Here’s a practical, black-letter guide to Criminal Record Check Procedures in the Philippines—what documents actually exist (and what don’t), who issues them, when each one is required, how to get them (local and from abroad), what a “HIT” means, data-privacy limits, and how to fix old or wrong entries. No web browsing used.

Big picture: there is no single “master” criminal record

In practice, “criminal record checks” are done through several different clearances, each serving a specific purpose:

NBI Clearance (nationwide name/fingerprint check; the default certificate for employment, visas, adoption, etc.)
Police Clearance (PNP) (national police database + local station checks; often used for local employment/business permits)
Prosecutor’s Clearance (certificate of no pending criminal complaint or certifying the status of complaints)
Court Clearances (from RTC and MTC/MeTC/MCTC: certificate of no pending/decided criminal case in that court)
Barangay Clearance (character/reference from barangay; not a criminal record but frequently required as a preliminary ID/residency proof)

Many employers, embassies, and licensing bodies ask for the NBI Clearance as the primary criminal record check. Courts and prosecutors issue status certifications if you need to prove there’s no case (or to show its disposition).

1) NBI Clearance (National Bureau of Investigation)

What it shows

A nationwide check based on your name, aliases, date of birth, and biometrics.
Output is a multi-purpose clearance that either shows no record or indicates a “HIT” (possible name match).

Who can apply

Filipino citizens and foreign nationals who have spent time residing in the Philippines (passport or ACR I-Card).

Basic application (inside the Philippines)

Register and book an appointment (you’ll be photographed and fingerprinted at an NBI center).
Bring 1–2 valid government IDs (ensure your name matches civil-registry records).
Pay the fee, capture biometrics, and wait for release.

“HIT” cases (very common)

A “HIT” means your name matches someone with a case or record.
NBI will place your clearance on verification; you may be asked to return with supporting documents (e.g., a court Certificate of Finality/Disposition showing dismissal/acquittal/served penalty).
Once verified, NBI will update your result and release your clearance.

Applying from abroad

Get fingerprinted on the authorized card form (by a local police/consular officer), submit the form, photo, and IDs to NBI (via Philippine Embassy/Consulate or by representative with SPA), then receive the printed clearance for apostille/consular use.

Validity and purpose line

Clearances are time-limited (commonly treated as valid for 6–12 months by requestors).
The “purpose” field can be tailored (e.g., Visa/Immigration, Employment, Travel Abroad); choose the specific purpose your recipient requires.

2) Police Clearance (PNP)

What it shows

A check against PNP national and local station records (including blotters).
Output is a Police Clearance Certificate (often with a QR code for verification).

When it’s typically required

Local employment, business permit applications, local licensing, and sometimes as supplement to NBI.

How to get it

Register for a police clearance appointment (online system in many LGUs).
Go to your chosen police station with valid IDs (some LGUs also ask for Barangay Clearance).
Biometrics/photo capture, payment, release.

Note: A police blotter is not a conviction; it’s an incident report. An active pending complaint may still generate a remark and prompt you to get court/prosecutor documents.

3) Prosecutor’s Clearance (National Prosecution Service)

What it shows

A certificate of no pending criminal complaint or a status certification (e.g., “case dismissed,” “for filing,” “on appeal”) for matters within the prosecutor’s office jurisdiction where you apply.

When to get it

When an employer/embassy/licensing body asks for proof that there is no ongoing complaint (pre-court), or if your NBI shows a HIT tied to a prosecutor docket.

How to get it

Apply at the City/Provincial Prosecutor’s Office that would handle complaints where you live/worked (bring IDs; some offices require an affidavit and small fee). Processing may take a few days.

4) Court Clearances (RTC and MTC/MeTC/MCTC)

What they show

A certificate of no pending/decided criminal case (or a case status certificate) in that court.
Commonly requested in immigration, foreign adoption, security-sensitive roles, and to clear NBI “HITs.”

How to get them

Identify the courts covering your residence/work (both first-level court—MTC/MeTC/MCTC—and RTC).
Apply at the Office of the Clerk of Court with IDs (and sometimes a court-clearance form and official receipt).
If you previously had a case, request a certified true copy of the Disposition/Finality and bring that to NBI to update its records.

Courts only certify their own dockets. For national coverage, you still need NBI.

5) Barangay Clearance

Purpose: proof of identity/residency and a community character reference; not a formal criminal record.
Often a pre-requirement for Police Clearance or local permits.

Special situations & nuances

Name issues, aliases, and civil-registry mismatches

Use the exact name on your PSA birth certificate or court-approved change-of-name.
If you use a married name, also bring proof (e.g., PSA Marriage Certificate).
Declare aliases you have used; hiding them invites HITs and delays.

