An Affidavit of Loss Letter is a crucial legal instrument used across Canada when individuals or organizations need to formally declare the loss of important documents, securities, or property. This sworn statement, governed by federal legislation such as the Canada Evidence Act and provincial notarial laws, provides legal protection and facilitates the replacement of lost items. The document must be executed before a Commissioner of Oaths or Notary Public and typically includes detailed information about the lost item, circumstances of loss, search efforts undertaken, and an indemnification clause. It is commonly required by banks, government agencies, and other institutions when dealing with lost certificates, identification documents, or valuable items. The affidavit serves both as an official record of the loss and as a legal safeguard against potential fraudulent claims.
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1. Title and Introduction: Formal title 'AFFIDAVIT OF LOSS' and introductory statement identifying the declarant with full legal name and address
2. Declarant Information: Detailed information about the declarant including occupation, relationship to the lost item, and contact details
3. Description of Lost Item: Detailed description of the lost item including identifying features, numbers, dates, and any relevant registration or serial numbers
4. Circumstances of Loss: Detailed account of when, where, and how the item was lost or misplaced
5. Search Efforts: Description of all efforts made to locate the lost item
6. Statement of Truth: Declaration that the item has not been sold, transferred, or otherwise disposed of
7. Indemnification Statement: Statement accepting responsibility and agreeing to return the original if found
8. Sworn Statement: Formal closing statement declaring the truth of the contents
9. Execution Block: Space for signature, date, and notary/commissioner details
1. Value Declaration: Section stating the monetary value of the lost item - required when the lost item has significant financial value
2. Previous Ownership History: Details of how and when the item was acquired - included when proving ownership is important
3. Police Report Reference: Details of any police report filed - included when the loss may involve theft or criminal activity
4. Replacement Request: Specific request for replacement of the lost item - included when the affidavit is being used to obtain a replacement document
5. Third Party Declarations: Statements from witnesses who can verify ownership or loss - included when additional verification is helpful
1. Schedule A - Supporting Documents: Copies of any relevant documentation proving original ownership or existence of the lost item
2. Schedule B - Police Report: Copy of police report if one was filed
3. Schedule C - Photographs: Pictures of the lost item if available
4. Schedule D - Search Documentation: Records of advertisements, notices, or other public searches conducted
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Relevant Teams
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Document Control
Records Management
Corporate Secretariat
Human Resources
Operations
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Relevant Roles
Legal Counsel
Corporate Secretary
Compliance Officer
Risk Manager
Administrative Assistant
Document Control Specialist
Records Manager
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Notary Public
Commissioner of Oaths
Claims Adjuster
Bank Manager
Securities Administrator
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Human Resources Manager
Executive Assistant
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