Quick answer

Get the clearance from the Office of the Clerk of Court (OCC) of the correct Regional Trial Court station. Prepare a signed application letter, provide the personal details and purpose required by the Supreme Court, pay the assessed fee through the Judiciary Electronic Payment Solution (JEPS), submit the request as instructed by the OCC, and wait for the court’s records verification.

An RTC clearance is not a nationwide criminal-record clearance. It ordinarily speaks only to the records searched by the issuing RTC station and to the matters described in the certificate. It does not replace an NBI, police, prosecutor’s, Municipal Trial Court, Metropolitan Trial Court, or Sandiganbayan clearance.

Before paying or traveling, ask the employer or agency requiring the document which RTC station, geographic coverage, and exact type of certification it will accept.

What is an RTC clearance?

“RTC clearance” commonly refers to a court-issued clearance or certification concerning cases recorded under a person’s name. Depending on the request and the court’s records, it may be called a:

Court clearance;
Certification of no pending case;
Certification of no pending criminal case; or
Certification stating the existence or status of a particular case.

Read the completed certificate carefully. Its legal significance depends on its exact wording, the records searched, the issuing station, and the date of issuance. A certification that no case was found is not necessarily proof that the person has never been charged, sued, investigated, or convicted anywhere in the Philippines.

Where should you apply?

Apply to the Office of the Clerk of Court of the RTC station specified by the requesting employer or government agency. RTC offices are commonly located at the city or provincial Hall of Justice.

If the instruction merely says “RTC clearance,” ask the requesting office:

Which city, municipality, province, or RTC station must issue it?
Is a clearance from your present residence enough?
Must you also obtain clearances from former residences or other court stations?
Does it require only criminal-case verification, or civil and special proceedings as well?
How recently must the clearance have been issued?

The Supreme Court’s Court Clearances page includes access to the Trial Court Locator and contact information for Offices of Clerks of Court.

Requirements under the Supreme Court’s published procedure

The Supreme Court directs applicants to prepare a signed application letter addressed to:

THE CLERK OF COURT OCC, RTC–[Station]

The letter must state:

Full name, in the order family name, first name, middle name;
Complete residential address;
Date of birth;
Place of birth;
Civil status;
Gender; and
Purpose of the clearance, such as local employment, travel abroad, retirement, release from detention, or voluntary surrender.

If another person is applying for the principal, the Supreme Court requires a copy of the Special Power of Attorney (SPA). The personal details in the application must be those of the principal.

Individual RTC stations may require identity documents, photocopies, a local form, or other supporting records needed to distinguish applicants with similar names. Requirements such as a community tax certificate, photograph, documentary stamp, or notarized authorization should not be treated as universally required unless the OCC confirms them.

Bring the original and a photocopy of at least one current government-issued ID unless the station tells you otherwise. If your records use different names—such as a maiden name, married name, old spelling, or suffix—disclose them and ask whether supporting civil-registry documents are needed.

Step-by-step procedure

1. Confirm the correct court and certificate

Show the requesting agency’s written checklist to the OCC if possible. Asking for the wrong certification may result in a technically valid document that the employer or agency will not accept.

This is particularly important when the request concerns:

Police or military recruitment;
Firearm licensing;
Government appointment, promotion, transfer, or retirement;
Travel or immigration;
Release from detention;
Adoption, rehabilitation, land, or estate proceedings; or
A named civil or criminal case.

2. Contact the RTC station before paying

Confirm:

The accepted submission method—in person, by an authorized representative, email, courier, or another station-approved channel;
Current documentary requirements;
The correct JEPS assessment category;
Whether originals must be presented;
The expected release schedule;
The collection or delivery method; and
Any special procedure for a namesake or an applicant with a previous case.

The Supreme Court’s national page does not promise that every RTC offers end-to-end online application or delivery.

3. Prepare and sign the application letter

A simple format is sufficient unless the court provides its own form:

The Clerk of Court Office of the Clerk of Court Regional Trial Court, [Station]

I respectfully request the issuance of a court clearance/certification of no pending case for [state the exact purpose].

Full name: Complete residential address: Date of birth: Place of birth: Civil status: Gender: Contact number/email:

Respectfully, [Signature over printed name] [Date]

Include aliases or former names only where relevant, and do not omit a name previously used in official records if doing so could produce a misleading search.

