How to Apply for a Replacement NBI Clearance Online in the Philippines
(Lost, Damaged, or Correct‑Entry Scenarios)
Scope of this guide: This article explains, step‑by‑step, how a Filipino or foreign resident can obtain a replacement copy of their National Bureau of Investigation (NBI) Clearance through the official NBI Clearance Online portal. It synthesizes the rules found in Republic Act 10867 (NBI Reorganization & Modernization Act), the NBI’s latest Rules on Clearance Processing (2017, as amended), and standing DOJ/NBI administrative circulars. Procedures may be updated by the NBI at any time, so always read on‑screen instructions during the actual transaction.
1. What Counts as a “Replacement” Clearance?
| Scenario | Treated in the System As | Documentary Add‑Ons |
|---|---|---|
| Lost or Stolen original | Renewal (you will not have the bar‑coded old copy to scan, but the system still flags it as renewal) | ✔ Affidavit of Loss (notarised) or Barangay/Police blotter |
| Physically Damaged (torn, wet, illegible) | Renewal | ✔ Bring the damaged copy when you appear |
| Wrong Entries (misspelled name, birth date, etc.) | Correction / Data Change inside your profile before paying | ✔ Government ID or PSA Civil Registry document showing correct data |
| Change in Civil Status / Name (e.g., married surname) | New profile with updated name or correct entries then “Renewal” | ✔ PSA Marriage Certificate or Court Order |
Validity & Legal Effect: A replacement clearance does not extend the original 6‑month validity. Instead, it simply re‑issues the same background‑check result as of the new encoding date. If you need a longer validity, file a renewal after your current clearance expires.
2. Eligibility Checklist
- Previous NBI Record Holder – You must have at least one clearance issued since 2014 (the start of the fully computerized system).
- Active e‑mail and Philippine mobile number – Used for OTP and payment confirmation.
- Any ONE valid government ID – Passport, PhilSys (National ID), UMID, Driver’s License, PRC ID, etc. (school ID + birth certificate accepted for minors).
- Replacement‑specific proof – Affidavit of loss, damaged copy, or supporting civil registry papers (see table above).
3. Step‑by‑Step Online Filing
A. Create or Update Your NBI Clearance Account
- Go to https://clearance.nbi.gov.ph.
- Choose “YES” to the question “Do you have an OLD NBI Clearance?”.
- Input your Old NBI ID Number (found on the upper‑left corner of any prior clearance). Can’t remember it? – Leave blank; the system will treat it as a first‑time registration and will still allow processing.
- Complete the profile page. For replacements due to data error, edit the wrong field(s) now; the change will reflect in the new clearance.
B. Set an Online Appointment
- On the dashboard, click “APPLY FOR CLEARANCE”.
- Select your preferred NBI Branch and date & time for appearance. Tip: Big branches (NBI Main Taft, Robinsons Galleria, Quezon City Hall) offer more daily slots; provincial satellite offices may open slots weekly.
- Take note of the auto‑generated Reference Number (starts with “MP” or “QR”).
C. Pay the Clearance and E‑Service Fees
| Channel | How to Pay | Extra Convenience Fee* |
|---|---|---|
| GCash / Maya / ShopeePay | Pay Bills → NBI → enter Ref. No. | ≈ ₱25–40 |
| 7‑Eleven CliQQ | Bills Payment kiosk → NBI | ₱25 |
| Bayad Center / ECPay | Fill out form with Ref. No. | ₱15–25 |
| LandBank / BPI Online | eGov Pay – NBI | ₱25 |
| Credit/Debit Card | Direct in portal (Visa/Mastercard) | ₱25 + 2% |
| GCash ‘Door‑to‑Door’ | Pay, then click Delivery service | ₱200–350 (courier) |
*Base clearance fee is ₱130, plus ₱30 e‑payment service fee mandated by DOJ AO N o. 027‑2018, then the channel’s own charge above.
Payment automatically tags your appointment slot as “PAID” within 15 minutes to 24 hours (depending on the channel).
D. Appear at the NBI Branch (Biometrics Capture)
Bring:
- Printed or digital appointment confirmation.
- Valid ID + replacement‑specific proof (Affidavit of Loss, damaged copy, etc.).
