I. Introduction

An NBI Clearance is one of the most commonly required government documents in the Philippines. It is issued by the National Bureau of Investigation and is used to certify whether a person has a criminal record, derogatory record, or pending record in the NBI database.

In many transactions, an ordinary NBI Clearance is enough. However, certain government offices, courts, employers, embassies, foreign agencies, schools, licensing bodies, and private institutions may require a certified true copy of an NBI Clearance.

A certified true copy is not merely a photocopy. It is a copy officially certified by the issuing or custodian office as a faithful reproduction of the original document or official record. In practical terms, it is used when the requesting institution wants added assurance that the document is authentic and unchanged.

II. What Is an NBI Clearance?

An NBI Clearance is an official document issued by the National Bureau of Investigation stating whether the applicant has a record in the NBI system.

It is commonly required for:

Local employment;
Overseas employment;
Visa applications;
Immigration purposes;
Naturalization or residency applications abroad;
Government employment;
Professional licensing;
Business permits;
Court requirements;
Adoption proceedings;
Firearms licensing;
Seafarer documentation;
School admission;
Foreign embassy requirements;
Name-change or civil registry proceedings;
Other legal or administrative transactions.

The clearance usually reflects the applicant’s name, identifying information, photograph, fingerprint or biometric data reference, purpose, date of issuance, and clearance result.

III. What Is a Certified True Copy of an NBI Clearance?

A certified true copy of an NBI Clearance is an officially certified reproduction of an existing NBI Clearance or NBI record.

It may be requested when the original cannot be submitted, when multiple agencies require copies, or when a foreign or local authority specifically asks for a certified copy.

The certification generally confirms that the copy presented corresponds to the original record or document on file, or that the photocopy is a true and faithful copy of the original clearance shown to or verified by the NBI.

IV. Certified True Copy vs. Original NBI Clearance

An original NBI Clearance is the document first issued to the applicant after completing the clearance process.

A certified true copy is a copy that bears an official certification, stamp, seal, or signature confirming its authenticity as a copy.

The distinction matters because some institutions will not accept a plain photocopy. They may require either:

The original NBI Clearance;
A certified true copy issued or certified by the NBI;
A notarized copy;
An apostilled copy;
A copy authenticated by a Philippine embassy or consulate;
A renewed or newly issued NBI Clearance.

The exact requirement depends on the institution requesting the document.

V. When a Certified True Copy May Be Needed

A certified true copy may be needed for:

1. Court proceedings

Courts may require certified documents when the clearance is being offered as evidence or attached to a pleading.

2. Immigration applications

Foreign immigration agencies may require certified or authenticated copies for visa, residency, citizenship, work permit, or permanent residence applications.

3. Overseas employment

Recruitment agencies or foreign employers may request certified copies as part of background screening.

4. Government applications

Certain public offices may require certified true copies for employment, licensing, accreditation, or eligibility purposes.

5. Embassy or consular use

Embassies may require an NBI Clearance that is valid, certified, apostilled, or otherwise authenticated.

6. Multiple submissions

Where several offices require the clearance, the holder may want certified copies instead of surrendering the original.

7. Legal recordkeeping

Parties may keep certified copies for legal files, compliance records, or future reference.

VI. Who May Request a Certified True Copy?

Generally, the person named in the NBI Clearance may request a certified true copy.

In some cases, a representative may process the request, but authorization is usually required. The representative may need:

Original authorization letter or special power of attorney;
Valid ID of the applicant;
Valid ID of the representative;
Original or photocopy of the NBI Clearance;
Other documents required by the NBI office.

For overseas applicants, a representative in the Philippines may sometimes process the request if properly authorized, but additional documents may be required depending on the NBI’s current procedure and the purpose of the request.

VII. Where to Get a Certified True Copy

A certified true copy should be requested from the National Bureau of Investigation or the appropriate NBI Clearance office.

