I. Overview

An NBI Clearance is an official document issued by the National Bureau of Investigation certifying whether a person has a criminal record, pending criminal case, or derogatory record appearing in the NBI database. It is commonly required for employment, travel, immigration, business permits, professional licensing, government transactions, adoption, and other legal or administrative purposes.

A Certified True Copy of an NBI Clearance is a copy of a previously issued NBI Clearance that has been officially certified by the proper NBI office as a faithful reproduction of the original clearance record or document. It is different from merely photocopying an NBI Clearance. A certified true copy bears official certification, markings, stamps, or authentication from the issuing or certifying authority.

In Philippine practice, the need for a certified true copy usually arises when a person is asked to submit proof that an NBI Clearance previously issued is genuine, or when the person must retain the original while submitting an officially certified duplicate to another office.

II. Nature and Legal Significance of an NBI Clearance

An NBI Clearance is not a court judgment, police clearance, prosecutor’s certification, or certificate of good moral character. It is an official clearance issued by the NBI based on its records system.

Its legal significance lies in the fact that it is a public document issued by a government agency in the regular performance of official duties. As a public document, it may be relied upon by public and private institutions, subject to verification and applicable rules on authenticity.

An NBI Clearance may indicate:

No Record — meaning no derogatory record appears in the NBI database under the applicant’s identifying information.
With Hit — meaning the applicant’s name or identifying details matched or resembled a record in the NBI database, requiring further verification.
With Derogatory Record — meaning the verification resulted in a confirmed record or pending matter connected to the applicant.
Pending Verification — meaning additional processing is required before release.

A certified true copy does not alter the contents of the NBI Clearance. It merely certifies that the copy corresponds to the original or official record.

III. What Is a Certified True Copy?

A Certified True Copy is a reproduction of an original document that has been certified by the proper custodian or issuing authority as a true and faithful copy of the original.

In the context of an NBI Clearance, a certified true copy may be required when:

The original NBI Clearance must be preserved by the holder;
Several offices require submission of the same clearance;
A foreign authority, school, employer, embassy, or agency requires an authenticated copy;
A legal proceeding requires a copy that carries official certification;
The applicant needs documentary proof of a previously issued clearance;
The original clearance has been presented but a certified copy must be retained by the receiving office.

A certified true copy is generally more acceptable than an ordinary photocopy because it carries official confirmation from the proper office.

IV. Certified True Copy vs. Renewal vs. Authentication

These terms are often confused.

1. Certified True Copy

A certified true copy confirms that a copy is faithful to the original or official record. It does not necessarily create a new clearance or extend the validity period of the old clearance.

2. Renewal of NBI Clearance

A renewal is the issuance of a new NBI Clearance, usually through the NBI online system and appearance or verification process. A renewed clearance has a new issuance date and validity period.

3. Authentication

Authentication generally refers to a process by which a document is verified for use in another jurisdiction or before another office. In foreign-use cases, documents may need further authentication, consularization, or apostille processing, depending on the destination country and the nature of the transaction.

4. Apostille

For documents to be used abroad, the requesting foreign institution may require an apostille or other authentication. An NBI Clearance intended for foreign use may need to go through the appropriate authentication process after issuance or certification.

V. Who May Request a Certified True Copy?

As a general rule, the person named in the NBI Clearance should personally request the certified true copy because an NBI Clearance contains personal and sensitive information.

The applicant may be:

A Filipino citizen;
A foreign national who previously obtained an NBI Clearance in the Philippines;
A former resident of the Philippines;
A person abroad needing documentation for immigration, employment, licensing, or legal purposes.

A representative may be allowed in some circumstances, but representation is usually subject to strict requirements, such as written authorization, valid IDs, and proof of relationship or authority. Because the NBI Clearance contains personal data, the NBI may require personal appearance or may refuse unauthorized requests.

VI. Where to Request a Certified True Copy

A certified true copy should generally be requested from the National Bureau of Investigation, particularly through the office or clearance center authorized to handle NBI Clearance records and certifications.

