1) What a “Police Clearance” is (and what it is not)

A police clearance is an administrative document issued by the Philippine National Police (PNP) (or, in some localities, by a local police station under PNP authority) certifying the result of a records check based on the police database(s) accessible to the issuing unit. It is commonly required for:

employment or pre-employment screening
permits and licensing (depending on the agency)
local transactions requiring identity verification
certain immigration/visa or travel documentation (sometimes, depending on the destination and requesting authority)

A police clearance is not:

a judicial declaration of innocence or guilt
a substitute for court documents (e.g., dismissal, acquittal, conviction records)
a guarantee that you have no criminal case anywhere in the Philippines (because databases differ and updating is not always perfectly synchronized)

In the Philippines, clearance documents are part of a broader “clearance ecosystem,” including:

Barangay Clearance (barangay-level certification; not a nationwide criminal record check)
Police Clearance (PNP-based check; local or national platform depending on where you apply)
NBI Clearance (National Bureau of Investigation; often treated as a more comprehensive nationwide check for many purposes)
Court Clearance / Certificate of Disposition / Certificate of Finality (court-issued documents that reflect the status/outcome of a case)

Because different clearances draw from different sources, a person may “pass” one clearance and be flagged on another.

2) What counts as a “criminal record” in Philippine context

When people say “criminal record,” they may mean different things. In practice, records that can affect clearance results include:

A. Final conviction (judgment has become final)

This is the strongest form of “criminal record”: a court has found a person guilty, and the judgment is final and executory.

B. Pending criminal case (no final judgment yet)

A case may be at different stages, such as:

complaint filed for preliminary investigation
information filed in court
arraignment/trial ongoing
case pending resolution

A pending case does not equal guilt, but it can still appear as a “derogatory record” depending on the database and the nature of the entry.

C. Warrant of arrest

An outstanding warrant is a serious entry and typically triggers a “hit.” It may also expose the applicant to immediate law enforcement action.

D. Arrest records / blotter entries / police reports

A blotter entry is a police log entry of an incident or complaint. It is not a conviction. However, depending on local recording practices and how databases are fed, such entries can still be treated as “derogatory” for clearance purposes—especially if linked to a complaint, a case number, or a warrant.

E. Dismissed cases / acquittals

Even if a case was dismissed or you were acquitted, records may remain in systems unless they are properly updated. Many clearance “problems” happen not because the person is still facing a case, but because the system still reflects an old, unresolved, or incomplete status.

F. Identity “hits” (same name, similar personal data)

A “hit” can occur even without any real record—simply because your name and details resemble someone else’s. This is extremely common in the Philippines.

3) The short answer: Yes, you can still apply—issuance depends on what the system finds and how the office handles “derogatory” results

Key point

Having a criminal record does not automatically mean you are barred from applying for a police clearance. You can apply. The real question is whether you will receive a clearance that satisfies the requesting party (employer, agency, embassy), and whether the police clearance system will:

issue your clearance normally after verification, or
delay issuance pending verification, or
issue a clearance reflecting a derogatory record (or refuse to issue a “clean” clearance)

Different offices and clearance types may handle this differently.

4) How “hits” usually work in Philippine clearance processes

A. Police Clearance (PNP) “hit” concept

Many police clearance processes follow a practical pattern:

You submit your personal information and biometrics (photo/fingerprint where required).
The system checks databases.
If there is a match (name, identifiers, or biometrics), you get a hit.
A hit triggers manual verification, which may require you to return later or submit supporting documents.

A hit is not proof of guilt. It is a match that must be confirmed.

B. NBI Clearance “hit” concept (important because many employers treat NBI as the main clearance)

NBI clearance commonly uses a similar “hit then verify” workflow: “hit” leads to further checking, and issuance may be delayed until verification is complete.

Practical consequence: People with the same name as someone with a record frequently experience delays even when they have no criminal record.

5) Scenario guide: What happens if you have a real criminal record?

