How to Generate an Affidavit of Mailing Philippines: Step-by-Step Tutorial

An Affidavit of Mailing is a sworn statement by the person who mailed a document or legal notice, attesting to the fact and details of the mailing. It serves as proof that a document was sent to a specific recipient at a specific address — a requirement in litigation (proof of service by mail under the Rules of Court), administrative proceedings, and corporate notice requirements.

Legalia automates the drafting. This tutorial walks you through the complete process of generating a notary-ready Affidavit of Mailing online — from logging in to saving a print-ready PDF — in five steps.

What you need before you start

A Legalia Pro subscription — subscribe here
The affiant's full name, civil status, and address (the person who physically mailed the document)
Description of the document mailed, the date mailed, and the post office location
The recipient's name and address, and the type of mail (registered or ordinary)
The postal registry receipt number, if available, to reference as an annex

Step 1: Log In and Open Your Dashboard

Sign in to your Legalia account at https://legalia.ph. After logging in you will land on the document library dashboard, which lists all available document types grouped by category — Affidavits, Contracts, Deeds, and more.

Legalia document library dashboard — grouped by Affidavits, Contracts, and other Philippine legal document types

Step 2: Select Affidavit of Mailing

Under the Affidavits category, click Affidavit of Mailing. The document editor opens in a two-panel layout:

Left panel — the guided form with all required and optional fields
Right panel — the live document preview, updated in real time

Every change you make in the form is immediately reflected in the preview — you always see exactly what will print.

Step 3: Fill In the Form

Complete the fields on the left panel. The form is divided into two sections:

Affiant Information

Field	Notes
Full Name	The person who physically mailed the document — not the lawyer or party, but the staff or individual who went to the post office
Civil Status	Single / Married / Widowed / Legally Separated
Address	Complete residential address including barangay, city/municipality, and province

Mailing Details

Field	Notes
Document Description	Brief description of what was mailed — e.g., "Notice of Hearing dated [date]," "Motion for Reconsideration," or "Copy of Complaint"
Date Mailed	Exact date the envelope was deposited at the post office
Post Office Location	Name and address of the post office where the document was deposited
Recipient Name and Address	Complete name and postal address of the person to whom the document was sent
Type of Mail	Registered mail or ordinary mail — registered mail with return card is preferred for proof of service
Purpose	State the context — e.g., "as proof of service by mail in Civil Case No. ___" or "as required by the Rules of Court"

Step 4: Review the Live Preview

The right panel shows the document exactly as it will print. Review the full text carefully — especially the affiant's identity, the mailing details, and the jurat block at the bottom.

The following optional tool appears at the top of the preview panel:

Polish with AI — rewrites the narrative paragraphs in formal legal Philippine English while preserving all facts. Useful for ensuring the language meets the formality expected in court filings.

Step 5: Print or Save as PDF

When the document looks correct, click the Print button in the action bar. Your browser's print dialog opens.

To print on paper: select your printer and click Print.
To save a PDF: change the Destination to Save as PDF. The output is a clean document with no UI chrome, headers, or footers — formatted for standard 8.5×11 or A4 paper with correct margins and line spacing for notarial use.

Bring the printout to your commissioned notary public for the affiant's oath and signature. Attach the postal registry receipt as an annex before filing.

That is the complete workflow — from opening the dashboard to a notary-ready Affidavit of Mailing.

Generate Your Affidavit of Mailing — Pro Plan Required

This document is available on the Legalia Pro plan. Subscribe to unlock unlimited generation, PDF export, and AI-assisted drafting.

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Frequently Asked Questions

Does Legalia replace the notary?

No. Legalia handles the drafting. The affiant still needs to sign the document before a commissioned notary public. Notarization is done the usual way — Legalia simply removes the writing step.

When is an Affidavit of Mailing required?

An Affidavit of Mailing is primarily required in court proceedings as proof of service by mail under the Rules of Court. It is also used in corporate notice requirements, administrative proceedings, and any situation where a party must prove that a document or notice was sent by mail to a specific recipient.

Who executes the Affidavit of Mailing?

The person who physically mailed the document executes the affidavit — typically a legal staff member, paralegal, or process server. It is not the lawyer who signs; it is the person who personally brought the envelope to the post office and deposited it for mailing.

Is registered mail required?

Under the Rules of Court, registered mail with a return card is the preferred mode of service by mail as it provides a traceable record. Service by ordinary mail is allowed but requires an additional showing that the ordinary mail was the only practicable mode of service. Check the applicable rule or court order for the specific requirement.

Should I attach the postal registry receipt?

Yes. The postal registry receipt (registered mail slip) should be attached as an annex to the affidavit. Courts and receiving offices routinely require the receipt as corroborating evidence that the mailing actually took place. Reference the receipt as an annex in the body of the affidavit.

Is Legalia free to use?

Yes. You can generate, preview, and print an Affidavit of Mailing on the Free plan with no credit card required. Premium plans unlock additional document types and AI-assisted drafting.

Can I edit the document after generating it?

Yes. Every field on the left panel is editable at any time. Changes are reflected in the preview instantly. You can also use the "Polish with AI" feature to refine the language before printing.

How to Generate an Affidavit of Mailing in the Philippines — Step-by-Step Tutorial