I. Introduction

In the Philippines, an NBI Clearance is one of the most commonly required documents for employment, travel, immigration, professional licensing, government transactions, business registration, adoption, court requirements, and other official purposes. It is issued by the National Bureau of Investigation after checking whether the applicant’s name appears in its records.

A common issue encountered by applicants is an “NBI hit.” A hit does not automatically mean that the applicant has a criminal case, warrant, conviction, or derogatory record. In many situations, a hit happens because the applicant has the same name or a similar name as another person in the NBI database.

Where the NBI needs clarification, the applicant may be required to undergo verification, submit identification documents, or execute an affidavit. One affidavit sometimes used in practice is an Affidavit of Admission for an NBI Hit Due to Similar Name.

Despite its title, this affidavit should be understood carefully. It should not admit guilt, criminal liability, or involvement in a case. In the context of a similar-name NBI hit, the affidavit is usually meant to admit or acknowledge the fact of the NBI hit and explain that the hit resulted from similarity of name, not because the applicant is the person with the derogatory record.

II. What Is an NBI Hit?

An NBI hit occurs when the applicant’s name matches, resembles, or is otherwise flagged against an entry in the NBI database.

A hit may arise because:

the applicant has the same full name as a person with a record;
the applicant has a similar first name, middle name, surname, or alias;
the applicant’s name matches a pending criminal case record;
the applicant’s name resembles a name in a warrant, watchlist, or derogatory record;
the applicant previously had a record that requires verification;
the applicant’s name appears in records requiring further checking;
clerical, encoding, or identity-matching issues need to be resolved.

A hit is not the same as a criminal conviction. It only means that further verification is required before clearance can be issued.

III. Meaning of “Due to Similar Name”

An NBI hit due to similar name means that the applicant’s identity is being confused or potentially confused with another person.

For example:

Juan Santos Reyes may be flagged because of a record for Juan S. Reyes.
Maria Cristina Dela Cruz may be flagged because of a case involving Maria C. Cruz.
An applicant may share the same name with a person who has a pending case.
The NBI system may require manual verification because the name is too close to another name in the database.

In these cases, the issue is not necessarily that the applicant has a record. The issue is that the NBI must determine whether the applicant and the person in the record are the same person.

IV. What Is an Affidavit of Admission for an NBI Hit Due to Similar Name?

An Affidavit of Admission for an NBI Hit Due to Similar Name is a sworn statement executed by the applicant to explain the circumstances of the NBI hit.

It usually states that:

the applicant applied for NBI Clearance;
the applicant was informed that the application resulted in a hit;
the applicant understands that the hit appears to be due to a similar name;
the applicant is not the person involved in the derogatory record, if that is true;
the applicant has no pending criminal case, warrant, or conviction, if that is true;
the applicant is executing the affidavit to clarify the matter and support the issuance or release of the NBI Clearance.

The affidavit is sworn before a notary public. Once notarized, it becomes a public document.

V. Important Clarification: What Is Being “Admitted”?

The word “admission” can be dangerous if used carelessly.

In law, an admission may be used as evidence against a person. Therefore, an affidavit of admission should not contain language admitting something false, unclear, or legally harmful.

In this context, the applicant should only admit facts that are true, such as:

that the applicant applied for an NBI Clearance;
that the applicant was informed of a hit;
that the hit appears to be due to a similar name;
that the applicant is executing the affidavit to clarify identity.

The applicant should not admit:

that he or she committed a crime;
that he or she is the accused in a criminal case, unless that is true;
that he or she has a warrant, unless that is true;
that he or she is the same person named in the derogatory record, unless that is true;
that he or she is liable for an offense;
that he or she waives rights without understanding the consequences.

A safer title is often:

Affidavit of Explanation Regarding NBI Hit Due to Similar Name

Affidavit of Denial of Identity / Affidavit of Non-Identity

Affidavit of Clarification Regarding NBI Hit

However, if an office specifically asks for an “Affidavit of Admission,” the body of the affidavit should be drafted carefully so that the admission is limited to the existence of the hit and the circumstances of the similar-name issue.

