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Affidavit for a lost document

Universities, RTOs, insurers, companies (for share certificates) and sub-registrars issue duplicates only against an affidavit stating how the original was lost, that it has not been pledged or transferred, and an indemnity. Many also want a police complaint (FIR or lost-article report) and a newspaper notice.

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Sample

I, Akhil Suresh, aged 29 years, son of Suresh Babu, residing at 8/44, Thrikkakara, Kochi, Kerala 682021, do hereby solemnly affirm and declare as under:

1. I passed the B.Tech (Computer Science) examination of APJ Abdul Kalam Technological University in June 2019, register no. TKM15CS041, and was issued the original degree certificate.

2. The said original degree certificate was lost on or around 3 September 2026 while shifting residence, and despite diligent search I have not been able to trace it.

3. I have lodged a complaint with the Thrikkakara Police Station, which has issued a certificate (no. 2041/2026) that the document is untraceable.

4. The said certificate has not been pledged, surrendered or handed over to any person or institution.

5. I request the University to issue a duplicate degree certificate, and I undertake to return the duplicate if the original is found. I indemnify the University against any claim arising from the issue of the duplicate.

Verification: Verified at Kochi on 26 October 2026 that the contents are true and correct.

Signed
Akhil Suresh, Deponent · attested by Notary Public

Names, numbers and dates above are examples. Replace them with yours.

What it must include

Exact description of the document: issuing body, number, date, name on it
How and roughly when it was lost
Police complaint / lost-article report number
The "not pledged or transferred" line
Indemnity and undertaking to return the duplicate
Verification and notary attestation

Common mistakes

Certificate number or register number wrong — the duplicate is issued from this.
No police complaint when the issuer requires one (most universities and all RTOs do).
Skipping the indemnity clause; share registrars and sub-registrars insist on it.

Stamp paper, notary and signing

Rs. 10–100 stamp paper by state; universities and RTOs often specify Rs. 20–100. Notarised. For a lost vehicle RC, the RTO wants Form 26 plus this affidavit and the FIR.

Common questions

Do I need an FIR or a GD entry?

Kerala Police issues a certificate for lost documents online (thuna.kerala.gov.in). An FIR is not registered for simple loss; the lost-article certificate is what issuers want.

Is a newspaper notice needed?

For share certificates, property documents and some universities, yes. Check the issuer's duplicate procedure.

Lost passport — same affidavit?

No. Passport Seva has its own Annexure F for lost or damaged passports, with a police report. Use that.

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This page is a template and general guidance for a common situation, not legal advice. Rules differ by state and office; check with the office that asked for the document. Last reviewed October 2026.