Depending on the transaction, the applicant may need to go to:

The NBI Clearance Center;
An NBI regional or satellite office;
The NBI office that issued the clearance;
A designated authentication or records unit;
A consular channel if the applicant is abroad.

Not every NBI branch may process certified true copy requests. Some offices may only process new applications or renewals. For official certification, applicants are often directed to a main office or designated NBI unit.

VIII. Basic Requirements

The usual requirements may include:

Original NBI Clearance;
Photocopy of the NBI Clearance;
Valid government-issued ID;
Application or request form, if required;
Payment of certification or documentary fees;
Authorization letter or special power of attorney, if through a representative;
Representative’s valid ID;
Applicant’s valid ID copy;
Additional documents depending on purpose.

For foreign use, the applicant may also need:

Apostille processing;
DFA authentication of the NBI document;
Embassy or consular legalization, if applicable;
Translation, if required by the foreign authority.

IX. Valid IDs Commonly Accepted

The NBI and other government offices commonly require valid identification. Acceptable IDs may include:

Philippine passport;
Driver’s license;
UMID;
SSS ID;
GSIS ID;
PhilHealth ID;
Postal ID;
Voter’s ID or voter certification;
PRC ID;
Senior citizen ID;
OFW ID;
National ID or PhilID;
Seafarer’s book;
Alien Certificate of Registration, when applicable;
School ID for students, if accepted;
Other government-issued IDs with photograph and signature.

Applicants should bring original IDs and photocopies.

X. Step-by-Step Procedure

Step 1: Check whether a certified true copy is really required

Before going to the NBI, the applicant should confirm with the requesting institution whether it requires:

Original NBI Clearance;
Certified true copy;
Recently issued clearance;
Apostilled NBI Clearance;
Notarized copy;
Embassy-authenticated copy;
Clearance with a specific validity period.

This matters because some agencies will not accept a certified copy if they require a newly issued original.

Step 2: Secure the original NBI Clearance

The applicant should have the original NBI Clearance. If the original is lost, expired, damaged, or unavailable, the applicant may need to apply for a new clearance instead of requesting a certified copy.

Step 3: Prepare photocopies

Bring clear photocopies of the NBI Clearance. The copy should show all relevant information, including name, photo, clearance number, date of issuance, purpose, and result.

Step 4: Bring valid identification

Bring original valid IDs and photocopies. The ID should match the name appearing on the NBI Clearance. If there are name discrepancies, bring supporting documents such as a birth certificate, marriage certificate, court order, or affidavit.

Step 5: Go to the appropriate NBI office

Proceed to the NBI office authorized to certify NBI Clearance copies. Ask for the records, certification, or clearance section handling certified true copy requests.

Step 6: Fill out the required form

The NBI may require a request form or written request stating the purpose of the certified true copy.

Step 7: Submit documents for verification

The NBI may verify the original clearance, the applicant’s identity, and the clearance record.

Step 8: Pay the required fee

Pay the certification or processing fee, if required. Keep the official receipt.

Step 9: Receive the certified true copy

The certified copy may bear a stamp, seal, signature, certification statement, official receipt reference, or other mark showing that it was certified by the proper office.

Step 10: Check the document before leaving

Review the certified true copy for:

Correct name;
Complete pages;
Clear copy;
Official stamp;
Signature;
Date of certification;
Seal, if applicable;
No typographical errors;
Correct purpose, if stated.

XI. If the NBI Clearance Is Expired

An NBI Clearance is typically valid only for a limited period. Many agencies require an NBI Clearance issued within a specific timeframe, often within the last six months or one year, depending on the transaction.

If the clearance is expired, a certified true copy of the expired clearance may not be accepted. In that case, the applicant should apply for a new NBI Clearance.

A certified true copy does not necessarily extend the validity of the original clearance. Certification confirms the copy, not the continuing validity of the clearance for all purposes.

