How to Clear or Remove an NBI “Hit” After Your Case Is Finished (Philippines)

Last updated for general guidance; this is legal information, not legal advice.

What an NBI “Hit” Actually Means

An NBI hit shows up when your name (or a close match) appears in the NBI’s database of derogatory records—typically:

Criminal complaints under investigation
Cases filed in court (with or without warrants)
Outstanding or previously issued warrants
Convictions (even if the sentence has been served)
Occasional “homonym” matches with another person

A hit is not automatically a finding of guilt. It’s a flag telling NBI Quality Control to verify whether the record is yours and, if it is, whether it’s still pending or already terminated (dismissed, acquitted, or fully served).

When Your Case Is “Finished”

For NBI purposes, your case is generally considered finished if any of the following is true:

Prosecutor dismissed the complaint and the dismissal became final (no motion for reconsideration or appeal).
Court dismissed the case (before or after arraignment) and the order is final.
Acquittal with Certificate of Finality or Entry of Judgment.
Conviction fully served (sentence completed, probation/parole terminated, fines paid) and case closed.
Warrant recalled/quashed by the court.

“Provisionally dismissed,” “archived,” or “ongoing probation/parole” are not yet finished in the way the NBI treats them; your hit may persist until final closure or completion is shown.

Big Picture: How NBI Clears a Finished Case

NBI does not erase history; it annotates your record to show the final disposition. For future clearances, that annotation removes the active hit, letting your clearance print as cleared/no derogatory record. If the case truly wasn’t yours (same-name “homonym”), NBI marks that and clears you.

The Playbook: Clearing an NBI Hit Step-by-Step

Step 1: Identify why you got a hit

At your appointment or when the system flags a hit, appear for Quality Control (QC) on the date NBI gives you.
QC tells you if it’s a homonym or a record attributed to you (and which office/case).

Step 2: Gather the right proof of finality

Bring original + photocopies of the relevant documents. Which ones you need depends on how your case ended:

A. Prosecutor-level dismissal (never reached court)

Resolution/Disposition dismissing the complaint, and
Certificate of Finality (or certification that no MR/appeal was filed within the reglementary period)

B. Court dismissal or acquittal

Certified true copy of the Order/Decision, and
Certificate of Finality or Entry of Judgment from the Clerk of Court

C. Warrant issues

Order recalling/quashing the warrant, and ideally
Certificate of Finality of the recall order

D. Conviction fully served

Entry of Judgment (final conviction)
Proof of full service (e.g., BJMP/BuCor release order, Probation/Parole discharge certificate, receipt of fines)
If penalty commuted/modified: Order showing completion

E. Compromise/settlement (e.g., BP 22, estafa)

Joint Motion to Dismiss/Quitclaim (if any), the Court’s Dismissal Order, and Certificate of Finality

Tip: If you no longer know the case number, ask the Clerk of Court or Office of the Prosecutor for a Case Status/Certification using your full name, birthdate, and (if available) complainant’s name and approximate dates.

Step 3: Appear at NBI Quality Control with your documents

Bring valid IDs, your NBI application reference, and the QC slip (if any).
QC will inspect and forward for “record lifting”/annotation.
Expect biometrics/photographing again if needed.

Step 4: Pay any official fees and wait for processing

You’ll pay the regular clearance fee and, if applicable, a record lifting/annotation fee (if charged).
Processing time varies by workload and whether NBI must confirm your documents with the issuing office.

Step 5: Release of your clearance

Once annotated, your next NBI Clearance should print without the hit.
If time-sensitive (e.g., job/visa), bring your supporting documents to show the employer/agency while NBI completes internal updates.

Special Situations

1) Namesake/Homonym

If the hit belongs to someone else:

QC verifies via fingerprints/biometrics and ID checks.
Sometimes NBI may accept an “Affidavit of One and the Same Person” (optional) plus civil IDs if there’s persistent confusion.
After QC, the homonym note clears future applications faster.

2) Juvenile cases (RA 9344)

Records of children in conflict with the law are confidential. If a juvenile matter surfaces on your adult clearance, bring the diversion/closure documents or court order and raise the confidentiality issue at QC.

3) Warrant already recalled but still hitting

Obtain the recall/quash order + certificate of finality from the court that issued the warrant, then return to QC for annotation.

4) Finished case long ago, documents lost

Request certified copies from the court of origin (Clerk of Court Archives) or prosecutor’s records.
If you are overseas, authorize a representative with a Special Power of Attorney (SPA); if executed abroad, notarize and apostille the SPA.

5) You completed probation or parole

Secure a discharge certificate from the Probation/Parole Office plus the Entry of Judgment and any release orders; present all at QC.

