In the Philippines, the National Bureau of Investigation (NBI) clearance is a vital document proving an individual’s lack of criminal record. While the Bureau encourages personal appearance for the application process—specifically for biometric capture—the physical retrieval of the printed clearance may be delegated to a representative under specific circumstances.

This guide outlines the legal requirements and procedural steps necessary to authorize a third party to claim an NBI clearance.

I. The Necessity of Personal Appearance

Before discussing authorization, it is important to note that initial applications and renewals with "hits" (matching names in the database) generally require the applicant’s presence. The NBI utilizes a biometric system (fingerprints and facial recognition). Therefore, a representative cannot "apply" for the clearance on your behalf if your biometrics are not yet in the system or need updating. Authorization is primarily applicable to the claiming process for those who have already completed their biometrics but cannot return to the office for the physical document.

II. Requirements for Authorization

To legally authorize a representative, the applicant must provide a specific set of documents to ensure the security and integrity of the clearance.

Letter of Authorization (LOA): A formal letter signed by the applicant.
Valid Government-Issued ID of the Applicant: At least one original (for verification) and a photocopy.
Valid Government-Issued ID of the Representative: The original and a photocopy.
Official Receipt (OR): The original receipt issued by the NBI or the payment reference number from the online transaction.

III. Drafting the Letter of Authorization (LOA)

A Letter of Authorization is a binding document. For it to be accepted by NBI personnel, it must be clear, concise, and contain the following elements:

Date and Location: When and where the letter was written.
The Addressee: Usually "The Officer-in-Charge, NBI [Branch Name]."
Statement of Authorization: A clear sentence stating: "I, [Applicant Name], hereby authorize [Representative Name] to claim my NBI Clearance on my behalf."
Reason for Absence: A brief explanation (e.g., medical reasons, work commitments, or being abroad).
Identification Details: Mention the ID types being presented by both parties.
Signature: The signature on the LOA must match the signature on the applicant's presented ID.

Legal Note: While a simple LOA is often sufficient for local transactions, if the applicant is currently abroad, the NBI usually requires a Special Power of Attorney (SPA) authenticated or apostilled by the Philippine Embassy or Consulate in the applicant's country of residence.

IV. Step-by-Step Retrieval Process

Verification of Release Date: Ensure the clearance is ready for release. If the applicant was given a "hit" status, the clearance is usually released after a 10-day verification period.
Document Handover: The applicant provides the signed LOA, the original receipt, and photocopies of their IDs to the representative.
Presentation at NBI Office: The representative presents these documents at the Releasing Counter of the specific NBI branch where the application was filed.
Identification Check: The NBI officer verifies the representative’s identity against their valid ID and compares the applicant’s signature on the LOA with the ID provided.
Release and Acknowledgment: Once verified, the representative signs the logbook or receipt to acknowledge that the clearance has been turned over.

V. Valid IDs Accepted

The NBI strictly follows a list of acceptable government-issued IDs. Both the applicant and the representative should use:

Philippine Passport
Driver’s License
UMID / SSS / GSIS ID
PhilID (National ID)
PRC License
Voter’s ID (Digitized)

Note: Barangay Clearances or Police Clearances are generally not accepted as primary identification for this process.

VI. Important Reminders

Validity of the LOA: An LOA is typically valid only for the specific transaction and date indicated.
Confidentiality: An NBI clearance contains sensitive personal data. Applicants should only authorize highly trusted individuals, as the NBI is not liable for the loss or misuse of the document once it has been legally released to an authorized representative.
Online Systems: While the NBI offers "Clearance Delivery" via their online portal for renewals, this service is only available for those whose previous biometrics are still valid and do not require manual intervention.