XII. If the Original NBI Clearance Was Lost

If the original NBI Clearance was lost, the applicant may not be able to obtain a certified true copy unless the NBI can certify from its records or issue an official certification.

In many cases, the practical solution is to apply for a new NBI Clearance.

The applicant may also prepare:

Affidavit of loss;
Valid IDs;
Prior clearance reference number, if available;
Photocopy or scanned copy of the lost clearance, if available.

Whether a certified copy can be issued without the original depends on the NBI’s current records and procedures.

XIII. If the NBI Clearance Has a “Hit”

A “hit” means the applicant’s name or identifying data matched or resembled a record in the NBI database. It does not automatically mean the applicant has a criminal record.

If the applicant’s clearance has been delayed because of a hit, a certified true copy may only be possible after the clearance is released.

If the clearance reflects a particular result or notation, the certified true copy will generally reproduce or certify the same document. The certification does not erase or modify the clearance result.

XIV. If There Is a Name Discrepancy

Name discrepancies are common and may delay certification or cause rejection by the requesting institution.

Examples include:

Maiden name vs. married name;
Middle name omitted;
Spelling error;
Suffix omitted, such as Jr., Sr., III;
Different birthdate;
Different place of birth;
Use of nickname;
Different name order;
Clerical error in civil registry records.

Supporting documents may include:

PSA birth certificate;
PSA marriage certificate;
Court order;
annotated civil registry document;
valid passport;
affidavit of one and the same person;
government ID reflecting the correct name.

If the NBI Clearance itself contains an error, it may be better to correct or renew the clearance rather than certify the erroneous copy.

XV. Certified True Copy for Use Abroad

For use abroad, a certified true copy alone may not be enough.

Foreign authorities may require the NBI Clearance to be:

Original;
Recently issued;
Certified;
Apostilled by the Department of Foreign Affairs;
Legalized by an embassy;
Translated into another language;
Sent directly by the issuing authority;
Submitted in sealed envelope.

The applicant should ask the foreign authority exactly what form is required.

XVI. Apostille of NBI Clearance

An apostille is a form of authentication used for public documents intended for use in countries that are parties to the Apostille Convention.

For many foreign transactions, the applicant may need the original NBI Clearance or certified document apostilled by the Department of Foreign Affairs.

The usual sequence is:

Obtain the NBI Clearance or certified copy;
Prepare the document for DFA authentication or apostille;
Submit it to the DFA or authorized apostille office;
Receive the apostilled document;
Submit it abroad.

Some foreign authorities may prefer the original NBI Clearance rather than a certified copy. Others may accept a certified copy if apostilled.

XVII. Notarized Copy vs. Certified True Copy

A notarized copy is not the same as a certified true copy issued by the NBI.

A notary public may notarize an affidavit or certify that a person appeared and declared something under oath. However, a notary generally does not certify the official authenticity of an NBI record.

A certified true copy from the issuing agency carries stronger evidentiary value for government and legal purposes.

Some agencies may accept a notarized photocopy, but others specifically require certification by the issuing office.

XVIII. Certified True Copy vs. Authentication

Certification and authentication are related but different.

A certified true copy confirms that the copy is true to the original or official record.

Authentication or apostille confirms the authority, signature, and seal of the public official who issued or certified the document, for use in another jurisdiction.

For foreign use, both may be needed.

XIX. Certified True Copy vs. Renewal

Renewal means applying for a new NBI Clearance.

Certified true copy means obtaining an official copy or certification of an existing clearance.

Renewal may be preferable when:

The clearance is expired;
The requesting agency wants a recent clearance;
The original was lost;
There are errors in the old clearance;
The clearance purpose has changed;
Foreign authorities require a newly issued document.

Certified copy may be useful when:

The clearance is still valid;
The institution allows certified copies;
Multiple submissions are needed;
The original must be kept by the applicant;
The clearance is being attached to a court filing or legal record.

XX. Use in Court Proceedings

When an NBI Clearance is used in court, a certified true copy may be required if the original cannot be submitted.