Possible offices include:

NBI Clearance Center;
NBI satellite clearance offices;
NBI regional or district offices;
The NBI office that issued the original clearance;
NBI main office, especially for special certifications, authentication-related requests, or complicated records.

The proper office may depend on the type of clearance, date of issuance, availability of records, and whether the request involves local or foreign use.

VII. Requirements

The exact requirements may vary depending on the NBI office and the purpose of the request, but the following are commonly relevant:

1. Original NBI Clearance

The applicant should bring the original NBI Clearance, especially if the request is for certification of a copy based on the original document.

2. Photocopies of the NBI Clearance

Bring clear photocopies of the NBI Clearance. The NBI may require one or more copies, depending on the number of certified copies requested.

3. Valid Government-Issued ID

The applicant should bring at least one valid government-issued ID. It is prudent to bring two.

Commonly accepted IDs include:

Passport;
Driver’s License;
Unified Multi-Purpose ID;
PhilID or national ID;
SSS ID;
GSIS ID;
PRC ID;
Voter’s ID or voter certification;
Postal ID;
Senior Citizen ID;
Alien Certificate of Registration, for foreign nationals;
Other IDs accepted by the NBI.

4. Authorization Letter, If Through Representative

If a representative is allowed, the representative may need:

Signed authorization letter;
Copy of the applicant’s valid ID;
Original or copy of the representative’s valid ID;
Original NBI Clearance or other proof of the document;
Special Power of Attorney, where required;
Additional documents if the applicant is abroad.

5. Proof of Purpose

Some offices may ask why the certified true copy is needed. Examples include:

Employment application;
Visa or immigration requirement;
Court or administrative proceeding;
School or licensing requirement;
Foreign government requirement;
Local government transaction.

6. Payment of Fees

Certification may involve a fee. The amount may vary depending on the type of certification, number of copies, and office procedure.

VIII. Step-by-Step Procedure

Step 1: Confirm the Purpose of the Certified True Copy

Before requesting certification, the applicant should determine what the receiving office actually requires. Some offices require:

A newly issued NBI Clearance;
A certified true copy of an existing NBI Clearance;
An apostilled NBI Clearance;
An NBI Clearance for local employment;
An NBI Clearance for travel abroad;
An NBI Clearance with specific remarks or purpose.

This matters because a certified true copy of an old clearance may not be accepted if the receiving office requires a newly issued clearance.

Step 2: Prepare the Original NBI Clearance

The applicant should bring the original NBI Clearance. The document should be legible, intact, and not altered. Any erasure, tampering, lamination issue, or damage may cause difficulty.

Step 3: Prepare Photocopies

The applicant should prepare clear photocopies of the original clearance. The copy should show all relevant details, including:

Full name;
Date of birth;
Address;
Photograph;
Clearance number or reference number;
Date issued;
Purpose;
QR code or barcode, if any;
Remarks;
Official signatures or seals.

Step 4: Bring Valid Identification

The applicant should bring valid IDs matching the name on the NBI Clearance. If there has been a change of name, such as by marriage, annulment, court order, correction of entry, or naturalization, supporting documents may be required.

Step 5: Go to the Appropriate NBI Office

The applicant should proceed to the NBI office authorized to certify the document. At the office, the applicant may be directed to the clearance, records, certification, or authentication section.

Step 6: Submit the Request

The applicant should submit the original clearance, photocopies, IDs, and other required documents. The officer may compare the photocopy with the original or verify the record in the NBI system.

Step 7: Pay the Required Fee

The applicant should pay the certification fee, if assessed, and keep the official receipt.

Step 8: Wait for Processing

Processing may be completed the same day or may require a later release date, depending on office workload, record availability, verification issues, or the nature of the request.

Step 9: Receive the Certified True Copy

The certified true copy should bear official certification, stamp, seal, signature, or notation indicating that it is a true copy of the original or official record.

Step 10: Check the Certified Copy Before Leaving

The applicant should verify that:

The name is correct;
The copy is complete and readable;
The certification stamp is present;
The seal or signature is present, if required;
The date of certification is indicated;
The number of copies requested has been released.

