Losing your old NBI Clearance reference number is frustrating, especially when an employer, visa officer, school, bank, or government agency is asking for an updated clearance immediately. The good news is that you usually do not need your old reference number to get a new NBI Clearance. In most cases, you can log in to your NBI Clearance Online account, create a new application, get a new reference number, pay the fee, and appear at your selected NBI site for biometrics and release. What matters is that your personal information is accurate and that you bring the proper IDs.

What the NBI Reference Number Actually Is

An NBI reference number is not the same as your permanent identity record with the National Bureau of Investigation. It is mainly a transaction number generated when you create an online NBI Clearance application or renewal transaction.

You normally use it to:

Pay the NBI Clearance fee through an authorized payment channel;
Confirm that your transaction was paid;
Present your application at the NBI Clearance Center or branch;
Track or identify that specific appointment or transaction.

This means your old reference number is usually useful only for the old application transaction. If you are applying again for a new NBI Clearance, the system can issue a new reference number after you create a new transaction.

Do not confuse these three items:

Term	What it means	Is it needed for a new application?
Reference Number	Transaction number for a specific NBI appointment/payment	Usually no, unless you are trying to recover an unpaid or pending transaction
NBI ID Number / Clearance Number	Number appearing on a previously issued NBI Clearance	Helpful for renewal, but not always required if you apply as a new transaction
NBI Clearance Certificate	The printed clearance issued after processing	Needed only if you are using renewal options that require your old clearance details

The official NBI Citizen’s Charter confirms that the NBI Clearance process involves online application, payment or e-payment receipt, biometrics, verification against the NBI criminal database, and printing/release of the clearance. The Charter also lists the standard counter fee as ₱130.00, separate from possible payment-channel service charges shown during online payment. (National Bureau of Investigation)

Legal Basis for NBI Clearance in the Philippines

The NBI’s authority comes mainly from Republic Act No. 10867 (2016), the National Bureau of Investigation Reorganization and Modernization Act. This law reorganized and modernized the NBI and expressly authorized it to act as a national clearing house of criminal records and related information. It also authorized the establishment of a modern NBI Clearance and Identification Center containing derogatory and criminal records, civilian identification records, fingerprints, and other identifying information. (Supreme Court E-Library)

In practical terms, an NBI Clearance is a government-issued document showing whether, as of the date of issuance, the applicant has a derogatory record reflected in the NBI’s database. It is commonly required for:

Local employment;
Overseas employment;
Visa and immigration applications;
School, board exam, or professional requirements;
Business, licensing, or government transactions;
Adoption, immigration, and other legal documentation.

Because NBI Clearance involves personal information, fingerprints, photographs, and identity records, the handling of your data is also connected to Republic Act No. 10173 (2012), the Data Privacy Act of 2012, which protects personal information in government and private information systems. (Lawphil)

Can You Get a New NBI Clearance Without the Old Reference Number?

Yes. If your goal is to get a new, updated NBI Clearance, you can usually proceed without the old reference number.

The old reference number matters most if:

You already created a recent transaction and paid for it;
You forgot the number before going to your appointment;
You want to check whether a payment was posted;
You are trying to renew using details from an old clearance;
You need to retrieve a pending appointment.

If your old clearance was issued years ago and you simply need a new one, the simplest route is often to create a fresh online application through the official NBI Clearance Online portal, generate a new reference number, and follow the current appointment process.

Step-by-Step: How to Get a New NBI Clearance If You Lost Your Old Reference Number

1. Try to access your existing NBI Clearance Online account

Go to the official NBI Clearance Online website. Use the email address and password you previously used.

If you forgot your password, use the portal’s password recovery option. This is usually better than creating a duplicate account because duplicate profiles, misspelled names, or inconsistent birth dates can cause confusion during verification.

Once logged in, check your account dashboard or transaction history. If your old or pending transaction is still visible, you may be able to see the reference number there.

2. Check your email, SMS, payment app, or receipt

If the lost number relates to a recent appointment, search for it in:

Your email inbox and spam folder;
SMS messages from NBI or the payment provider;
GCash, Maya, online banking, Bayad, 7-Eleven, or other payment history;
Printed payment slips or screenshots;
The transaction history in your NBI account.

