The National Bureau of Investigation (NBI) Clearance is an official document issued by the National Bureau of Investigation, an agency under the Department of Justice, certifying that the holder has no criminal record or pending cases in the Philippines based on available records. It serves as prima facie evidence of good moral character and clean criminal history for purposes such as employment, professional licensing, government transactions, adoption proceedings, and international travel or work applications. When the NBI Clearance is intended for use outside the Philippines, it must undergo authentication by the Department of Foreign Affairs (DFA) either through certification (commonly known as “red ribbon” authentication) or apostille, depending on the destination country’s requirements. This step verifies the document’s genuineness and the signature and seal of the issuing Philippine authority, making it legally acceptable under foreign jurisdictions.

Philippine law and international obligations govern the entire process. The issuance of NBI Clearance is authorized under Republic Act No. 157, as amended, and the NBI’s implementing rules and regulations. DFA authentication and apostille are regulated by the DFA’s administrative issuances implementing the Hague Convention of 5 October 1961 Abolishing the Requirement of Legalisation for Foreign Public Documents (Apostille Convention), to which the Philippines became a party with effect from 14 October 2019. Prior to the Convention’s entry into force for the Philippines, all public documents, including NBI Clearances, were authenticated by the DFA with a red ribbon and gold seal followed by consular legalization at the foreign embassy if required. Post-2019, apostille has replaced the red-ribbon process for use in other contracting states, eliminating the need for further embassy legalization in most cases. For non-contracting states, the older certification process remains available, followed by consular authentication where necessary.

I. Obtaining the NBI Clearance

Any individual—Filipino citizen or foreigner—may apply for an NBI Clearance. The document is issued in two primary forms: (1) the standard clearance for local or general use, and (2) the clearance specifically requested for DFA authentication or foreign employment/visa purposes. The substantive content is identical; the purpose indicated on the application merely guides processing and fee assessment.

A. Who May Apply

Filipino citizens aged 18 and above (minors may apply through parents or guardians with supporting documents).
Foreign nationals holding valid passports and appropriate visas or Alien Certificate of Registration Identity Cards (ACR I-Card).
Applicants with previous clearances may apply for renewal or re-issuance if the prior clearance has expired or been lost.

B. Documentary Requirements

For Filipino citizens:
- Valid Philippine passport (preferred); or any two valid government-issued photo-bearing IDs (e.g., driver’s license, SSS/GSIS ID, voter’s ID, PRC ID, school ID with current registration).
- Birth certificate from the Philippine Statistics Authority (PSA) if the name on the ID differs from the NBI record.
- Marriage certificate (if applicable for name change).
For foreign nationals:
- Valid foreign passport with valid visa or ACR I-Card.
- Special Power of Attorney (SPA) if a representative will transact.
Additional requirements for special cases:
- Minors: birth certificate and written consent of both parents or legal guardian.
- Applicants with pending cases or derogatory records: additional affidavits or court clearances may be required.
- Lost previous clearance: affidavit of loss.

C. Application Procedure
The NBI has fully digitized its clearance system through the NBI e-Clearance portal.

Online registration and application: The applicant registers on the official NBI website, fills out the personal information sheet, selects the purpose (including “for DFA Authentication” or “for foreign employment”), uploads required documents, and generates a reference number and payment slip.
Payment: Fees are paid through accredited banks, online banking, or payment centers. The prescribed fee for a regular clearance is collected; higher amounts apply for certain categories or express processing. Payment must be completed within the validity period of the reference number.
Biometrics and issuance: The applicant proceeds to any NBI office or authorized satellite branch (Manila main office, regional offices, or selected malls) on the scheduled date with the reference number, proof of payment, and original IDs. Fingerprints and photo are taken electronically. Upon successful verification, the clearance is printed on security paper bearing the NBI dry seal, signature of the authorized official, and a unique QR code for verification. Processing is ordinarily completed on the same day for walk-in or previously scheduled applicants.

The clearance remains valid for one (1) year from the date of issuance for most purposes, although certain foreign embassies or employers may require a more recent issuance (e.g., issued within the last three to six months).

II. DFA Certification or Apostille of the NBI Clearance

Once the original NBI Clearance is in hand, the applicant must submit it to the DFA for authentication. The DFA does not accept photocopies, scanned images, or expired clearances.

