Philippine legal/practical guide, updated for general use. This is not a substitute for legal advice on a specific case.

1) What “criminal records” exist in the Philippines?

“Criminal record” is an umbrella term. In practice, information is scattered across several government systems:

PNP records
- Police blotter: incident reports logged at PNP stations.
- Arrest and booking data: entries created after an arrest; may include mugshots, fingerprints, and case references.
- Warrant information: coordination data with courts and law-enforcement; not a public “search your neighbor” database.
- National Police Clearance (NPC) system: name-based nationwide check across PNP data sources indicating whether a person has a “HIT” (derogatory record) that requires verification.
NBI records
- NBI Clearance: nationwide check against NBI’s database (distinct from PNP’s). Often preferred for visas and corporate compliance.
Prosecutor’s Offices (National Prosecution Service)
- Pending complaints and filed informations (pre-trial and charging stage).
Courts (MTC/MTCC/MCTC, RTC, Sandiganbayan, CA, SC)
- Dockets, orders, and judgments. Final convictions live here, not with the PNP.
BJMP/BuCor
- Jail/prison custody records for persons deprived of liberty.
Special regimes
- Children in conflict with the law (CICL): records are confidential by statute.
- Sealed/protected matters (e.g., ongoing operations): restricted.

Key takeaway: No single office owns “everything.” The PNP can certify what its databases show and issue a National Police Clearance, but court convictions and prosecutor pendencies are verified from their respective custodians.

2) Lawful ways to check PNP-linked criminal records

A. National Police Clearance (NPC)

What it is: A nationwide, name-based clearance issued by the PNP indicating whether derogatory information is found in PNP systems. It’s typically used for local employment, business permits, and general background checks.

Who can request:

The individual concerned (best practice).
An authorized representative with a signed Authorization Letter or Special Power of Attorney (SPA) and valid IDs.

Validity: Commonly 6 months (always check the printed validity on the certificate you receive).

Typical steps:

Register online (create an account on the PNP National Police Clearance portal).
Set an appointment at a participating police station.
Pay the fee (modest, set by the PNP; payment channels vary).
Appear in person with valid government ID(s) for identity verification, photo capture, and biometrics.
Database check runs your identity across PNP sources.
- No Hit: clearance is released the same day.
- With Hit: you undergo Verification/Adjudication. You may be asked for additional documents (e.g., court order of dismissal, certificate of no pending case, or ID to resolve a namesake issue).
Receive the NPC (paper and/or electronic with QR code). Keep copies for future use.

What NPC shows: It does not narrate your life history. It confirms whether you have no derogatory record or that a record was found and resolved (or remains unresolved) as of the issuance date.

B. Local Police Clearance (station-level)

Some LGUs and stations still issue a police clearance (often for barangay-level transactions). Process is similar—ID verification, payment, and a name check against local and sometimes national PNP data. Where both exist, the NPC is the more widely recognized certificate because it is nationwide.

C. Police blotter verification / copies of reports

If you need proof that an incident was reported (e.g., for insurance or disciplinary proceedings):

Go to the station that holds the blotter.
Request a Certification or a Certified True Copy of the police report/blotter entry.
Bring valid ID and proof of interest (you are the complainant/subject, a party-in-interest, or an authorized representative).
Pay the certification fee and await release.
Expect privacy redactions (see Data Privacy, below).

D. Warrant inquiries

There is no public search portal for others’ warrants. A person who is concerned about their status may:

Inquire at the local police station or with counsel.
Check with the court where a case might have been filed (through the Office of the Clerk of Court).
Coordinate via counsel to verify and address any outstanding process of the court.

Important: Warrant information is ultimately court-issued; police execute, but courts are the authority of record.

E. Cross-checks outside the PNP (often requested together)

NBI Clearance: Commonly needed for overseas employment/visas and many employers. One year validity is typical.
Prosecutor’s Certificate of No Pending/No Filed Case (varies by province/city).
Court certifications (e.g., No Pending Case or Case Status certificates) from the Office of the Clerk of Court where your name might appear.

These are complements to an NPC—not replacements for one another.

3) Legal framework you should know

Data Privacy Act of 2012 (DPA): Personal information, especially sensitive or criminal history data, is protected. Agencies must process data fairly, for a legitimate purpose, and with proportionality. You generally have the right to access your own data and to request correction of inaccuracies.
PNP mandate laws (e.g., RA 6975 as amended, RA 8551): Establish the PNP and its record-keeping and investigative functions.
Rules on Juveniles (RA 9344, as amended): CICL records are confidential; unlawful disclosure carries penalties.
Civil Service/DOLE guidance and anti-discrimination principles: Employers may adopt background checks, but should limit them to what’s necessary and avoid using arrests or mere accusations (without conviction/administrative findings) as blanket bars to employment, unless clearly job-related and consistent with law.

4) Practical scenarios & best practices

For job applicants

Bring both NPC and NBI clearances if the employer requests.
If you had a previous case that was dismissed/acquitted, prepare copies of the court order—useful when an NPC returns a “hit” that needs resolution.
Check validity dates; many HR teams require the certificate to be issued within the last 6 months (NPC) or 1 year (NBI).