Use search terms like:

“NBI”
“NBI Clearance”
“reference”
“Bayad”
“7-Eleven”
“clearance.nbi.gov.ph”

If you already paid, retrieving the reference number is important because it connects your payment to your NBI transaction.

3. If you cannot recover it, create a new NBI Clearance transaction

If the old reference number cannot be found and the old transaction is no longer useful, create a new application.

Typical process:

Log in to your NBI Clearance Online account.
Review and update your personal information.
Choose the purpose of your clearance.
Select your preferred NBI branch or clearance center.
Choose an appointment date and time.
Select a payment method.
Save or screenshot the new reference number.
Pay through your selected channel.
Go to the NBI site on your appointment date with your IDs and proof of payment.

The NBI’s official Citizen’s Charter recognizes both online applications with e-payment and applications where the reference number is presented for payment at the counter. It also requires presentation of valid IDs and biometrics capture before database verification and printing. (National Bureau of Investigation)

4. Bring two valid government-issued IDs

The NBI Citizen’s Charter lists several acceptable IDs and documents, including passport, UMID, PhilHealth, voter’s ID or certification of registration, BIR TIN, PRC license, LTO driver’s license, Pag-IBIG ID, postal ID, PSA/NSO authenticated birth certificate, solo parent ID, PNP clearance, seaman’s book, school ID with current registration card, senior citizen/PWD ID, MARINA ID, and security license ID. (National Bureau of Investigation)

Bring the originals. If you have photocopies, bring them too, but do not rely on photocopies alone.

For most ordinary applicants, the strongest IDs are:

Philippine passport;
Driver’s license;
UMID or SSS/GSIS ID;
PRC ID;
PhilID or ePhilID, where accepted by the branch;
Postal ID;
Voter’s certification;
PSA birth certificate plus another valid ID, if you lack stronger IDs.

5. Go to your appointment and complete biometrics

At the NBI site, you will usually go through:

Verification of your appointment and payment;
Presentation of valid IDs;
Photo capture;
Fingerprint scanning;
Signature capture;
Database verification;
Printing and release, if there is no issue.

The official Citizen’s Charter states that if there is “No Hit,” the applicant proceeds to printing. If there is “With Hit,” the applicant is asked to return on a scheduled date. If marked for Quality Control, the applicant may need an interview and verification. (National Bureau of Investigation)

What If You Already Paid but Lost the Reference Number?

If you already paid for a recent transaction, do not immediately create a new paid application. Try to retrieve the number first.

Do these in order:

Log in to your NBI Clearance Online account and check transactions.
Search your email and SMS.
Check your payment app or online banking history.
Return to the payment outlet if you paid over the counter and ask if they can reprint or identify the transaction.
Contact the NBI Clearance helpdesk.

The NBI contact page lists the NBI Clearance Center at United Nations Avenue, Ermita, Manila, with clearance inquiry contact details including landline (02) 8524-1277, mobile 0939 150 2880, and email nbiclearance@nbi.gov.ph. (National Bureau of Investigation)

When emailing or calling, prepare:

Full name;
Date of birth;
Place of birth;
Email address used in the NBI portal;
Mobile number used;
Approximate appointment date;
Payment channel;
Payment date and amount;
Screenshot or receipt, if available;
Copy of valid ID, if requested.

Avoid sending sensitive personal documents to unofficial pages, private individuals, or social media accounts pretending to “assist” with NBI Clearance.

What If You Forgot Your Old NBI ID Number Too?

Many people say “reference number” when they actually mean the NBI ID Number or Clearance Number printed on the old clearance.

If you lost the old clearance and do not know the NBI ID Number, you still have options:

Check scanned copies in your email, phone gallery, cloud storage, or employer files;
Ask your previous employer or agency if you submitted a copy;
Log in to your NBI Clearance Online account and check past transactions;
Apply for a new clearance using your correct personal details;
Ask the NBI helpdesk or branch personnel for assistance if the portal requires details you no longer have.

In practice, if the system does not allow a renewal because you lack the old clearance number, you may proceed through a new application route, provided your identity details are truthful and consistent.

