This practical legal article explains where and how to verify if you—or someone else, with proper authority—has a pending criminal case in the Philippines. It covers NBI, police clearances, prosecutor’s offices, trial courts, and special situations. It’s written for general information only and is not a substitute for personalized legal advice.

What counts as a “pending criminal case”?

“Pending” typically means any criminal matter that has not reached final resolution, including:

At the Prosecutor’s Office – a complaint under inquest or preliminary investigation, awaiting resolution or review.
Filed in Court – an Information has been filed and the case is awaiting arraignment, trial, or judgment; or judgment exists but is not yet final and executory (e.g., on appeal).
With an Outstanding Warrant – a case was filed and a warrant issued but the accused has not been arrested or posted bail.
Post-judgment but active – e.g., probation compliance or execution issues still before the court.

The main places to check

National Bureau of Investigation (NBI) – nationwide name check for “derogatory records,” including criminal cases and warrants.
Philippine National Police (PNP) – National Police Clearance – checks PNP databases including the Warrant Information System.
Office of the City/Provincial Prosecutor – verifies pending complaints under investigation.
Trial Courts (MTC/MTCC/MeTC/RTC/Sandiganbayan) – confirms case filings, status, and warrants.
Other agencies, when relevant – e.g., Bureau of Immigration (derogatory record for aliens), specialized bodies (e.g., Ombudsman for public officers).

You often need more than one check. For employment or travel, the NBI Clearance is standard. For litigation due diligence or visas, parties sometimes require both NBI and a certificate of no pending case from the courts and/or prosecutors.

Step-by-step: NBI Clearance (for pending-case checks)

What it shows. An NBI Clearance states whether your name has any “derogatory record.” If your name matches a record, you get a “HIT” and further verification is triggered.

How to get it.

Set an appointment via the NBI’s online portal and choose an NBI center.
Bring valid government ID (original). For renewals, bring your old NBI if available.
Biometrics & photo capture at the NBI center.
Result paths:
- No Hit: You receive your clearance shortly after capture.
- With Hit: You’ll be instructed to return on a given date for Quality Control (QC) or Record Verification.
If flagged:
- Bring IDs and any court/prosecutor documents proving dismissal, acquittal, or mistaken identity (e.g., case dismissal order, certificate of finality, or an affidavit of identity).
- If the flagged record isn’t yours, NBI will annotate your record to prevent future false matches.
- If it is yours but already dismissed or acquitted, NBI can update to reflect “No Derogatory Record” once you submit the final order/judgment.

Tips to avoid false hits. Use your full legal name (with middle name), ensure your birthdate is correct, and consider carrying proof of name changes or aliases.

Step-by-step: National Police Clearance (NPC)

The PNP National Police Clearance complements NBI checks by scanning police databases, including active warrants reported to the PNP.

Register online for NPC and book an appointment at a designated police station.
Appear for biometrics and identity verification.
Release: Same day in most stations if there are no matches.
If there’s a “hit”: You may be referred to the concerned police unit or the issuing court to resolve any match.

When to get NPC vs. NBI: Many employers now ask for both. NPC is faster for warrant checks, while NBI is the gold standard for nationwide court/prosecutor records.

Checking directly with the Prosecutor’s Office

If you need to know whether a criminal complaint is pending before filing in court:

Go to the Office of the City/Provincial Prosecutor where the incident occurred or where the complaint was filed.
Request a certification/search:
- Bring a valid ID.
- Provide full name, birthdate, and any aliases.
- State your purpose (e.g., employment, visa, due diligence).
- Some offices require a written request and payment of a minimal fee.
Certificates typically issued:
- Certificate of No Pending Case/Complaint; or
- A status certification if a case/complaint exists (e.g., “pending preliminary investigation,” “dismissed,” etc.).
Processing time varies by office; allow a few working days if manual docket review is needed.

Note: National Prosecution Service databases are not generally public-facing. Certification requests are handled per office policy and data privacy rules.

Checking with the Trial Courts

If an Information has been filed, the case exists in court. To verify:

Identify the likely court:
- Place of commission of the offense usually determines venue.
- Type of offense determines the level of court (e.g., MTC for certain offenses; RTC for others; Sandiganbayan for cases involving certain public officers).
Visit the Office of the Clerk of Court (OCC) of the relevant court.
Request a name search across criminal dockets:
- Provide complete name, birthdate, mother’s maiden name if requested, and any known docket numbers.
- Pay the search/certification fee if you need a Certificate of No Pending Criminal Case (nomenclature varies by court).
If a case is found:
- Ask for a case status and branch where it’s raffled.
- You may request certified copies of the Information, Orders, or Certificate of Case Status for official use.
Multiple cities? You must check each city or municipality where a case might have been filed. There is no single universal public database that guarantees nationwide coverage for all trial courts.

Digital systems: Some courts use electronic systems for internal case management. Public access varies and is often limited. The most reliable method remains in-person or authorized written requests to the OCC.