VI. When Is This Affidavit Used?

This affidavit may be used when:

the applicant has an NBI hit;
the hit is believed to be caused by a similar or identical name;
the applicant is asked to explain the hit;
an employer, agency, school, immigration office, licensing body, or other institution requires a written explanation;
the NBI requires additional documentation;
the applicant needs to prove that the hit does not refer to him or her;
the applicant must submit documents while waiting for NBI verification;
the applicant must explain a delayed NBI Clearance release.

It is commonly used for employment, overseas work, visa applications, local government employment, security-sensitive positions, licensing, and other transactions where background clearance is required.

VII. Is the Affidavit Required by Law?

There is no universal rule that every person with an NBI hit due to a similar name must execute this exact affidavit.

In many cases, the NBI simply conducts verification and later releases the clearance. The applicant may be asked to return after a certain period. In some cases, supporting documents may be requested.

The affidavit is more often a practical document used to:

explain the situation;
support identity verification;
satisfy the requirement of an employer or agency;
document that the applicant denies being the person with the record;
assist in clearing confusion caused by name similarity.

Whether it is required depends on the office, agency, transaction, or factual situation.

VIII. Difference Between NBI Hit, Pending Case, Criminal Record, and Warrant

An NBI hit is often misunderstood. It is important to distinguish it from other legal situations.

1. NBI Hit

A hit means that the applicant’s name triggered a match or possible match in NBI records. It requires verification.

2. Pending Case

A pending case means a criminal case has been filed and is still unresolved. If the applicant is truly the accused in a pending case, the affidavit should not deny that fact.

3. Criminal Record

A criminal record may refer to a conviction, case record, arrest record, or other derogatory record. The legal effect depends on the nature of the record.

4. Warrant of Arrest

A warrant is a court order commanding law enforcement officers to arrest a person. If the applicant has an active warrant, legal counsel should be consulted immediately.

5. Similar Name Issue

A similar-name issue means the applicant is being confused with another person, and the applicant’s identity must be distinguished from the person in the record.

IX. Who May Execute the Affidavit?

The affidavit should be executed by the person whose NBI Clearance application resulted in a hit.

If the applicant is abroad, the affidavit may be executed before a Philippine embassy or consulate, or before a foreign notary with proper authentication or apostille, depending on the intended use.

If the applicant is a minor, a parent or guardian may need to assist, depending on the transaction and the receiving office’s requirements.

X. Contents of the Affidavit

A proper affidavit should contain the following:

1. Personal details of the affiant

The affidavit should state the affiant’s:

full name;
age;
civil status;
citizenship;
residence address;
government-issued ID details;
date and place of birth, if helpful;
parents’ names, especially when needed to distinguish identity.

2. Statement of NBI Clearance application

The affidavit should state that the affiant applied for an NBI Clearance on a specific date and at a specific NBI branch, if known.

3. Statement that a hit was found

The affidavit may state that the affiant was informed that the application resulted in a hit.

4. Explanation that the hit is due to similar name

The affidavit should explain that the hit appears to be due to the existence of another person with the same or similar name.

5. Denial of identity

The affidavit should clearly state that the affiant is not the same person as the individual involved in the record, if true.

6. Denial of criminal involvement

The affidavit may state that the affiant has not been charged, convicted, or issued a warrant in relation to the record, if true.

7. Supporting identity details

The affidavit may include identifying information to distinguish the affiant from the person in the record, such as:

date of birth;
place of birth;
parents’ names;
address;
occupation;
previous addresses;
identification numbers;
passport details;
distinguishing facts.

8. Purpose

The affidavit should state why it is being executed, such as for NBI verification, employment, visa application, government transaction, or release of clearance.

9. Truthfulness clause

The affidavit should state that the facts are true and correct based on the affiant’s personal knowledge and authentic records.

10. Notarial jurat

The affidavit must be signed before a notary public and include the notarial details.

XI. Documents Commonly Attached

Depending on the situation, the following may be attached:

valid government-issued ID;
NBI Clearance application reference number;
NBI appointment slip or receipt;
birth certificate;
passport;
driver’s license;
UMID, PhilID, SSS, GSIS, PRC, or other valid ID;
barangay certificate;
police clearance;
court clearance, if needed;
certification from a court that no case is pending against the applicant, if applicable;
employer request letter, if any;
previous NBI Clearance, if previously issued without derogatory record.