Scenario 1: You have a “hit” only because of the same/similar name (no real record)

Outcome: You can still get police clearance, but it may be delayed.

Typical steps: You may be asked to personally appear, provide additional IDs, and undergo verification. Once cleared, the clearance may be released.

Scenario 2: You have a dismissed case or an acquittal, but the system still flags you

Outcome: You can often still obtain clearance, but you may need to prove the case outcome and request record updating.

Documents that often help (depending on the stage and the office):

certified true copy of the order of dismissal or judgment of acquittal
certificate of finality (when applicable)
court-issued certificate of disposition
prosecutor’s resolution (for cases dismissed at preliminary investigation stage)

Important practical reality: Databases do not always update automatically. You may need to trigger the correction/update process by presenting official documents.

Scenario 3: You have a pending case (no final judgment)

Outcome: This is where results vary the most. You may face:

delayed issuance pending verification
a clearance that reflects a derogatory record (not a “clean” clearance), or
refusal to issue a “no derogatory record” clearance until the case is resolved, depending on office policy and how the request is framed

What the requesting party usually cares about: Most employers/agencies asking for a police/NBI clearance want a result that does not show a derogatory record. Even if you obtain a document, it may not meet the employer’s standard.

Scenario 4: You have a final conviction

Outcome: You may still be able to obtain a clearance document in the sense that you can request documentation of your status, but you may not receive a “clean” police clearance. Some offices may issue a clearance that indicates there is a record; others may not issue a clearance meant to certify “no derogatory record.”

Why it matters: The word “clearance” is often used as shorthand for “no criminal record found.” If your record is confirmed, the system may not be able to produce that kind of certification.

Scenario 5: You have an outstanding warrant

Outcome: You should expect a hit and possible law enforcement action. A warrant is not merely a “record entry”; it is a court process authorizing arrest.

Practical risk: Applying for clearance involves identity verification and appearing at a police or clearance site. If there is an active warrant matching you, you could be apprehended.

6) Police Clearance vs NBI Clearance: Why the distinction matters

Police Clearance (PNP)

Often used for local employment and local transactions
Depends on PNP systems and entries available to the issuing unit/platform
“Hit” handling depends on verification procedures

NBI Clearance

Commonly required for many employers, government requirements, and some travel/visa matters
Often treated as broader in scope for “nationwide” checks
Also uses “hit then verify” procedures

Practical takeaway: If the question is really about “Will I be able to present a clearance that satisfies an employer/agency?” the employer/agency may specify whether police clearance is enough or whether NBI is required—and they may reject a clearance that indicates a derogatory record even if it was legitimately issued.

7) What “getting a police clearance” can mean in practice

People use the phrase in three different ways:

Able to apply and receive a printed document (even if delayed).
Able to receive a document that says, in effect, ‘no derogatory record’ (what many employers really mean).
Able to receive documentation despite a known record (which may be issued differently, annotated, or not accepted by the requesting party).

So the most accurate Philippine-context answer is:

You can generally apply.
If you have a record that is verified in the system, you may not get a “clean” clearance, and the clearance may be delayed, annotated, or not issued as “no record.”
If your “record” is actually a mismatch or a resolved case not yet updated, you can often still get clearance after verification and record correction.

8) Common reasons people are wrongly flagged (and how to reduce delays)

A. Same name / common surnames

This is the most common reason for clearance delays.

How to reduce problems:

Use consistent name format across IDs (same middle name, same suffix, same spelling).
Bring multiple government-issued IDs.
If you have a very common name, bring supporting identity documents (e.g., birth certificate) when possible.

B. Inconsistent personal data

Differences in birthdate, address history, or name spelling can trigger confusion during verification.

C. Old cases that were dismissed but not updated

A case may be resolved but still appears as “pending” or “hit” in older database entries.

9) How to clear up or update a record when you’re flagged

When a clearance is delayed or denied due to a “hit,” the goal is to determine which of these is happening:

You are not the person in the record (identity mismatch).
You are the person, but the case was already resolved (needs updating).
You are the person and the case is pending (verification confirms derogatory record).
There is an outstanding warrant (critical).