A. Distinction Between Certification and Apostille

Apostille: A standardized certificate issued by the DFA under the Apostille Convention. It contains a unique number, the DFA’s signature, and seal. The apostille is attached to or printed on the back of the NBI Clearance. It is sufficient for use in all other contracting states without further legalization.
Certification (Red Ribbon): The pre-2019 authentication method still used for documents destined for non-contracting states. The DFA affixes a red ribbon, gold seal, and certification page. This is followed by consular legalization at the foreign embassy or consulate in Manila if the destination country requires it.

Applicants must first determine the destination country’s status under the Apostille Convention. As of the latest records, more than 120 countries are contracting parties; for these, apostille is mandatory and sufficient. For the remainder, certification plus embassy legalization applies.

B. Requirements for DFA Submission

Original NBI Clearance (issued within the period acceptable to the destination authority).
Valid government-issued photo ID of the applicant (or authorized representative).
Duly accomplished DFA authentication/apostille application form (available online or at the DFA).
Proof of payment of the DFA fee.
Special Power of Attorney (notarized) plus two valid IDs of the representative if a third party is transacting.
For multiple copies: The applicant may request DFA to apostille or certify several originals simultaneously, provided each bears the NBI’s original security features.

C. DFA Procedure

Appointment booking: All authentication/apostille transactions require an online appointment through the DFA’s official appointment system. The applicant logs in, selects “Authentication” or “Apostille,” chooses the preferred DFA office (primarily the DFA main office in Pasay City or authorized regional authentication centers), and selects an available slot. Walk-ins are generally not accommodated except in emergency cases with prior approval.
Submission: On the appointment date, the applicant presents the documents at the designated DFA counter. The NBI Clearance is verified against the NBI database via the QR code or manual check.
Payment: The DFA collects the prescribed apostille or certification fee per document. Separate fees apply for express processing if available.
Processing and release: Standard processing is completed within one to three working days. The apostilled or certified document is released to the applicant or authorized representative upon presentation of the claim stub and ID. Some DFA offices offer same-day service for a higher fee.

The DFA maintains a public verification portal where the apostille number can be checked to confirm authenticity.

III. Fees and Timelines

NBI Clearance fee: Collected according to the current NBI schedule (regular clearance plus any applicable premium for purpose or express service).
DFA apostille fee: Fixed per document under the DFA schedule.
DFA certification (red ribbon) fee: Similarly fixed.
Additional costs may include notarial fees for SPA, transportation, and courier services if documents are to be mailed.

All government fees are subject to periodic adjustment by the respective agencies through published Department Orders. Applicants must confirm the exact amounts on the official NBI and DFA websites or at the time of payment.

IV. Special Considerations and Common Issues

Name discrepancies: Any variance between the NBI Clearance, passport, and birth certificate must be corrected or supported by a PSA Marriage Certificate, Annotated Birth Certificate, or court-ordered name change before DFA submission.
Derogatory records: If the NBI system flags a hit, the applicant must obtain a clearance from the court or prosecutor’s office before NBI issuance proceeds.
Minors and incapacitated persons: Applications require parental or guardian intervention and supporting legal documents.
Lost or damaged apostilled document: The applicant must re-apply for a new NBI Clearance and repeat the DFA process; apostilles themselves are not re-issued without a fresh underlying document.
Validity for multiple countries: A single apostille is country-agnostic; the same document may be used in any contracting state. However, some receiving authorities impose their own time limits from the date of issuance.
Digital and future developments: The NBI and DFA continue to enhance electronic verification systems. Applicants should retain digital copies of the QR-enabled clearance and apostille for reference.
Authorized DFA outlets: While the main authentication center is in the DFA complex in Pasay, selected regional DFA offices and partner entities may offer limited apostille services; the applicant must confirm availability for NBI Clearances.

V. Legal Effect and Practical Use
An apostilled NBI Clearance is treated as a public document entitled to full faith and credit in other contracting states under the Apostille Convention. It requires no further consular legalization, saving time and cost. For non-contracting states, the DFA-certified version, once legalized by the foreign embassy, achieves the same recognition. Failure to secure proper DFA apostille or certification renders the NBI Clearance inadmissible abroad, potentially causing visa denials, delayed employment, or rejected professional credentials.

The process described reflects the integrated administrative framework currently in force. Applicants are responsible for ensuring compliance with both Philippine requirements and the specific rules of the receiving foreign authority. Timely application, accurate documentation, and advance appointment booking remain the most effective means of securing an apostilled or certified NBI Clearance without unnecessary delay.