IX. Validity of a Certified True Copy

The validity of the certified true copy usually depends on the validity of the underlying NBI Clearance and the requirements of the receiving institution.

An NBI Clearance is commonly treated as valid only for a limited period from issuance. A certified true copy does not ordinarily extend the validity period of the original document.

For example, if an employer, embassy, court, or agency requires an NBI Clearance issued within the last six months, a certified true copy of an older clearance may be rejected even if properly certified.

The key principle is this:

Certification proves the copy is true; it does not make an expired or outdated clearance current.

X. When a Certified True Copy May Not Be Enough

A certified true copy may not be sufficient in the following situations:

The receiving office requires a newly issued NBI Clearance.
The clearance is expired.
The clearance was issued for a different purpose.
The receiving office requires apostille or consular authentication.
The applicant has a “hit” that requires updated verification.
The original clearance is damaged or illegible.
The clearance appears altered.
The applicant’s name, civil status, nationality, or personal details have changed.
The receiving office requires electronic verification rather than paper certification.
The NBI record must be updated or corrected.

In these cases, the applicant may need to apply for a new NBI Clearance instead.

XI. Requests by Applicants Abroad

Filipinos and former Philippine residents abroad may need an NBI Clearance or certified copy for immigration, permanent residence, citizenship, employment, licensing, or foreign legal proceedings.

For applicants abroad, the process may involve:

Completing NBI clearance forms;
Fingerprint impressions taken before an authorized officer;
Submission through a representative in the Philippines;
Authorization letter or Special Power of Attorney;
Valid passport copy;
Recent photograph;
Payment of fees;
Mailing or courier arrangements;
Further authentication or apostille, if required.

A certified true copy may be requested through an authorized representative, but the NBI may impose additional requirements to protect the applicant’s personal information.

Where foreign authorities require a police clearance from the Philippines, they often prefer a newly issued NBI Clearance rather than a certified true copy of an old one.

XII. Data Privacy Considerations

An NBI Clearance contains personal information and may contain sensitive information relating to law enforcement records. Its handling is governed by privacy principles under Philippine law.

The applicant should avoid giving copies to unauthorized persons and should submit it only to legitimate requesting entities. Employers and agencies receiving an NBI Clearance should collect, store, and process it only for lawful and declared purposes.

A representative requesting a certified true copy should have clear authority because the NBI may refuse requests that could violate privacy or expose personal records without consent.

XIII. Common Problems and Legal Issues

1. Name Hit

A “hit” means that the applicant’s name or identifying information matched or resembled a record in the NBI database. It does not automatically mean the applicant has a criminal record. Further verification is required.

A certified true copy of a clearance with unresolved issues may not be issued or may not satisfy the receiving office.

2. Expired Clearance

If the NBI Clearance is expired, a certified true copy may still prove that the original existed, but it may not satisfy a requirement for a current clearance.

3. Lost Original

If the original NBI Clearance is lost, the applicant may have difficulty obtaining a certified true copy based on the original document. The NBI may require verification from records or may direct the applicant to apply for a new clearance.

4. Damaged Original

A damaged original may be rejected if the contents cannot be verified. The applicant may need to secure a new clearance.

5. Different Purpose

NBI Clearances are often issued for specific purposes, such as local employment, travel abroad, visa application, or other uses. A certified true copy does not change the stated purpose.

6. Change of Name

A person who changed name due to marriage, court decree, correction of civil registry entry, adoption, or naturalization may need supporting documents. These may include:

Marriage certificate;
Certificate of no marriage, where relevant;
Court order;
Annotated birth certificate;
Certificate of naturalization;
Foreign passport or Philippine passport;
Other official proof.

7. Foreign Use

For foreign use, the requesting country or institution may require more than a certified true copy. It may require a new clearance, authentication, apostille, or embassy-specific procedure.

8. Pending Criminal Case

If the applicant has a pending case or derogatory record, the NBI may require additional documents, such as court clearances, dismissal orders, affidavits, or proof of identity. The certified true copy process may not resolve substantive record issues.