Certificates commonly requested (what they mean)

NBI Clearance – shows whether your name matches any derogatory record nationwide; widely accepted for employment and immigration.
National Police Clearance – shows police-side records and active warrants checked through PNP systems.
Certificate of No Pending Case (Court) – states that no pending criminal case is found under your name in that court’s criminal dockets as of the search date. Scope is court-specific unless the OCC explicitly certifies a multi-branch or city-wide search.
Certificate of No Pending Complaint (Prosecutor) – states that no pending complaint is found under your name in that prosecutor’s office as of the search date.

Important: These certificates are point-in-time and location-bounded. They do not guarantee that no case exists elsewhere or that no case will be filed after the issuance date.

Warrants of arrest: where to verify

Court of origin – the most authoritative source for warrant status and recall orders.
PNP Warrant Section / Police Station – can confirm if your name appears in the Warrant Information System (WIS) and direct you to the issuing court.
NBI – may reflect warrants through derogatory records; a “HIT” may relate to an outstanding warrant.

If you learn of a warrant, contact counsel immediately to arrange appearance or bail. Do not attempt to negotiate directly with officers without legal advice.

Special situations

Common names / aliases

Provide complete middle name, exact birthdate, and if asked, mother’s maiden name.
Bring government IDs; for prior false hits, carry the NBI annotation or court dismissal.

Dismissed or acquitted cases still appearing

Bring the dismissal/acquittal order and certificate of finality to NBI/PNP so they can update records.
Ask the court to issue a Certificate of Case Status reflecting the disposition, then keep copies for future verifications.

Minors and confidentiality

Cases involving Children in Conflict with the Law are confidential under juvenile justice laws. Access is restricted to authorized parties.

Public officers

Some cases fall under the Ombudsman or Sandiganbayan. Check these bodies if the person is (or was) a public officer and the alleged offense relates to public office.

Foreign nationals

You may be asked for NBI Clearance (Alien) and/or a Bureau of Immigration derogatory record check; coordinate with BI if applicable.

Data privacy and authorization

Government agencies process personal data under lawful bases (e.g., legal obligations/public authority).
Bring your own ID. To check another person’s records, many offices require a notarized authorization and the owner’s ID copies, or a legal basis (e.g., counsel of record).
Expect offices to limit the scope of information released to what’s necessary for your stated purpose.

Practical checklists

If you’re checking your own status (most common)

✅ NBI Clearance (primary document)
✅ National Police Clearance (optional but recommended)
✅ If needed by a third party: Court Certificate of No Pending Criminal Case (each city/municipality relevant)
✅ If needed: Prosecutor Certificate of No Pending Complaint

If you’re doing due diligence on someone (with authority)

✅ Written authorization + ID copies
✅ Specify locations to search (where the person lived/worked; where the incident allegedly occurred)
✅ Request court and prosecutor certificates for those locations
✅ Keep logs of where and when searches were done

Frequently asked questions (FAQ)

1) Is an NBI Clearance enough to prove I have no pending case? Often yes for employment, but some institutions require court or prosecutor certificates as well. An NBI “No Record” doesn’t guarantee no case was filed after issuance or in an office that hasn’t synchronized data.

2) I got an NBI “HIT.” Does that mean I have a case? Not necessarily. It can be a name match. Attend the NBI verification; bring IDs and any court/prosecutor documents to clear it.

3) Can I request a nationwide “Certificate of No Pending Case” from the courts? There is no single nationwide public certificate that covers all courts. You must request per city/municipality (through the OCC), or as the court’s processes allow.

4) How long do these certificates remain valid? They don’t expire by law, but third parties usually impose freshness windows (e.g., issued within the last 3 or 6 months). Always verify the recipient’s requirement.

5) What if a warrant exists? Consult a lawyer immediately to arrange surrender, bail, or other remedies before the issuing court.

6) Can I erase my record after dismissal? The Philippines has no general expungement regime. However, once a case is dismissed/acquitted and final, you can have your records updated so your clearances reflect the disposition.

Model request letters (short forms)

To the Prosecutor’s Office

Re: Request for Certification of No Pending Criminal Complaint I, [Full Name], born [Date of Birth], respectfully request a certification stating whether there is any pending criminal complaint against me in your office. Purpose: [e.g., employment/visa]. Attached are my valid ID and contact details. Thank you.

To the Office of the Clerk of Court (OCC)

Re: Request for Certificate of No Pending Criminal Case I, [Full Name], born [Date of Birth], request a search of your criminal dockets and issuance of a Certificate of No Pending Criminal Case under my name, for [purpose]. I will pay the required fees and provide any additional information needed.

Quick reference: documents to bring

Government ID (with photo and signature)
Secondary IDs or supporting civil docs (PSA birth certificate, marriage certificate) if names differ
Authorization letter & ID copies if checking for someone else
Any court/prosecutor orders (dismissal, acquittal, certificate of finality) for record correction
Payment for official fees

Bottom line

For most purposes, start with an NBI Clearance. If added assurance is needed—or if your purpose specifically demands it—obtain Police Clearance, then Prosecutor and Court certificates in the relevant localities. Keep copies, track dates, and update agencies if you resolve a case so your clearances remain accurate.

If your situation is time-sensitive or complex (e.g., possible warrant, multiple jurisdictions, or government employment screening), consult a Philippine lawyer for tailored guidance.