Affidavit of Explanation: Meaning, Purpose, and Sample Form
An Affidavit of Explanation is a sworn written statement used to explain a particular situation, event, mistake, discrepancy, or circumstance that requires clarification. This affidavit is often required by government agencies, schools, employers, financial institutions, courts, and other organizations when a formal explanation must be documented under oath.
It is commonly used to justify late submissions, incorrect entries, missing documents, violations, inconsistencies in records, or any matter that needs an official written explanation. Since the affidavit is executed before a notary public, all statements must be truthful and based on personal knowledge.
When Do You Need an Affidavit of Explanation?
This affidavit may be required in various situations such as:
- Explaining discrepancies in documents or records.
- Justifying delayed submissions or compliance.
- Clarifying incorrect entries such as names, dates, or identification numbers.
- Providing context for violations, misunderstandings, or unintentional errors.
- Explaining lost, damaged, or missing documents.
- Supporting appeals, requests, or administrative reviews.
Supporting records such as IDs, receipts, letters, or screenshots may also be required by the requesting office.
What Should Be Included in an Affidavit of Explanation?
A complete Affidavit of Explanation must include:
- Affiant’s full personal details.
- A clear and factual explanation of the situation.
- Relevant dates, events, and circumstances.
- Reason for the error, delay, or issue.
- Statement of acknowledgement and assurance of correction.
- Purpose for issuing the affidavit.
- Affiant’s signature and notarization section.
The explanation should be concise, honest, and specific to the matter being addressed.
Sample Affidavit of Explanation (Editable Template)
Below is a clean, professional template. Replace all bracketed items with your information.
REPUBLIC OF THE PHILIPPINES
[CITY / MUNICIPALITY]
[PROVINCE]
AFFIDAVIT OF EXPLANATION
I, [FULL NAME OF AFFIANT], of legal age, [citizenship], [civil status], and residing at [complete address], after being duly sworn in accordance with law, hereby depose and state:
1. That I am executing this Affidavit to explain the circumstances regarding [state the issue, discrepancy, or situation].
2. That the explanation for this matter is as follows: [provide a clear and factual explanation, including dates and relevant details].
3. That the said issue occurred due to [state reason: mistake, oversight, emergency, technical issue, misunderstanding, etc.], and was not done with intent to mislead or violate any rule or policy.
4. That I assure the concerned office that appropriate measures have been taken to correct or prevent recurrence of the situation, including [state action taken or planned].
5. That I am executing this Affidavit of Explanation to comply with the requirements of [agency/company/school/government office] and for any legal purpose it may serve.
IN WITNESS WHEREOF, I have hereunto set my hand this [day] day of [month, year] at [place of execution].
_________________________________
[FULL NAME OF AFFIANT]
Affiant
SUBSCRIBED AND SWORN to before me this [day] day of [month, year] at [place], affiant presenting the following valid ID:
ID Type and No.: [ID type and number]
Date & Place of Issuance: [details]
_________________________________
NOTARY PUBLIC
Doc. No. _____;
Page No. _____;
Book No. _____;
Series of _____.
Disclaimer: This template is for general guidance only. Requirements may vary depending on the requesting agency or institution. For legal issues, consult a licensed attorney.