The court may require proof that the document is authentic and duly issued. Depending on the case, the party may need to present:

The original NBI Clearance;
Certified true copy;
Testimony of the document holder;
Certification from the NBI;
Official receipt or issuance record;
Other evidence establishing authenticity.

A court may reject a mere photocopy if authenticity is questioned.

XXI. Evidentiary Value

A certified true copy generally has better evidentiary value than an ordinary photocopy because it bears official certification.

However, certification does not necessarily prove every fact that may be relevant in a legal case. For example:

It does not prove that the applicant never committed any crime;
It does not guarantee absence of all police or court records;
It only reflects the NBI’s database and clearance result as of issuance;
It may not include foreign criminal records;
It may not include records not reported to or encoded in the NBI system.

An NBI Clearance is a government clearance, not a universal certificate of good moral character.

XXII. Request Through a Representative

If the applicant cannot personally appear, a representative may be allowed to request the certified true copy, subject to NBI requirements.

The representative should bring:

Authorization letter or special power of attorney;
Applicant’s valid ID copy;
Representative’s valid ID;
Original NBI Clearance, if available;
Photocopy of the NBI Clearance;
Official receipt, if applicable;
Additional requirements imposed by the NBI.

For important legal, immigration, or foreign-use documents, a notarized special power of attorney may be safer than a simple authorization letter.

XXIII. Request by an Overseas Filipino

An overseas Filipino may need to coordinate through:

A representative in the Philippines;
A Philippine embassy or consulate;
Courier services;
NBI clearance renewal procedure for applicants abroad;
DFA apostille services through an authorized representative.

The applicant may need to execute a special power of attorney before a Philippine consulate or in a form acceptable for use in the Philippines.

If the applicant no longer has a valid original clearance, it may be necessary to apply for a new NBI Clearance from abroad using the procedure for overseas applicants.

XXIV. If the Requesting Agency Wants the NBI Clearance Sent Directly

Some foreign agencies may require that the clearance or certified copy be sent directly by the issuing authority.

This can be difficult because Philippine offices may not always send documents directly to foreign agencies. The applicant should verify whether:

Direct transmission is possible;
A sealed envelope is acceptable;
Apostille is required;
The applicant may submit the document personally;
A representative may receive the document;
Courier delivery is allowed.

If direct transmission is not available, the applicant may request an official sealed or certified document and follow the foreign agency’s alternative procedure.

XXV. Common Problems and Solutions

1. The office refuses to certify a photocopy

The applicant may need to apply for a new clearance or go to the correct NBI office authorized to issue certifications.

2. The clearance is expired

Apply for a new NBI Clearance unless the requesting institution specifically accepts a certified copy of an expired clearance.

3. The original is lost

Prepare an affidavit of loss and apply for a new clearance if certification is not possible.

4. The requesting agency wants an apostille

Obtain the proper NBI document and submit it for DFA apostille.

5. There is a spelling error

Correct or renew the clearance. Do not certify an incorrect document unless the requesting agency accepts it with supporting proof.

6. The applicant is abroad

Use a duly authorized representative or follow the NBI procedure for overseas applicants.

7. The NBI record shows a hit

Wait for the NBI to complete verification and release the clearance.

8. The certified copy is rejected abroad

Ask the foreign authority whether it needs an original, apostille, translation, recent issuance, or direct submission.

XXVI. Practical Checklist

Before going to the NBI, prepare:

Original NBI Clearance;
At least two photocopies;
Valid government ID;
Photocopy of valid ID;
Requesting agency’s instruction, if available;
Authorization letter or SPA, if through representative;
Representative’s valid ID;
Affidavit of loss, if original is missing;
Proof of name change or correction, if applicable;
Money for fees;
Envelope or folder to protect the document.

For foreign use, also check:

Whether apostille is required;
Whether translation is required;
Whether the clearance must be newly issued;
Whether photocopies are accepted;
Whether the document must be sealed;
Whether the foreign agency requires direct submission.