The specific documents depend on what the NBI or receiving institution requires.

XII. Form and Notarization

An affidavit must be signed voluntarily and sworn before a notary public.

The affiant must personally appear before the notary, present competent proof of identity, and swear that the contents are true.

A notarized affidavit usually contains:

title;
venue;
affiant’s statement;
signature of affiant;
jurat;
notary public’s signature and seal;
notarial register details;
document number, page number, book number, and series number.

A document that is merely signed but not notarized may not be treated as an affidavit.

XIII. Suggested Wording

Below is a sample form. It should be adjusted to match the facts and requirements of the receiving office.

Affidavit of Explanation Regarding NBI Hit Due to Similar Name

I, [Full Name], of legal age, [civil status], Filipino, and residing at [complete address], after having been duly sworn in accordance with law, state:

I applied for an NBI Clearance on [date] at [NBI branch / online appointment reference, if any].
I was informed that my application resulted in an NBI “hit.”
I understand that the said hit appears to have been caused by the existence of another person with the same or similar name as mine.
I am [Full Name], born on [date of birth] in [place of birth], to [father’s full name] and [mother’s full maiden name].
I am not the same person as the individual who may be the subject of the record that caused the NBI hit.
I have not been convicted of, nor am I aware of any pending criminal case or warrant of arrest against me in connection with the record that caused the said hit.
I am executing this affidavit to clarify my identity, explain the NBI hit due to similar name, and support my request for verification, release, or acceptance of my NBI Clearance.
I declare under oath that the foregoing statements are true and correct based on my personal knowledge and authentic records.

IN WITNESS WHEREOF, I have signed this affidavit this ___ day of __________ 20___ at __________________, Philippines.

[Signature] [Full Name of Affiant]

SUBSCRIBED AND SWORN to before me this ___ day of __________ 20___ at __________________, Philippines, affiant personally appeared and presented competent proof of identity:

ID: __________________ ID No.: _______________ Issued on/valid until: _______________

Notary Public

Doc. No. ___; Page No. ___; Book No. ; Series of 20.

XIV. If the Office Specifically Requires the Title “Affidavit of Admission”

If an employer, agency, or office specifically asks for an Affidavit of Admission, the affidavit can still be drafted safely. The body should clarify that the affiant admits only that the NBI application resulted in a hit, not that the affiant has a criminal record.

A safer phrasing is:

“I admit and acknowledge that my NBI Clearance application resulted in a hit, but I state under oath that, to the best of my knowledge, said hit was caused by a person with the same or similar name and does not pertain to me.”

Avoid saying:

“I admit that I have a criminal case.”

“I admit that I am the person named in the NBI record.”

unless those statements are actually true and have been reviewed with legal counsel.

XV. Legal Effect of the Affidavit

The affidavit does not automatically erase an NBI record, remove a court case, cancel a warrant, or compel immediate issuance of clearance.

Its effect is evidentiary and explanatory. It may help show that:

the applicant acknowledges the NBI hit;
the applicant denies being the person with the derogatory record;
the applicant provides identifying details for verification;
the applicant is cooperating with the clearance process;
the hit is due to similarity of name, not personal criminal liability.

The NBI or the receiving office may still require further verification.

XVI. Is the Affidavit Enough to Get the NBI Clearance Released?

Not always.

If the issue is purely name similarity, the NBI may complete verification and release the clearance after confirming that the applicant is not the same person in the record.

However, if the applicant is actually the person named in a pending case, warrant, or derogatory record, an affidavit cannot override official records.

In such a case, the applicant may need to:

obtain a court clearance;
secure a certificate of case status;
resolve a pending case;
lift or recall a warrant;
submit proof of dismissal, acquittal, or archive status;
consult a lawyer.

XVII. What If the Applicant Has a Previous Criminal Case?

If the applicant previously had a case that was dismissed, settled, archived, or resolved, the affidavit must be truthful.

It may state that:

there was a previous case;
the case was dismissed or resolved;
there is no active warrant;
the applicant has attached the court order or certification;
the applicant is requesting the NBI to update or verify the record.

The applicant should not falsely declare that no case ever existed if one did. A false affidavit can create legal problems.