4. Obtain the official assessment and pay through JEPS

Use the Judiciary’s ePayment portal and its Assessment Calculator as directed by the OCC. Enter the correct court station and transaction information.

The Supreme Court states that the court can act on the request only after confirming payment through JEPS. Because the payable amount can depend on the current assessment and applicable exemption, rely on the amount generated or confirmed by the court—not an old fee quoted online.

Save or print:

The assessment or reference number;
Payment confirmation;
JEPS official receipt; and
Any transaction email or screenshot.

Do not pay an unofficial collector or send money to a court employee’s personal account. Court fees must be officially assessed and receipted.

5. Submit the complete request

Submit the signed letter, proof of payment, identification, SPA if applicable, and any station-specific documents through the channel confirmed by the OCC.

Ask for an acknowledged copy, receiving stamp, reference number, or email confirmation. Note the name of the office—not merely an individual employee—that received the request.

6. Wait for records verification

The OCC will verify the relevant court records. A possible match may require further checking, especially when applicants have common names or incomplete identifying information.

There is no single nationwide release time stated on the Supreme Court’s general clearance page. Processing may depend on the court station, records involved, payment confirmation, possible name matches, and whether archived files or several branches must be checked. Apply early if another agency has imposed a deadline.

7. Check the issued certificate

Before leaving the court or accepting electronic delivery, verify:

Correct spelling and order of your full name;
Date and place of birth, if stated;
RTC station and territorial coverage;
Type of cases or records covered;
Cutoff or issuance date;
Signature or authentication; and
Any case number, qualification, or limitation stated in the certificate.

Request correction promptly if a material detail is wrong. Preserve both the erroneous document and your request for correction.

Fees and exemptions

General rule

Court clearances and certifications are subject to the officially assessed legal fee. Pay only through the authorized Judiciary process and retain the official receipt.

First-time jobseekers

A qualified first-time jobseeker may obtain a court-issued employment requirement without paying the applicable fee upon presenting a barangay certification stating that the applicant is a first-time jobseeker.

Under Republic Act No. 11261 and OCA Circular No. 109-2023:

The document must be required for an application for employment locally or abroad;
The benefit may be used only once;
A barangay certification is required; and
Beneficiaries of JobStart or another law granting a similar exemption are not qualified for the same benefit under this Act.

Present the barangay certification before assessment or payment. Do not assume that a fee already paid can automatically be refunded.

Persons deprived of liberty

OCA Circular No. 260-2023-A provides special rules for certifications requested for persons deprived of liberty:

A request filed by the government agency or instrumentality having custody of the person is exempt from the legal fee;
A request filed by the detained person is exempt if the applicant meets the applicable indigent-litigant requirements;
The fee is automatically waived for a detainee unable to pay after ten days from issuance of the release order; and
Representation by the Public Attorney’s Office may support qualification for a free certificate under the circular.

A detention facility, PAO lawyer, or court liaison should identify the request as release-related and invoke the applicable exemption at the outset.

Is there a filing deadline or expiration date?

There is no single nationwide filing deadline or universal validity period stated in the Supreme Court’s published general procedure for ordinary RTC clearances.

The employer, licensing office, embassy, or other recipient may impose its own submission deadline or require a recently issued certificate. Ask how old the clearance may be before applying. If the recipient says “valid for six months,” for example, confirm that this is its acceptance rule rather than assuming it is a universal court rule.

What if the search shows a case or a possible match?

Do not ignore the result or try to apply under a shortened or altered name.

Ask the OCC for the information it can properly provide, including the:

Case number;
Case title;
Branch;
Nature of the case;
Filing or disposition date; and
Recorded status.

If it belongs to a namesake

Present reliable identifiers showing the difference, such as your government ID, birth certificate, address history, or other documents requested by the OCC. Ask for re-verification and written correction or clarification. Do not rely solely on a verbal statement that the case is not yours.

If it is your pending case

An RTC clearance application does not dismiss the case, recall a warrant, lift bail conditions, remove a hold-departure order, or satisfy a judgment. Consult your lawyer or PAO promptly and obtain the relevant branch records.

If the case was dismissed, terminated, or decided

The docket may need to be updated or supplemented with the proper court order. Depending on the circumstances, the OCC may ask for a certified copy of the dismissal order, judgment, entry of judgment, order of finality, or another branch certification. The exact document depends on the case and what the requesting agency needs.