XXVII. Best Practices

Ask the requesting agency exactly what it wants. Do not assume a certified true copy will be accepted.
Use a recent NBI Clearance when possible. Many agencies prefer a newly issued clearance.
Keep the original clean and undamaged. Do not laminate the document if it may need stamps, seals, or apostille processing.
Bring more than one ID. Government offices may require specific IDs.
Prepare extra photocopies. This avoids delays.
Check the spelling of your name. Errors can cause rejection.
Do not rely on fixers. Process documents through official channels only.
Keep receipts and claim stubs. These may be needed for release or follow-up.
Check validity requirements. A certified true copy does not automatically make an old clearance current.
For foreign use, plan for apostille. Certification and apostille are different steps.

XXVIII. Legal Significance of the NBI Clearance

An NBI Clearance is often treated as evidence of whether the applicant has a derogatory record in the NBI database. It is important in legal and administrative processes because it helps verify identity and background.

However, it should not be misunderstood. It is not a court judgment, not an acquittal, not a police clearance for every jurisdiction, and not a guarantee that the person has no criminal liability anywhere.

Its legal significance depends on the purpose for which it is submitted.

XXIX. Privacy and Data Protection Considerations

An NBI Clearance contains personal information. Applicants should protect copies from misuse.

Important precautions include:

Submit copies only to legitimate institutions;
Avoid posting the clearance online;
Redact unnecessary details when a full copy is not required;
Keep photocopies secure;
Retrieve unused copies when possible;
Avoid giving documents to unauthorized agents.

Because the clearance contains sensitive identity information, careless sharing may expose the applicant to identity theft or fraud.

XXX. Frequently Asked Questions

1. Can I get a certified true copy of my NBI Clearance?

Generally, yes, if the NBI office can verify the document and the request complies with its procedures. In some situations, you may be advised to obtain a new clearance instead.

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

No. A certified true copy is a certified copy of an existing clearance. A new clearance is a newly issued document.

3. Can I use a certified true copy abroad?

Possibly, but many foreign authorities require the original, apostille, translation, or a recently issued clearance.

4. Can I get a certified true copy if my NBI Clearance is expired?

You may be able to certify a copy of the document, but the requesting institution may reject it because the clearance is expired. A new clearance is usually safer.

5. Can someone else request it for me?

A representative may be allowed if properly authorized and if all required IDs and documents are presented.

6. Do I need an apostille?

For foreign use, often yes, depending on the country and the requesting agency.

7. Can a notary certify my NBI Clearance?

A notary may notarize an affidavit or copy-related statement, but this is different from an official certified true copy from the NBI.

8. What if the NBI office says they do not issue certified true copies?

Ask whether another NBI office or unit handles certifications. If certification is unavailable, ask the requesting institution whether a new original NBI Clearance will suffice.

9. Can I certify a scanned copy?

Usually, official certification requires verification against the original or official record. A scanned copy alone may not be enough.

10. What if my name has changed after marriage?

Bring your PSA marriage certificate, valid IDs, and other proof of name change. You may need a new clearance reflecting the correct current name.

XXXI. Conclusion

Getting a certified true copy of an NBI Clearance in the Philippines is generally a matter of presenting the original clearance, valid identification, photocopies, and any required authorization to the appropriate NBI office. The purpose is to obtain an official copy that carries greater evidentiary and administrative weight than a plain photocopy.

The most important points are: confirm what the requesting institution requires, make sure the clearance is still acceptable for the intended purpose, use official NBI channels, prepare proper identification, and check whether apostille or authentication is needed for foreign use.

For many transactions, especially immigration and overseas employment, a newly issued original NBI Clearance may be preferable to a certified true copy. For legal proceedings, government submissions, and recordkeeping, a certified true copy may be useful, provided it is issued or certified by the proper authority and accepted by the receiving office.