XVIII. What If There Is an Active Warrant?

If the NBI hit reveals or suggests an active warrant, the applicant should not simply execute an affidavit of denial without checking the records.

The proper steps may include:

obtaining details of the case;
identifying the court that issued the warrant;
verifying whether the applicant is truly the accused;
consulting a lawyer;
filing the proper motion in court, if necessary;
posting bail, if applicable;
seeking recall or lifting of the warrant if the warrant was issued in error or already resolved.

An affidavit alone cannot cancel a warrant.

XIX. What If the Hit Is Because of an Exact Same Name?

Exact same-name hits are common in the Philippines, especially for common surnames and names.

The applicant should provide identity markers such as:

date of birth;
place of birth;
parents’ names;
spouse’s name;
address;
occupation;
school records;
employment records;
passport number;
previous NBI Clearance;
biometrics.

The affidavit should focus on distinguishing the applicant from the person in the record.

XX. What If the Applicant Needs the Clearance Urgently?

If the NBI Clearance is delayed because of a hit, the applicant may submit:

proof of pending NBI verification;
appointment slip;
receipt;
affidavit explaining the hit;
previous NBI Clearance;
police clearance;
employer letter;
court clearance, if applicable.

An employer or agency may or may not accept these while waiting for the NBI Clearance. The decision depends on the receiving institution.

XXI. Use in Employment

Employers often require NBI Clearance before hiring or deployment. When a hit appears, the employer may ask for an explanation.

An affidavit due to similar name can help explain that:

the applicant has not concealed the NBI hit;
the hit is under verification;
the applicant is not the person in the derogatory record;
the applicant is willing to submit the clearance once released.

However, the employer may still wait for the official NBI Clearance before completing hiring.

XXII. Use in Overseas Employment

For overseas employment, a delayed NBI Clearance can affect deployment schedules. Recruitment agencies or foreign employers may ask for an affidavit or explanation.

The applicant should be careful because foreign employers may misunderstand the word “hit.” The affidavit should explain clearly that a hit is a verification issue and not necessarily a criminal record.

Where possible, use wording such as:

“The hit is due to a similar name and is pending identity verification.”

rather than wording suggesting criminal admission.

XXIII. Use in Visa and Immigration Applications

Some visa applications require police or criminal clearance. If the NBI Clearance is delayed or annotated, the applicant may need to explain the matter.

An affidavit may be submitted together with:

NBI Clearance;
court clearance;
case dismissal order;
police clearance;
identity documents;
explanation letter.

For immigration matters, accuracy is critical. False statements may result in refusal, misrepresentation findings, or future inadmissibility issues.

XXIV. Use in Government Transactions

Government agencies may require NBI Clearance for:

employment;
appointment;
licensing;
permits;
accreditation;
procurement eligibility;
security clearances.

Where an NBI hit is caused by name similarity, the affidavit may be used to explain why the clearance was delayed or why additional verification was needed.

XXV. Risks of a Poorly Drafted Affidavit

A poorly drafted affidavit may cause serious problems.

Risks include:

accidental admission of a criminal case;
inconsistent statements with official records;
false denial of a previous case;
vague explanation that creates suspicion;
use of the word “admission” without limitation;
lack of identifying details;
defective notarization;
rejection by the NBI or receiving office;
possible liability for false statements.

The affidavit should be truthful, precise, and limited to the purpose of explaining the similar-name hit.

XXVI. False Statements and Perjury

An affidavit is a sworn statement. Making a false statement in an affidavit may expose the affiant to legal consequences.

The affiant should not state facts that are uncertain, false, exaggerated, or based only on assumption.

If the applicant does not know whether a case exists, the affidavit may say:

“To the best of my knowledge, I have not been charged with or convicted of any offense related to the record that caused the NBI hit.”

This is safer than making an absolute statement when the applicant has not yet verified the record.

XXVII. Affidavit of Denial vs. Affidavit of Admission

Affidavit of Denial

An affidavit of denial states that the applicant denies being the person in the derogatory record.

This is useful when the applicant is clearly not the person involved.

Affidavit of Admission

An affidavit of admission may acknowledge the existence of the hit or explain an actual case.

This must be handled carefully because “admission” may imply acknowledgment of liability.

Affidavit of Explanation

This is often the safest and most neutral title. It explains the situation without suggesting criminal admission.

