Overview

In the Philippines, “criminal case record” can mean different things depending on where the information is kept and what stage a matter is in. You might be referring to:

a police blotter entry (an incident report),
a complaint filed with the prosecutor (before any court case exists),
a criminal case filed in court (pending or decided),
a warrant of arrest or other court process,
a conviction (final judgment),
a derogatory record that appears when you apply for NBI Clearance or Police Clearance.

Because these records live in different offices (police, prosecutor, courts, and national databases), a proper check usually involves more than one step.

Key concepts (so you know what you’re checking)

1) Police blotter vs. criminal case

Police blotter: A log entry made by the police about an incident or report.
- Not proof of guilt.
- Does not automatically mean a court case exists.
Criminal case: A formal case filed in court (e.g., “People of the Philippines vs. Juan Dela Cruz”) with a docket/case number.

2) “Record” can be pending or final

Pending: complaint being evaluated by the prosecutor, or a court case ongoing.
Final: conviction (or acquittal/dismissal) that has become final.

3) Prosecutor stage (pre-court)

Most criminal complaints start with a complaint-affidavit filed with the Office of the City/Provincial Prosecutor. This is commonly called the inquest (if arrested) or preliminary investigation (if not arrested or if required). At this stage:

There may be a case “record” at the prosecutor’s office,
but no court case yet until an Information is filed in court.

4) NBI “HIT”

When applying for NBI Clearance, you may get a HIT if your name matches a record in their system. A HIT can happen due to:

an actual derogatory record (case, warrant, etc.), or
namesake/false match (same/similar name), which is common.

Where criminal-related records may exist (and what each can tell you)

A) NBI (National Bureau of Investigation) Clearance system

What it can show: derogatory records that may include pending cases, warrants, and other entries the NBI has in its database. What it cannot guarantee: a complete list of all cases nationwide in real time (it’s a strong practical check, but not the only check).

Best for: quick nationwide-ish screening and what most employers rely on.

B) PNP / Local Police Clearance and station records

What it can show: local records, sometimes including local watchlists and blotter history; Police Clearance is commonly used for local employment and transactions. What it may miss: cases outside the area, older records, prosecutor/court matters not integrated into local systems.

Best for: local incidents, verifying if your name appears in local station logs.

C) Prosecutor’s Office (City/Provincial Prosecutor; sometimes the Ombudsman for certain public officials)

What it can show: whether a criminal complaint is pending at the prosecutor level (preliminary investigation/inquest). What it may miss: court cases already filed and transferred.

Best for: checking if someone filed a complaint against you that has not yet reached the courts.

D) Courts (MTC/MeTC/MCTC, RTC, and special courts)

What it can show: whether there is a criminal case filed in court, its status, and whether a warrant exists in that case.

Best for: the most authoritative confirmation of an actual court case and its current status.

The most practical step-by-step approach

Step 1: Get an NBI Clearance (most common first step)

Why start here: It’s the fastest way to detect many derogatory entries that affect your “record” in real-world transactions (employment, travel documents, licensing, etc.).

How it generally works:

Register and set an appointment for NBI Clearance processing.
Appear in person for biometrics and photo.
If no HIT, the clearance is usually released quickly (often same day).
If there is a HIT, you are asked to return after a verification period.

If you get a HIT, do this next:

Ask (politely and clearly) what the HIT pertains to and what documents they require for clearing it.
If it appears to be a namesake match, NBI will verify identity differences.
If it appears to be linked to an actual case, you will usually need court/prosecutor documents (e.g., dismissal order, certificate of finality, or proof of acquittal) to update/clear the record.

Important: A HIT is not a conviction. Treat it as a “needs verification” flag.

Step 2: Get a Police Clearance (and optionally check blotter history)

Why: It can reveal local issues (blotter entries, local records) that might not appear clearly elsewhere.

What to ask for:

A regular Police Clearance for official use.
If you specifically want to know about blotter entries, you may request information from the station where an incident may have been reported. Access practices vary, and the police may limit disclosure depending on privacy/investigative concerns.

Tip: If you have lived in multiple cities/municipalities, consider checking where you lived or worked—especially if there was a known dispute or incident.

Step 3: Check with the Prosecutor’s Office for pending complaints

This is especially useful if:

you suspect someone filed a complaint but you never got a subpoena,
you moved addresses and might have missed notices,
or you want to confirm you have no pending preliminary investigation.

How to do it (practical):

Go to the Office of the City/Provincial Prosecutor that likely has jurisdiction (where the alleged incident happened, or where you were arrested if there was an arrest).
Request a record check under your full name and identifying details.
Bring government-issued IDs.
If they locate a complaint, ask:
- the case/complaint reference number (if any),
- the offense alleged,
- the status (for evaluation, set for hearing, for resolution, etc.),
- whether a subpoena has been issued and to what address.

Limits: Some offices may not provide detailed information without proof you are the respondent/party, and disclosure may be controlled.

Step 4: Check with the courts (most authoritative for “criminal case filed”)

If you want the strongest confirmation, you check the courts where a case would be filed:

MTC/MeTC/MCTC: many criminal cases begin here depending on the offense and penalty.
RTC: handles more serious offenses and some cases elevated from lower courts.

How to do it:

Identify the likely venue (usually where the crime allegedly occurred, or where the warrant/case was filed).
Go to the Office of the Clerk of Court (OCC).
Request a case docket search by your full name (and aliases, if any).
If they find a match, ask for:
- the case title (People v. _____),
- case number,
- the branch,
- the current status (arraignment/trial/promulgation, etc.),
- whether a warrant exists, and the date it was issued.