Where to Go

NBI Clearance Centers nationwide can start the process.
For complex records or when referred, go to the NBI Main (Quality Control/Records) in Manila.
Always bring government IDs and original court/prosecutor documents with photocopies.

Data Privacy & “Erasure” Requests

Under the Data Privacy Act (RA 10173) you can ask NBI to correct or block inaccurate data (e.g., a case wrongly attributed to you or shown as pending when it’s final).

Submit a written request (with IDs and supporting documents) to the NBI’s Data Protection/Records Office.
If unresolved, you may escalate to the National Privacy Commission.
Important: Accurate criminal history is generally not deleted; NBI instead annotates the final outcome so it no longer causes a hit.

Practical Tips & Common Pitfalls

Always get a Certificate of Finality (or Entry of Judgment). Many delays come from orders/decisions without proof of finality.
Names with suffixes/middle names: ensure all documents show consistent, complete names and birth details.
If your case was only at the police blotter and no complaint was filed, ask the prosecutor for a Certification of No Case Filed (helpful if the hit stems from early entries).
Provisional dismissal isn’t final—expect the hit to remain until the case is permanently terminated.
Keep copies (digital + paper) of all submissions to NBI and official receipts.
For urgent employment/visa, bring your court/prosecutor papers to show your employer/agency while NBI updates its records.

Frequently Asked Questions

Will NBI delete my case from its system? No. NBI keeps historical records but annotates the final disposition. The annotation prevents future “hits” from blocking your clearance.

How long does clearing a hit take? It depends on the completeness of your documents and any verification NBI needs to do. Bringing certified, final documents speeds things up.

Do I need a lawyer? Not strictly for the NBI step. But if you’re missing documents (e.g., need a Certificate of Finality, recall of a warrant, or clarification of case status), a lawyer can help move the court/prosecutor paperwork faster.

What if I never had a case? If it’s a homonym, QC clears you after verification. If an erroneous entry exists, use the Data Privacy route to correct/block the inaccuracy.

Does a civil case cause an NBI hit? NBI is concerned with criminal matters. Some criminal offenses have civil aspects (e.g., estafa, BP 22). The criminal docket triggers the hit; once formally dismissed/acquitted or fully served, submit the final documents for annotation.

Document Checklist (Print & Bring)

2 valid government IDs
NBI application reference/receipt/QC slip
For prosecutor dismissal: Resolution + Certificate of Finality
For court dismissal/acquittal: Order/Decision + Certificate of Finality/Entry of Judgment
For recalled warrant: Recall/Quash Order + Certificate of Finality
For completed sentence: Entry of Judgment + Release/Discharge/Completion papers + fine receipts
For probation/parole: Discharge certificate
Optional (homonym): Affidavit of One and the Same Person, PSA birth certificate, IDs
Photocopies of all documents (keep originals handy)

Simple Templates You Can Reuse

A) Request to Annotate/Lift NBI Record (Finished Case)

Date

The Chief, Quality Control / Records
National Bureau of Investigation

Subject: Request to Annotate/Lift NBI Record – Finished Case

I am [Full Name], born on [DOB], with IDs [ID types/numbers]. My NBI application on [date] resulted in a “HIT”.

The record pertains to [Case Title/Number, Prosecutor/Court]. The case is already finished as shown by the attached:
1) [Order/Decision/Resolution], and
2) [Certificate of Finality/Entry of Judgment/Discharge/Recall Order].

I respectfully request annotation/lifting of the derogatory record so my clearance may be issued without a hit.

Attached are certified copies of the documents and my IDs. Thank you.

Signature, printed name
Contact number / email

B) Data Rectification/Blocking (If the entry is inaccurate)

Date

The Data Protection Officer / Records
National Bureau of Investigation

Subject: Request for Correction/Blocking of Inaccurate Record (RA 10173)

I am [Full Name], [DOB], [IDs]. My NBI application on [date] showed a hit referencing [details], which is inaccurate because [explain].

Attached are [certified documents] proving the correct status. I request immediate correction/blocking and written confirmation once completed.

Signature
Contact details

Bottom Line

An NBI hit after a finished case is cleared by showing final, certified documents to NBI Quality Control so your record is annotated.
No expungement is needed or typical—annotation is what stops future hits.
The fastest path is to bring complete “finality” papers from the court/prosecutor, plus valid IDs, and follow QC’s process.

If you want, tell me how your case ended (dismissal, acquittal, full service, warrant recall, etc.), and I’ll map exactly which documents you’ll need and draft a custom letter you can print and submit.