XXVIII. What If the Applicant Is Actually the Person in the Record?

If the applicant is actually the person in the NBI record, the affidavit should not falsely claim that the hit is due to a similar name.

The proper approach depends on the case status.

If the case was dismissed

The applicant should attach the dismissal order or court certification.

If the case resulted in acquittal

The applicant should attach the decision or certificate of finality.

If the case is pending

The applicant should disclose the pending case if required and consult counsel.

If there is a conviction

The applicant should consult counsel on the legal effects, possible remedies, and proper disclosures.

If the record is erroneous

The applicant should gather proof and ask the proper office or court to correct the record.

XXIX. Correction of Erroneous Records

If the NBI hit is caused by an erroneous record, the applicant may need to seek correction or clarification.

Possible documents include:

court certification that the applicant is not the accused;
certification from the prosecutor’s office;
police certification;
barangay certification;
birth certificate;
fingerprints or biometric verification;
affidavits of identity;
previous clearances.

The exact remedy depends on whether the error is in the NBI database, court record, police record, or another source.

XXX. Role of Biometrics

NBI verification is not based only on names. Biometrics may help distinguish one person from another.

Fingerprints, photographs, signatures, and other identity markers may be used to verify whether the applicant is the same person as the individual in the record.

An affidavit can supplement, but not replace, biometric verification.

XXXI. Role of Court Clearance

If the hit corresponds to a case filed in court, the NBI or receiving office may require a court clearance or certification.

A court clearance may show:

no pending case under the applicant’s name;
the case was dismissed;
the accused is a different person;
the warrant has been recalled;
the case has been archived;
the case was terminated.

This document can be more persuasive than an affidavit alone.

XXXII. Role of Police Clearance and Barangay Certification

Police clearance and barangay certification may support the applicant’s explanation, but they do not replace NBI verification.

They may help show residence, identity, and absence of local police records, but the NBI may still require its own clearance process.

XXXIII. How to Draft the Affidavit Safely

A safe affidavit should:

state only facts within the affiant’s personal knowledge;
avoid broad admissions;
avoid admitting criminal liability;
explain that the hit is due to similar name;
identify the affiant clearly;
deny identity with the person in the derogatory record, if true;
include supporting documents;
state the purpose of the affidavit;
be notarized properly.

Use cautious wording when facts are not yet fully verified.

XXXIV. Statements to Avoid

Avoid statements such as:

“I admit that I have a criminal record.”
“I admit that I am the same person in the NBI hit.”
“I admit that I committed the offense.”
“I admit that I have a pending case.”
“I waive all rights regarding this matter.”
“I authorize any action against me.”
“I guarantee that there is no case anywhere in the Philippines,” unless fully verified and true.

Instead, use statements such as:

“I was informed that my NBI Clearance application resulted in a hit.”
“The hit appears to be due to a person with the same or similar name.”
“I am not the person involved in the record that caused the hit.”
“I am executing this affidavit to clarify my identity.”
“To the best of my knowledge, I have no pending case or warrant related to the said record.”

XXXV. Practical Steps for an Applicant With an NBI Hit Due to Similar Name

The applicant should:

keep the NBI reference number and receipt;
return on the scheduled verification date;
prepare valid IDs;
obtain a birth certificate if needed;
prepare an affidavit of explanation or non-identity;
check whether the receiving office has a required format;
secure court clearance if the hit corresponds to a specific court case;
avoid signing any affidavit admitting guilt;
keep copies of all documents submitted;
follow up with the NBI or receiving office.

XXXVI. Suggested Supporting Affidavit for Employment Submission

For employment, the affidavit may be worded as follows:

Affidavit of Explanation for NBI Clearance Hit Due to Similar Name

I, [Full Name], of legal age, Filipino, and residing at [address], after being duly sworn, state:

I applied for an NBI Clearance as part of my employment requirements.
I was informed that my application resulted in an NBI hit.
I understand that the said hit is due to a person with the same or similar name as mine and is subject to verification.
I am not the person involved in the record that caused the hit.
To the best of my knowledge, I have no pending criminal case, warrant of arrest, or conviction related to the said record.
I am executing this affidavit to explain the delay or issue in the release of my NBI Clearance and to support my employment documentation.
I undertake to submit my official NBI Clearance once released.