- Exact change for any printing/courier add‑ons.
At the counter:
Verification – Encoder pulls your old biometrics.
- If your last clearance was after May 16 2014, fingerprints and photo are already in the integrated AFIS; no need to re‑capture unless prints are unreadable.
Data Review – Make sure corrections (if any) show correctly on‑screen.
Biometrics / New Photo – Only if required (e.g., fingerprints faded).
Quality Control (QC) & HIT Checking – System cross‑matches entries against the NBI records database.
- No HIT: Your clearance prints in 5‑15 minutes.
- With HIT: You will receive a “Verification Notice” with a return date (usually 5‑15 working days). Bring supporting documents to prove identity or case dismissal.
E. Receive Your Replacement Clearance
| Option | How Long | Remarks |
|---|---|---|
| On‑site Release | Same day (No Hit) | Pay ₱5 printing fee per copy. |
| Courier Delivery | 3‑9 working days (Metro Manila); 7‑15 provincial | Available only after successful QC. Tracking number via SMS/e‑mail. |
4. Frequently Asked Legal Questions
| Question | Answer |
|---|---|
| Is an Affidavit of Loss mandatory? | Yes, under the 2017 NBI clearance rules, any lost government document requires an affidavit (Sec. 7, Rule III). Barangay or police blotter can supplement but not replace the affidavit. |
| Can I authorize someone to appear for me? | No. Personal appearance is compulsory because fingerprints and facial capture are biometric identifiers protected under the Data Privacy Act of 2012. |
| Will the replacement show the same date as my lost copy? | The clearance will bear the date of re‑issuance, but the record check covers the same period up to the printing date. Third parties normally honor it as valid proof of “no derogatory record” as of that date. |
| What if my name hits a criminal record but I was acquitted? | Bring a certified true copy of the Decision / Dismissal Order. The NBI may annotate the clearance with “No Pending Case” after interview by a Legal Officer. |
| Do I need to update my employer or visa sponsor? | Yes. Provide them the fresh clearance. Many employers require an NBI certificate issued within 6 months of hiring. |
| How many replacement copies can I request? | The system issues one original per paid reference number. You may request additional copies by filing another transaction (often cheaper than manual photocertified copies). |
5. Tips to Avoid Common Pitfalls
- Keep your NBI ID Number – Snap a photo of your clearance before laminating or filing it away.
- Book early morning slots – Lines are shorter; QC staff are complete.
- Use the same e‑mail forever – Changing e‑mail creates duplicate profiles that may trigger HIT flags.
- Ensure consistency across IDs – Mismatched birthdates or name formats (“Jr.”, “II”) produce false hits.
- Watch your SMS – The NBI portal sends real‑time status updates; whitelist numbers starting with +63 949 or +63 921.
6. Schedule of Fees & Official Basis (as of 1 July 2025)
| Particular | Amount | Legal/Administrative Source |
|---|---|---|
| Clearance Fee (base) | ₱130.00 | DOJ Dept. Circular No. 041‑2016, Sec. 5 |
| E‑Payment/Systems Fee | ₱30.00 | DOJ AO No. 027‑2018 |
| Convenience Fee | ₱15–40 | Service provider agreements |
| Courier (optional) | ₱200–350 | NBI Memo C‑09‑2024 |
| Affidavit of Loss (notarial) | ₱200–300 | 2004 Notarial Rules, standard law office rates |
All fees are VAT‑inclusive.
7. Final Reminders
- Data Privacy: The NBI encrypts all biometric and personal data. Never send your clearance photocopy online without redacting the QR code and bar code.
- Check for Updates: The NBI occasionally rolls out “Quick Renewal” or “Delivery‑Only” pilots limited to Metro Manila; watch the NBI Facebook page or DOJ website for press releases.
- Seek Legal Help When in Doubt: For complicated HIT situations (e.g., namesake with active warrant), consult a lawyer.
Bottom line: A replacement NBI Clearance today is largely an online‑first, one‑day affair—provided your previous biometrics are in the system and your record is clear. Gather the correct proof (especially an Affidavit of Loss), follow the portal prompts meticulously, and your new certificate should be in your hands—or at your doorstep—in a matter of days.