Documents you can request (commonly available if you’re a party, subject to rules):

Certified True Copy of the Information/complaint, orders, and other case records
Certificate of Finality (if applicable)
Order of Dismissal or Judgment of Acquittal/Conviction (if applicable)

Practical note: Court staff procedures can vary. Some courts can search by name; others may ask for more identifiers. Be ready with:

full name, birth date, address history,
known case number (if any),
approximate filing year and place.

Checking for a warrant of arrest

A warrant is issued by a judge in connection with a court case (or after certain proceedings). If you suspect a warrant:

Safest and most reliable route:

Verify through the court (Clerk of Court) if a case exists and whether a warrant has been issued in that case.

Why “safest”:

Handling warrants involves legal risk. If you learn there is a warrant, the next steps are usually done through a lawyer (e.g., voluntary surrender, motion to recall warrant if appropriate, posting bail if allowed).

How to interpret results

If NBI Clearance is “CLEAR”

Good sign, but it’s still possible (though less common) that a case exists that hasn’t reflected in the NBI database or is recorded under a variant name.

If NBI Clearance has a “HIT”

Could be a namesake or a real record.
Follow the NBI verification process.
If it is tied to a real case, you may need court/prosecutor documentation to clear/update it.

If prosecutor has a pending complaint but no court case

That means you may be at the preliminary investigation/inquest stage.
You may need to respond (e.g., counter-affidavit) within deadlines once you receive process.

If the court has a case under your name

Ask for the status and whether you have been served with notices.
Consider legal counsel promptly, especially if arraignment dates, warrants, or bail issues exist.

What to do if you discover a record

1) If it’s a namesake/false match (common)

Gather proof of identity (IDs, birth certificate if needed).
Follow NBI’s instructions for clearing mismatches.

2) If the case was dismissed or you were acquitted but NBI still shows a HIT

Obtain certified true copies of the dismissal/acquittal and, if needed, a certificate of finality.
Present these to the NBI per their updating procedure.

3) If there’s a pending case you didn’t know about

Confirm details from the prosecutor/court.
Consult counsel about:
- how to address lack of notice/service,
- bail (if applicable),
- motions to lift/recall warrants (case-specific),
- timelines and defenses.

4) If you were convicted

Your options depend on the case status (appeal still possible or final).
For finalized matters, remedies are limited and highly case-specific (e.g., post-conviction relief in narrow situations), and issues like travel/employment implications may arise.

Data privacy and your right to information (practical guidance)

You generally have the right to request information about records about you, but agencies can limit disclosure to protect investigations, victims, witnesses, or sensitive details.
Bring valid IDs and be prepared to prove identity.
If a representative is requesting on your behalf, agencies may require an authorization letter and IDs (and sometimes a special power of attorney, depending on the request).

Special situations

If you are an OFW or abroad

You can still pursue checks by:
- obtaining NBI Clearance through available channels for applicants abroad (often involving a representative and/or consular processing depending on current rules),
- authorizing a representative in the Philippines to check prosecutor/court records (requirements vary).

If you changed your name or use multiple name formats

Use all variants when checking: maiden name, married name, hyphenated names, suffixes (Jr., III), common misspellings.

If you only suspect a barangay record

A barangay blotter or incident record is not a criminal case record, but it can relate to disputes that later become complaints.
You can inquire with the barangay office about records involving you, subject to their rules.

Quick checklist: the “complete” record check

If you want a thorough check in the Philippine context, do the following:

NBI Clearance (captures many derogatory records).
Police Clearance where you live/work (local record check).
Prosecutor’s Office record check in places where incidents may have been reported.
Court Clerk of Court record check (MTC/MeTC/MCTC and RTC) in likely venues.

Frequently asked questions

“If I was only blottered, do I have a criminal record?”

Not necessarily. A blotter entry is an incident log, not a court case and not proof of guilt. It may, however, be a starting point for a complaint.

“Does a settlement erase a criminal case record?”

It depends on the offense and the procedural stage. Some matters can be dismissed under certain conditions; others cannot be “settled” in a way that extinguishes criminal liability. Always confirm the actual status from the prosecutor/court.

“Can I ‘expunge’ my criminal record in the Philippines?”

The Philippines generally does not have a broad, automatic expungement system like some other countries. Updating databases typically requires official documentation (e.g., dismissal/acquittal, certificate of finality) and agency procedures.

“Will NBI always show a past case even if dismissed?”

It can, especially if the database was not updated. The usual fix is presenting certified court documents so the agency can correct/annotate the record.

Practical templates (short, usable)

Request script at a prosecutor’s office

“Good day. I would like to inquire whether there is any pending complaint or preliminary investigation record under my name, [full name], born [date], residing at [address]. I have valid IDs for verification.”

Request script at the Clerk of Court

“Good day. I’m requesting a name-based docket check for any criminal case filed under my name, [full name], including variants [list], and I’d like to know if any case exists and its status.”

Final reminders

A “record” can exist at the police, prosecutor, or court level—each tells a different story.
Start with NBI Clearance, then confirm with prosecutor/court if anything appears (or if you strongly suspect an issue).
If you discover a warrant or a pending case, treat it as urgent and handle next steps carefully (ideally with counsel), because mistakes can lead to arrest or missed deadlines.

If you want, describe what you already know (e.g., “I got an NBI HIT,” or “someone said there’s a warrant in Quezon City”), and I can map out the most direct office-by-office route and the documents you’ll likely need.