Practical approach to documentation

Depending on where the case was handled, you may need:

Court documents (dismissal, acquittal, conviction, certificate of finality)
Prosecutor’s office documents (resolution, certification of case status)
Police records clarification (as directed by the issuing office)

Data correction (general principle)

Philippine data protection principles generally recognize the right to correct inaccurate personal data, but law enforcement records also have confidentiality and retention considerations. In practice, updating a record usually requires presenting official case disposition documents and following the agency’s records management procedure.

10) Special situations that can change the analysis

A. Children in Conflict with the Law (CICL)

Philippine juvenile justice policy treats records involving children as confidential and subject to special handling. If the incident happened while the person was legally a child, confidentiality rules may apply and may affect how records appear and are processed.

B. Probation, parole, pardon, amnesty

These can affect how a conviction is treated for certain legal purposes:

Probation affects the service of sentence and may have legal effects on rights and disqualifications depending on the context.
Pardon can restore certain rights, but it does not always operate as an “erasure” of the fact that a conviction occurred; how it is treated depends on the terms and on the purpose for which the record is being evaluated.
Amnesty (when granted under applicable legal processes) can have broader effects in specified categories.

For clearance purposes, offices typically rely on what the records show and what official documents you can present.

11) What employers and agencies typically do with a “derogatory record”

Many employers and agencies use clearance documents as risk screening tools. In practice:

A “hit” often means delay, not automatic rejection, especially if you can show it’s a mismatch or a resolved case.
A pending case or final conviction often leads to closer scrutiny, and some employers will reject regardless of the outcome status depending on job sensitivity (cash handling, security roles, childcare, government roles, regulated industries, etc.).
Some application forms require disclosure of criminal cases; misrepresentation can create separate employment or administrative problems even if the original case was dismissed.

12) Practical checklist: If you have (or suspect you have) a record

Identify what kind of record it is: blotter? complaint? pending case? warrant? final conviction? dismissed/acquitted?
Collect official proof of status/outcome (court orders, resolutions, certificates).
Prepare multiple IDs and consistent personal data.
Expect delays if your name is common or if your case is recent/resolved but not updated.
If there might be a warrant, understand the risk of appearing for clearance processing where identity checks are performed.

13) Frequently asked questions

Q: If I was arrested before but never convicted, can I still get police clearance?

Often yes, but it depends on whether the arrest/complaint resulted in a database entry that triggers a hit. Many people in this situation experience delays and must undergo verification. If the matter was dismissed, having proof of dismissal helps.

Q: If my case was dismissed years ago, why do I still get a hit?

Because record updating is not always automatic across systems. A “hit” can persist when the database still reflects an old status. Presenting court disposition documents is commonly needed to correct or update the record.

Q: Will a police clearance show details of my case?

Clearance formats vary. Some are designed simply to certify whether there is a derogatory record; others may trigger a process rather than printing details. As a practical matter, many clearance systems focus on “no record” vs “hit/derogatory,” with verification handled separately.

Q: Is police clearance enough, or do I need NBI clearance?

It depends on the requesting party. Many employers and agencies specify one or the other. NBI clearance is frequently required for roles or processes that want a more nationwide check.

Q: Can I be denied a police clearance because of a pending case?

Yes—either through refusal to issue a “no derogatory record” clearance, issuance of a clearance reflecting a derogatory status, or prolonged verification that effectively prevents timely issuance. Practices differ, and the nature of the entry matters.

Conclusion

In the Philippines, you can generally apply for police clearance even if you have a criminal record, but whether you receive a clean clearance (and whether it will be accepted by an employer or agency) depends on what appears in the police database, whether the entry is verified as yours, and whether it reflects a pending case, final conviction, warrant, or an outdated/mismatched record. The most common path to obtaining clearance despite a “hit” is verification and, when applicable, updating the record using official court or prosecutor documents.