Requirements, Fees, and Timelines

Item	Practical details
Official portal	NBI Clearance Online
Main legal authority	RA 10867, National Bureau of Investigation Reorganization and Modernization Act
Standard clearance fee	₱130.00 under the NBI Citizen’s Charter, with possible payment-channel fees depending on the method used
IDs	Usually two valid government-issued IDs or acceptable documents
Biometrics	Photo, fingerprints, and signature are captured at the NBI site
If “No Hit”	Clearance may be released the same day after processing
If “With Hit”	You may be told to return on a later date for further verification
If abroad	Use NBI Form No. 5 through the Philippine Embassy/Consulate or a representative/mailed clearance process

The NBI maintains a published list of clearance offices and operating hours. For example, the main NBI Clearance Center at U.N. Avenue, Ermita, Manila is listed with office hours of 7:00 AM to 5:00 PM, while many mall-based or regional sites have different hours. Always check the current office list before choosing a branch. (National Bureau of Investigation)

If You Are a First-Time Jobseeker

If you are applying for your first job, check whether you qualify under Republic Act No. 11261 (2019), the First Time Jobseekers Assistance Act.

Under this law, covered first-time jobseekers may obtain certain pre-employment documents without paying government fees. The law expressly includes NBI Clearance among the covered documents, subject to proof of eligibility and the rule that the benefit may be availed of only once. (Lawyerly)

You generally need a barangay certification stating that you are a first-time jobseeker. The NBI’s official page for first-time jobseekers also lists the barangay certification and acceptable IDs/certificates as requirements and shows that the NBI Clearance transaction for qualified first-time jobseekers is free of charge. (National Bureau of Investigation)

Important reminders:

This benefit is for qualified Filipino first-time jobseekers.
It is usually availed only once.
The barangay certification must be genuine.
Fabricating or falsifying documents can create criminal liability.

If You Are Abroad and Lost Your Old NBI Details

Filipinos abroad and foreigners who previously lived in the Philippines may still need an NBI Clearance for immigration, employment, permanent residence, licensing, or foreign government requirements.

The NBI has a specific mailed clearance procedure for applicants abroad. For new applicants abroad, the NBI instructs applicants to secure NBI Clearance Application Form No. 5 from the Philippine Embassy or Consular Office, ensure the form bears the consular seal, fill it out properly, have fingerprints taken, attach a recent 2x2 photo with white background, and attach a photocopy of the passport biodata page. (National Bureau of Investigation)

The NBI also states that mailed clearance applications may be sent to the Mailed Clearance Section, 3rd Floor, NBI Clearance Building, U.N. Avenue, Ermita, Manila, and that applications from abroad are processed only at the main office. It lists a maximum processing time of five working days upon receipt of documents, although mailing, courier, consular, and representative delays can make the total timeline much longer. (National Bureau of Investigation)

If your old clearance was issued from 2014 onward, the NBI says it may be renewed through mail or a designated representative under the mailed clearance procedures. If it was issued before 2014, the application is treated as new. (National Bureau of Investigation)

Common Problems and Practical Fixes

You lost the reference number before paying

Create a new transaction if you cannot retrieve the old one. Unpaid transactions usually matter less than paid ones. Save the new reference number immediately.

You lost the reference number after paying

Do not pay again right away. Check your NBI account, email, SMS, payment app, and receipt. If still missing, contact NBI Clearance support with your payment details.

Your old email no longer works

Try account recovery first. If impossible, contact NBI support or ask for help at the branch. Bring IDs that match your old and current personal details.

Your name changed because of marriage

Be careful when entering your name. Married women should ensure consistency between the NBI application, passport, PSA marriage certificate, and other IDs. For overseas applications, the NBI’s mailed clearance instructions specifically remind married female applicants to properly indicate surname, husband’s surname, given name, and mother’s maiden surname. (National Bureau of Investigation)

You got a “Hit”

A “Hit” does not automatically mean you have a criminal case. It may mean that your name or identifying details match or resemble a record in the NBI database. You may be asked to return after verification or undergo Quality Control interview.