Juvenile records (confidentiality)

Records involving children in conflict with the law are confidential; routine clearances will not publicly disclose them.

Foreign nationals

May obtain NBI Clearance if they resided in the Philippines (passport + ACR, if any). For visas abroad, this often serves as the Philippine police certificate.

Overseas use: apostille/legalization

If your clearance will be used abroad, the recipient may require apostille (for Hague countries) or consular legalization.
Bring the original NBI or Police Clearance to DFA for apostille; court/prosecutor certifications also pass through DFA after getting certified true copies.

“HIT” cleanup / correcting old entries

If a case against you was dismissed/acquitted or a conviction was set aside, bring certified court documents (and, if applicable, Prosecutor’s certification) back to NBI so future clearances stop flagging the same HIT.
There is no general expungement law in the Philippines; the practical fix is proper documentation + record update.

What employers and agencies may (and may not) do with your records

Under data-privacy principles, criminal-history data should be collected for a legitimate purpose, minimized, secured, and retained only as needed.
Employers should not contact courts/prosecutors for your records without your knowledge/authority (expect requests for your consent).

Which clearance do I actually need? (Quick chooser)

Scenario	Usually sufficient	Often also requested
Local employment	Police Clearance or NBI	Barangay Clearance
Embassy/visa, immigration, foreign work	NBI Clearance	DFA apostille; Court/Prosecutor status if you had a case
Sensitive/licensing (e.g., security, firearms, government)	NBI Clearance	Police Clearance; Court + Prosecutor certifications
Clearing a “HIT”	NBI (after verification)	Court Disposition/Finality; Prosecutor status

Step-by-step playbooks

A) Standard NBI Clearance (no known cases)

Prepare IDs (match PSA name; bring marriage doc if applicable).
Book NBI appointment, pay fee.
Go to center for biometrics; if no HIT, claim clearance (sometimes same day).
For foreign use, bring the printed clearance to DFA for apostille.

B) NBI Clearance with a “HIT”

Get NBI notice; they’ll give a date for verification.
Obtain Court (Disposition + Finality) and, if relevant, Prosecutor status certificate.
Return to NBI with originals; once verified, NBI releases the clearance without adverse annotation.

C) Police Clearance (PNP)

Secure Barangay Clearance if required by your LGU.
Register/appoint at your police station, bring IDs.
Biometrics, payment, QR-coded release (often same day).

D) Court/Prosecutor certifications

Go to the Office of the Clerk of Court (RTC and MTC/MeTC) and/or City/Provincial Prosecutor.
Apply for certificate of no pending case or status; pay fees.
For international use, get certified true copies and then apostille at DFA.

Frequently asked questions

Q: My NBI shows a “HIT” but I’ve never been charged. What now? A: It’s likely a name-sake. Follow NBI instructions; they may still release your clearance after internal verification, or ask you for court/prosecutor certifications if there’s a close match.

Q: Do I need both Police and NBI clearances? A: For embassies and most national employers, NBI suffices. Some local employers/LGUs still require a Police Clearance as well.

Q: Can I erase an old case from the system? A: There’s no general expungement. But if the case was dismissed/acquitted (with finality), NBI can update so you don’t keep getting a negative annotation—bring the certified court order(s).

Q: I’m overseas and need a Philippine police certificate. A: Obtain NBI Clearance via the embassy/consulate process (fingerprint card + documents), then apostille.

Q: Will a police blotter ruin my clearance? A: A blotter is not a conviction. It may prompt verification. If there’s an actual pending complaint, prosecutors/courts will reflect status; get the proper certificates.

Practical tips & common pitfalls

Use the same legal name across all applications; mismatches create delays.
Disclose aliases you have actually used (nicknames aren’t aliases unless used officially).
Bring original IDs and photocopies; some offices ask for both.
Start with NBI if your end user is an embassy, multinational, or licensing body.
Keep certified copies of any dismissal/acquittal orders; they’re often needed again.
Mind validity windows (many recipients accept clearances issued within 6 months).
Data-privacy: share your clearances only with parties who legitimately need them; redact extra personal data where appropriate.

Bottom line

The NBI Clearance is the Philippines’ closest equivalent to a national criminal record check; Police, Court, and Prosecutor clearances supplement it when needed.
A “HIT” is a name match, not a conviction; fix it with proper court/prosecutor certificates and have NBI update its records.
For overseas use, route your documents through DFA apostille.
Handle all criminal-history data with care and consent to comply with privacy principles.

If you want, tell me your purpose (local job, visa, licensing), where you are (PH or abroad), and any name changes/aliases—I’ll map the exact set of clearances you’ll need and a one-page checklist to get them fast.