XIV. Evidentiary Value

A certified true copy of an NBI Clearance may be used as documentary evidence, subject to the rules of evidence and the requirements of the forum where it is submitted.

In legal proceedings, a certified true copy issued by the proper public officer may be treated as competent evidence of the contents of the official record. However, its admissibility and weight may still be challenged on grounds such as relevance, authenticity, validity, expiration, or completeness.

A certified true copy proves the contents of the document certified. It does not conclusively prove that the person has never committed an offense, nor does it replace court records, police blotters, prosecutor certifications, or judgments.

XV. Practical Tips

Bring the original NBI Clearance and multiple photocopies.
Bring at least two valid IDs.
Check whether the receiving office requires a new clearance instead of a certified copy.
Do not rely on certification to extend the validity of an old clearance.
For foreign use, confirm whether apostille or embassy authentication is required.
Keep the official receipt.
Check all spellings and dates before leaving the NBI office.
Use the same name format appearing in your IDs and civil registry documents.
If abroad, prepare authorization documents carefully.
Avoid submitting altered, damaged, or unclear copies.

XVI. Frequently Asked Questions

1. Is a certified true copy the same as a new NBI Clearance?

No. A certified true copy is only a certified reproduction of an existing document or record. A new NBI Clearance is separately issued and has its own issuance date and validity.

2. Can a certified true copy be used for employment?

It depends on the employer. Many employers require a newly issued NBI Clearance, especially if the clearance must be recent. A certified true copy may be accepted only if the employer allows it.

3. Can a certified true copy be used abroad?

Possibly, but foreign authorities often require a newly issued clearance and may require apostille or authentication. The applicant should verify the receiving country’s requirements.

4. Can someone else request it for me?

Possibly, but the representative may need written authorization, IDs, and other documents. Because the clearance contains personal information, the NBI may require strict proof of authority.

5. What if my original NBI Clearance is lost?

The NBI may be able to verify records, but in many cases, the applicant may be advised to apply for a new clearance.

6. Does a certified true copy extend the validity of my NBI Clearance?

No. Certification does not extend validity. It only certifies that the copy is true.

7. How many certified copies can I request?

This depends on office policy and payment of applicable fees. The applicant should bring enough photocopies for the number of certified copies needed.

8. Can I certify a scanned copy?

Government offices usually prefer the original document and physical photocopy. A scanned copy alone may not be sufficient unless the NBI can verify the record through its system and allows that procedure.

9. What if there is a mistake in my NBI Clearance?

The applicant should request correction or apply for a corrected clearance, depending on the nature of the error. A certified true copy of an incorrect clearance will merely reproduce the error.

10. Can a notary public certify a true copy of an NBI Clearance?

A notary may notarize certain affidavits or certify copies in limited contexts, but a notarized photocopy is not the same as a certified true copy issued by the NBI. Where the receiving office asks for an NBI-certified true copy, certification should come from the NBI or proper government custodian.

XVII. Legal and Administrative Importance

The certified true copy process protects both the applicant and the receiving institution. It helps prevent:

Fake NBI Clearances;
Altered photocopies;
Misrepresentation of criminal record status;
Use of expired or mismatched documents;
Unauthorized disclosure of personal information;
Confusion between ordinary photocopies and official records.

For employers, schools, licensing authorities, and foreign institutions, certification provides additional assurance that the document submitted is authentic. For the applicant, it allows compliance without necessarily surrendering the original document.

XVIII. Conclusion

A certified true copy of an NBI Clearance is an officially certified reproduction of an existing NBI Clearance or official record. It is useful when a person must submit a verified copy while preserving the original, or when a receiving office requires official confirmation that the copy is genuine.

The applicant should prepare the original clearance, photocopies, valid identification, authorization documents if represented, and payment for applicable fees. The request should be made through the proper NBI office. The applicant should also determine whether a certified true copy is sufficient, because many institutions require a newly issued NBI Clearance, especially for employment, immigration, licensing, or foreign use.

The most important rule is that a certified true copy confirms authenticity of the copy, but it does not renew the clearance, change its purpose, cure errors, remove derogatory records, or extend its validity.