Bring documents that help establish identity, such as:

PSA birth certificate;
Passport;
Government IDs;
Marriage certificate, if applicable;
Court documents, if you previously had a case that was dismissed, archived, or resolved.

Someone offers to “recover” or “fix” your NBI Clearance for a fee

Be very careful. NBI Clearance is a government record. Fake clearances, false entries, or tampered documents may expose a person to criminal liability.

Under the Revised Penal Code, falsification of public or official documents is punishable under Articles 171 and 172. The Supreme Court has explained that falsification of public or official documents punishes the violation of public faith and the destruction of truth in official documents. (Lawphil)

If the falsification involves computer data, online entries, or digital manipulation, Republic Act No. 10175 (2012), the Cybercrime Prevention Act, may also be relevant because it penalizes computer-related offenses such as computer-related forgery. (Lawphil)

How to Avoid Losing Your New Reference Number Again

After creating your new NBI Clearance transaction:

Take a screenshot of the reference number;
Save it as a PDF or image;
Email it to yourself;
Write it down in a notebook;
Save the payment receipt;
Do not delete NBI-related emails or SMS;
Use one consistent email address for government transactions;
Keep a scanned copy of the issued clearance.

Also check your name, birth date, birthplace, gender, civil status, and address before confirming the application. Small errors can cause delays, especially if your clearance will be used abroad.

Frequently Asked Questions

Can I apply for a new NBI Clearance without my old reference number?

Yes. A reference number is generally tied to a specific transaction. If you are making a new application, the NBI Clearance Online system can generate a new reference number.

Is the NBI reference number the same as the NBI Clearance number?

No. The reference number is usually for payment and appointment processing. The NBI Clearance number or NBI ID number appears on the issued clearance and may be used for renewal or verification.

What should I do if I lost my reference number after paying?

Check your NBI online account, email, SMS, payment app, and receipt. If you still cannot find it, contact NBI Clearance support and provide your name, date of birth, payment details, and appointment information.

Can I just create another NBI account?

Avoid creating duplicate accounts unless necessary. It is better to recover your old account first because inconsistent profiles may cause confusion. If you cannot access the old email, ask NBI support or branch personnel for assistance.

Will I pay again if I lost my old reference number?

If the lost number belongs to an old, unused, or unpaid transaction, you can usually create a new transaction and pay the new fee. If you already paid for the lost reference number, try to recover it first so you do not pay twice.

Can I renew my NBI Clearance if I lost the old clearance?

Possibly, but renewal may require details from the old clearance. If you cannot provide them, you may proceed as a new application using your correct personal information.

What happens if I get a “Hit”?

You may be asked to return on another date or undergo further verification. A “Hit” can happen because of name similarity and does not automatically mean you have a criminal record.

Can a foreigner get an NBI Clearance in the Philippines?

Yes, foreigners who need proof of Philippine criminal record status may apply, especially if they lived, worked, studied, or conducted legal transactions in the Philippines. They should bring passport and other immigration or identity documents required by the NBI branch.

Can I get NBI Clearance while abroad?

Yes. Applicants abroad may use NBI Form No. 5 through a Philippine Embassy or Consulate, with fingerprinting and mailing or representative procedures handled through the NBI Mailed Clearance Section in Manila. (National Bureau of Investigation)

Is it safe to use third-party fixers?

No. Use the official NBI portal, authorized payment channels, and official NBI contact details. Fake or tampered clearance documents can create serious criminal and immigration problems.

Key Takeaways

Losing your old NBI reference number usually does not stop you from getting a new NBI Clearance.
A reference number is generally transaction-specific; a new application creates a new reference number.
If you already paid, recover the old reference number before paying again.
Use only the official NBI Clearance Online portal and official NBI contact channels.
Bring two valid IDs and make sure your personal information is accurate.
If you get a “Hit,” follow the return date or Quality Control instructions.
First-time jobseekers may qualify for a free NBI Clearance under RA 11261.
Applicants abroad may apply through NBI Form No. 5 and the NBI Mailed Clearance process.
Avoid fixers, fake clearances, and false information because these can lead to criminal liability under Philippine law.