Special rule for certain drug cases resolved through plea bargaining

OCA Circular No. 139-2022 addresses clearances following plea-bargained drug convictions involving probation and a fine. It recognizes that payment of a fine of up to ₱10,000 may be imposed as a probation condition. However, when the judgment imposing the fine does not expressly provide for subsidiary imprisonment in case of insolvency, the clearance or certification of no pending case cannot be withheld on that ground alone, unless the person remains in custody for another lawful cause.

Because the judgment and probation order control, obtain legal advice rather than relying only on a payment receipt or verbal assurance.

Records and evidence to preserve

Keep copies of:

The requesting agency’s checklist or email;
Your signed application and attachments;
Government ID used;
SPA and the representative’s ID, if applicable;
JEPS assessment, payment confirmation, and official receipt;
Proof and date of submission;
Follow-up messages;
The issued clearance or adverse certification;
Documents concerning any possible name match; and
Orders, judgments, or certifications submitted to correct a court record.

These documents are useful if payment cannot be confirmed, the certificate contains an error, or the recipient questions its scope or authenticity.

Common mistakes to avoid

Applying at the RTC nearest to you without confirming that it is the station required;
Assuming one RTC clearance covers all Philippine courts;
Obtaining an RTC document when the checklist requires an MTC, MeTC, prosecutor’s, police, or NBI clearance;
Paying before confirming the correct court and transaction category;
Relying on an unofficial fee or checklist found online;
Using inconsistent name spellings or omitting a former name;
Sending an unauthorized representative without an SPA;
Losing the JEPS payment confirmation or official receipt;
Assuming a dismissal automatically updated every record; and
Submitting an old clearance without checking the recipient’s recency requirement.

When legal help is urgent

Speak to a lawyer immediately if the clearance process reveals or suggests:

An outstanding warrant of arrest;
A pending criminal case you did not know about;
A hold-departure order or other travel restriction;
A case apparently filed through identity theft or mistaken identity;
Continued detention despite a release order;
A missed appeal, bail, probation, or court-compliance deadline; or
An unresolved judgment or probation condition affecting release or employment.

Do not evade the court or confront a complainant or witness. A lawyer can verify the docket, obtain certified records, and advise on the correct remedy. Applicants who cannot afford private counsel may inquire with the Public Attorney’s Office, subject to its eligibility and case-assessment rules.

Frequently asked questions

Is RTC clearance the same as NBI clearance?

No. An NBI clearance is a national bureau-issued record clearance. An RTC clearance is issued by a particular Regional Trial Court office and is limited by the issuing court’s records and the wording of the certificate.

Can I obtain RTC clearance completely online?

JEPS allows electronic assessment and payment. The Supreme Court’s general procedure does not guarantee nationwide online submission and electronic release. Confirm the accepted submission and delivery method with the particular OCC.

Can someone apply for me?

Yes. The Supreme Court requires a copy of an SPA when the application is made for a principal. Ask the OCC whether it also requires the representative’s ID, the principal’s ID, an original or notarized SPA, or additional documents.

How much does it cost?

Use the current JEPS Assessment Calculator or obtain an assessment from the OCC. Do not rely on a fixed amount quoted in an old post, decision, or unofficial guide. Qualified first-time jobseekers and certain detained or indigent applicants may be exempt.

How long does processing take?

There is no single nationwide processing period published for all ordinary RTC clearances. Timing varies by station, payment confirmation, records search, possible name matches, and retrieval of archived files. Ask for the station’s current estimate and apply before the recipient’s deadline.

What happens if I have a pending case?

The court may be unable to issue an unqualified certification of no pending case and may instead state the case or its status. Whether that result disqualifies you from employment, licensing, travel, or another benefit depends on the governing law and the requesting agency’s valid requirements.

Do I also need an MTC or prosecutor’s clearance?

Possibly. Cases may be pending in a first-level court—MTC, MTCC, MCTC, or MeTC—or may still be under preliminary investigation at a prosecutor’s office. An RTC clearance does not automatically cover those records. Follow the requesting agency’s exact checklist.

Official sources

This article provides general legal information, not legal advice or a guarantee that a particular court or requesting agency will accept a document. Requirements and case consequences depend on the issuing RTC, the certificate’s wording, the requesting institution’s rules, and the relevant court records. Official sources and procedures were checked as of July 22, 2026.