all Kenyan banks and institutions.
Instant download · Word format · Lawyer-drafted · Kenya law compliant 2026
⚖️
Ochieng Omollo & Co. Advocates
Exclusive Legal Partner · Sheria.ke
Ochieng Omollo & Co. Advocates is a full-service Kenyan law firm whose advocates are admitted to the Roll of the High Court of Kenya. The firm specialises in commercial law, property and conveyancing, employment law, and dispute resolution. All Sheria.ke document templates are drafted and verified by the firm's qualified advocates.
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