For employers/HR

Ask only for what the role needs (data minimization).
Prefer official clearances (NPC/NBI) over informal “police contacts.”
If a HIT appears, allow the applicant a reasonable chance to explain and submit documents (dismissal, probation completion, pardon, etc.).
Keep copies secure and limit access to those who need to know; define retention periods in your privacy notice.

For landlords/NGOs/schools

You may request clearances from the individual. Avoid attempting to obtain records about someone without consent or legal basis.
Retain only for as long as necessary; dispose securely.

For victims/complainants needing police reports

Get the blotter number and the investigator-on-case details.
For insurance or court use, ask for certified true copies and keep receipts/station stamps.

5) Handling “HITs,” name-similarity, and corrections

Namesakes are common. If your NPC shows a HIT, it does not automatically mean you have a conviction. It could be a namesake, a dismissed case that hasn’t been cross-referenced, or a clerical mismatch.
Verification/Adjudication: Present IDs, birth certificate, and where applicable court documents (dismissal/acquittal), prosecutor certifications, or proof of payment/compliance for settled matters (e.g., fines).
Data correction: You may file a request to update/correct records with the PNP NPCS helpdesk or the station that issued the clearance. Keep tracking numbers and written acknowledgments.

6) Third-party requests and consent

Individuals checking their own record: Generally allowed via NPC/NBI, and to get their own police reports.
Checking someone else: You typically need the person’s written authorization (Authorization Letter or SPA) and copies of IDs. Without consent, disclosure is generally restricted unless you have a court order, lawful process, or the request falls under an applicable legal exemption (e.g., law enforcement).

7) Limits and misconceptions

No public “criminal record search” website that lets you look up anyone.
Police clearances don’t equal a court judgment search. A clean NPC doesn’t guarantee absence of a case in every court; it says PNP systems show no derogatory data as of the date.
Blotter entries are not convictions. They are reports/complaints; outcomes depend on prosecutors and courts.
Expungement: The Philippines does not have a broad “expungement” law akin to other jurisdictions. Relief, if any, comes from dismissals, acquittals, probation completion, pardon, or records correction for accuracy—each with specific effects.

8) Step-by-step checklist (individual applicant)

Gather IDs (valid government ID; bring at least two).
Apply for National Police Clearance (online registration → station appointment → biometrics → release).
If required by your purpose, also get an NBI Clearance.
If you have prior cases, secure court/prosecutor certifications to resolve NPC HITs.
Store digital and paper copies securely; note validity dates.

9) Step-by-step checklist (employer/HR)

State the purpose in your privacy notice and consent form.
Request NPC (and NBI, if policy requires) from the applicant.
If a HIT appears, allow verification and document submission.
Recordkeeping: log who accessed results, retain minimally, and securely dispose when no longer needed.

10) Templates

A. Simple Authorization Letter (individual to representative)

AUTHORIZATION LETTER

I, [Full Name], of legal age, residing at [Address], hereby authorize [Representative’s Name]
to request, receive, and sign for my [National Police Clearance / Police Report/Certificate]
from the Philippine National Police on my behalf.

This authorization is valid for [dates]. Attached are copies of my valid ID and the representative’s valid ID.

Signed this [date] at [city].

[Signature]
[Printed Name]

B. Request letter for a certified copy of a police report

[Date]

The Station Commander
[PNP Station]
[Address]

Subject: Request for Certified True Copy of Police Report/Blotter Entry

Dear Sir/Madam:

I am [Name], [complainant/victim/party-in-interest] in the incident reported on [date],
blotter entry number [if known]. I respectfully request a certified true copy of the
police report/blotter entry for [purpose].

Attached are copies of my valid ID and any supporting documents.

Respectfully,
[Signature over Printed Name]
[Contact Details]

11) Frequently asked questions (FAQ)

Q: Which is “better,” NPC or NBI? A: They serve different systems. NPC checks PNP holdings; NBI checks NBI holdings. Many institutions ask for both.

Q: My NPC shows a HIT but my case was dismissed. What now? A: Bring the dismissal order or certificate of no pending case for adjudication/verification, so your clearance can be released.

Q: Can my employer call a police station to ask about me? A: Without your consent or a lawful basis, disclosure is restricted by privacy rules. Employers should rely on your official clearances.

Q: Does a clean NPC mean I’ll pass visa screening? A: Not by itself. Foreign embassies often require NBI Clearance (and sometimes additional country-specific police certificates).

Q: I was a minor when my case happened. Will it show? A: CICL records are confidential. Disclosure and use are limited by law.

12) Quick compliance reminders

Collect minimally, use fairly, keep securely, delete timely.
Document consent/authorization when requesting or sharing someone’s data.
When in doubt, verify at the source: PNP (for NPC/blotter), Prosecutor (for pendencies), Court (for case status/judgments).

Final note

Processes and fees can change by locality or station. Always read the instructions on the current NPC portal and the requirements posted by the station or office you’ll visit, and carry government IDs and supporting documents to streamline verification.