IN WITNESS WHEREOF, I have signed this affidavit on __________ at __________.

[Signature] [Name]

SUBSCRIBED AND SWORN to before me this ___ day of __________ 20___, affiant exhibiting competent proof of identity.

XXXVII. Suggested Supporting Affidavit for NBI Verification

For NBI verification, the affidavit may be more identity-focused:

Affidavit of Non-Identity Regarding NBI Hit

I, [Full Name], of legal age, Filipino, and residing at [address], under oath state:

I applied for an NBI Clearance on [date].
I was informed that my application resulted in a hit due to a similar or identical name.
My personal circumstances are as follows:
- Full name: [complete name]
- Date of birth: [date]
- Place of birth: [place]
- Father’s name: [name]
- Mother’s maiden name: [name]
- Present address: [address]
- Previous address, if any: [address]
I am not the person involved in the record that caused the hit.
I have no personal knowledge of, participation in, or liability for the matter associated with the person whose name is similar to mine.
I am executing this affidavit to clarify my identity and assist in the verification and processing of my NBI Clearance.

IN WITNESS WHEREOF, I have signed this affidavit on __________ at __________.

[Signature] [Name]

SUBSCRIBED AND SWORN to before me this ___ day of __________ 20___, affiant exhibiting competent proof of identity.

XXXVIII. Frequently Asked Questions

1. Does an NBI hit mean I have a criminal case?

Not necessarily. It may only mean that your name is the same as or similar to someone in the NBI database.

2. Is an affidavit always required?

No. Sometimes the NBI simply verifies the record and releases the clearance later. An affidavit may be required by an employer, agency, or office.

3. Should I call it an Affidavit of Admission?

Only if required. A safer title is usually Affidavit of Explanation, Affidavit of Non-Identity, or Affidavit of Clarification.

4. What should I admit?

Only admit true facts, such as that you applied for NBI Clearance and were informed of a hit. Do not admit guilt or identity with the person in the record unless true.

5. Can the affidavit remove the NBI hit?

No. The affidavit supports verification but does not automatically remove records.

6. What if the hit is caused by someone with exactly the same name?

Provide more identity details, such as date of birth, parents’ names, address, and valid IDs.

7. What if I had an old case that was dismissed?

Do not deny it if it existed. Attach the dismissal order or court certification.

8. What if I have an active warrant?

Consult a lawyer immediately. An affidavit cannot cancel a warrant.

9. Can I submit the affidavit to my employer?

Yes, if the employer asks for an explanation or temporary documentation while the NBI Clearance is under verification.

10. Can I make the affidavit myself?

Yes, but it should be carefully worded and notarized. For serious hits, pending cases, or possible warrants, legal assistance is advisable.

XXXIX. Key Takeaways

An NBI hit due to similar name is common and does not automatically mean that the applicant has a criminal record.

An affidavit may help explain that the hit arose because of identity similarity, not because the applicant is the person involved in the derogatory record.

The title “Affidavit of Admission” should be used carefully. The affidavit should not admit guilt, criminal liability, or identity with the accused unless those facts are true.

The safest affidavit usually explains the hit, denies identity with the person in the record, provides identifying details, and states the purpose of the affidavit.

If the hit involves a real pending case, warrant, conviction, or old dismissed case, the applicant should be truthful and secure proper court documents. An affidavit alone cannot erase official records or override a court case.

XL. Conclusion

An Affidavit of Admission for an NBI Hit Due to Similar Name is best understood as a sworn explanation of an identity-verification issue. It is used when an NBI Clearance application is delayed or flagged because the applicant’s name matches or resembles another person’s name in official records.

In the Philippine context, the affidavit should be drafted with caution. It should clearly state that the applicant acknowledges the NBI hit but does not admit criminal liability. It should provide personal details that distinguish the applicant from the person in the record and should be supported by valid identification documents, birth records, previous clearances, or court certifications when necessary.

A well-prepared affidavit can help employers, agencies, and government offices understand that the issue is one of similar name verification. However, the affidavit is not a substitute for NBI verification, court clearance, or legal remedies where an actual case or warrant exists. Truthfulness, precision, and careful wording are essential.