Affidavit of Mailing Template Philippines — Sample & Guide

What Is an Affidavit of Mailing?

An Affidavit of Mailing is a sworn declaration by the person who mailed a document, confirming that a specific pleading, notice, or legal document was placed in a properly addressed and sealed envelope and deposited with the Philippine postal service (PhilPost) for mailing to the addressee.

Under the Revised Rules of Court (Rule 13, Section 7), service of pleadings and other papers by registered mail must be evidenced by a registry receipt and an Affidavit of Mailing stating the full circumstances of the mailing. This document is a foundational piece of litigation support work performed daily in Philippine law offices.

Legal Basis: Rules of Court, Rule 13

Under the 2019 Amendments to the Rules of Civil Procedure:

Service by registered mail is complete upon actual receipt by the addressee, or after 5 days from the date the first notice is sent to the addressee
Proof of service by mail consists of: (a) the official registry receipt from PhilPost and (b) the Affidavit of Mailing
Both must be attached to the copy filed with the court
Note: Personal service and electronic service now take priority — registered mail is a fallback when these are not practicable

Required Facts in an Affidavit of Mailing

Affiant's identity — full name, position (e.g., secretary, paralegal, counsel)
Document mailed — exact title of the pleading or document
Case title and docket number (for court filings)
Name and address of addressee — exactly as addressed on the envelope
Date of mailing
Post office where mailed
Registry receipt number — to be attached as annex

Free Affidavit of Mailing Template

REPUBLIC OF THE PHILIPPINES)

PASIG CITY) S.S.

AFFIDAVIT OF MAILING

I, Juan Dela Cruz, single, Filipino, of legal age, and with office address at 5th Floor, Ortigas Tower, Pasig City, after being duly sworn in accordance with law, hereby depose and state that:

1. That I am the Legal Secretary of the Manalo & Associates Law Offices;

2. That on January 10, 2026, I served a copy of the Position Paper upon the following:

Atty. Maria Santos

456 Mabini Street, Barangay Poblacion, Makati City

Clerk of Court, RTC Branch 56

Quezon City Hall of Justice

by registered mail, by depositing the copies in the post office in sealed envelopes, plainly addressed to the said addressees, with postage fully paid, and with instruction to the postmaster to return the mails to the sender after ten (10) days, if undelivered, as evidenced by Registry Receipt Nos. RR-12345, RR-12346 corresponding to the said addressees, together with the corresponding registry return cards, if available, copies of which are hereto attached as Annexes “A” and “B”;

3. That the foregoing facts are true and correct to the best of my personal knowledge and belief.

I am executing this affidavit for the purpose of complying with the Rules of Court on proof of service by registered mail, and for whatever legal purpose it may serve.

IN WITNESS WHEREOF, I have hereunto set my hand this January 15, 2026 at Pasig City, Philippines.

JUAN DELA CRUZ

Affiant

SUBSCRIBED AND SWORN to before me this January 15, 2026 at Pasig City, Philippines, Affiant exhibited to me his/her Driver's License bearing No. N01-23-456789 issued on May 10, 2023 at Pasig City.

NOTARY PUBLIC

Doc. No. ;

Page No. ;

Book No. ;

Series of .

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Frequently Asked Questions

What is an Affidavit of Mailing in the Philippines?

An Affidavit of Mailing is a sworn declaration by the person who mailed a document — such as a pleading, notice, or demand letter — attesting that it was placed in a sealed envelope addressed to the recipient and deposited with the Philippine post office or courier for mailing. It proves service by mail in litigation and administrative proceedings.

When is an Affidavit of Mailing required?

It is required whenever a party serves pleadings, notices, or court processes by mail under the Revised Rules of Court or rules of administrative agencies. Under Section 7, Rule 13 of the Rules of Court, service by mail is complete upon mailing, and proof of such service is established by an Affidavit of Mailing.

What must be attached to an Affidavit of Mailing?

The official registry receipt from the Philippine Post Office (PhilPost) must be attached to the Affidavit of Mailing as proof that the document was indeed mailed. Without the registry receipt, the affidavit alone may be challenged.

Who executes an Affidavit of Mailing?

The person who physically performed the mailing — typically the lawyer's secretary, law office staff, or the lawyer themselves. The affiant must have personal knowledge that the correct document was placed in the envelope and mailed.

Is an Affidavit of Mailing the same as proof of service?

An Affidavit of Mailing is the primary form of proof of service by mail in Philippine courts and administrative proceedings. It must be filed with the court or agency alongside or as part of the Proof of Service required by the rules.

Affidavit of Mailing Template Philippines: Proof of Service by Mail