Checking criminal records in the Philippines is legal only when you use the proper government process and respect privacy rules. There is no public website where you can freely type a person’s name and see their full “criminal record.” In practice, lawful criminal record checking usually means getting an NBI Clearance, National Police Clearance, or a court-issued certification or certified copy of records, depending on the purpose. This guide explains what each document can and cannot prove, how to get it, what employers and private individuals may legally ask for, and what to do if a “hit,” mistaken identity, or old case appears.

What “Criminal Record” Means in the Philippines

A criminal record may refer to different things:

A pending criminal case filed in court
A criminal complaint under investigation before the prosecutor or law enforcement
A conviction by final judgment
An arrest record, blotter entry, or police incident report
A derogatory record appearing in NBI or PNP databases
A court record showing dismissal, acquittal, probation, archived case, or pending warrant

These are not all the same.

For example, a person may have been arrested but never charged. Another may have had a complaint dismissed at the prosecutor level. Someone else may have an old court case that was dismissed years ago but still causes an NBI “hit” because their name matches another person’s record.

This is why a legal criminal record check in the Philippines must be specific to the purpose. A visa officer, employer, licensing agency, court, or immigration authority may each require a different document.

Is It Legal to Check Someone’s Criminal Record in the Philippines?

Yes, but only through lawful means.

You may legally check criminal record-related information when:

The person applies for their own clearance, such as NBI Clearance or National Police Clearance.
An employer or agency asks the person to submit a clearance for a legitimate purpose.
A court record is requested from the proper court, subject to court rules, confidentiality rules, and payment of lawful fees.
A government agency processes the information under legal authority, such as the NBI, PNP, courts, prosecutors, immigration authorities, or regulatory agencies.
The person gives valid consent, and the collection is transparent, proportionate, and purpose-specific.

What is not legal is secretly obtaining, selling, leaking, or posting another person’s alleged criminal record without lawful basis.

Criminal case information is considered sensitive. Under the Data Privacy Act of 2012, Republic Act No. 10173, information about proceedings for an offense, the outcome of those proceedings, or a court sentence is treated as sensitive personal information. Processing sensitive personal information is generally prohibited unless a lawful exception applies, such as consent, a legal obligation, protection of lawful rights, or processing by a public authority under its mandate. (Lawphil)

The Civil Code also protects privacy and dignity. Articles 19, 20, 21, and 26 of the Civil Code of the Philippines may support civil liability where a person abuses a right, causes damage contrary to law, or humiliates another through privacy-invasive conduct. (Lawphil)

The Main Legal Ways to Check Criminal Records

Method	Best For	Issuing Office	What It Usually Shows	Limitations
NBI Clearance	Employment, visa, immigration, travel, government requirements, overseas work	National Bureau of Investigation	Whether the applicant has a record or possible match in NBI databases	A “hit” may simply be a name match, not proof of guilt
National Police Clearance	Local employment, IDs, permits, general background checking	Philippine National Police through NPCS	PNP clearance result based on police databases	May not replace NBI Clearance when NBI is specifically required
Court Certification / Certified True Copy	Verifying a specific case, pending case, dismissal, conviction, or finality	RTC, MTC, MeTC, MTCC, MCTC, Sandiganbayan, CA, SC, as applicable	Official court records for a specific court or case	You must usually know the court, party name, or case details
Prosecutor’s Office Certification	Checking pending complaints before preliminary investigation	City/Provincial Prosecutor or DOJ, depending on case	Pending or resolved complaint records in that office	Does not cover court cases nationwide
Barangay Clearance	Local residency or good standing requirements	Barangay	Usually residency/community certification	Not a reliable criminal record check

Legal Basis for NBI and Police Clearance

The NBI’s role is rooted in its mandate to investigate crimes and act as a national clearinghouse of criminal and related information for law enforcement and prosecutorial use. Republic Act No. 157 created the Bureau of Investigation under the Department of Justice, while Republic Act No. 10867 later reorganized and modernized the NBI. The NBI also describes itself as serving as the national clearinghouse of criminal records and related information. (Lawphil)

The PNP’s authority comes from Republic Act No. 6975, the law establishing the Philippine National Police under the reorganized DILG. The PNP is tasked to enforce laws, maintain peace and order, investigate and prevent crimes, arrest offenders, and assist in prosecution. The official National Police Clearance System describes itself as a nationwide system for issuing police clearance. (Lawphil)

NBI Clearance: The Most Common Philippine Criminal Record Check

For most national and international purposes, the document people mean when they say “criminal record check Philippines” is the NBI Clearance.

NBI Clearance is commonly required for:

Local employment
Overseas employment
Visa applications
Immigration and residency applications abroad
Adoption or guardianship-related requirements
Government employment
Professional licensing or regulatory applications
Business, security, or sensitive-position screening

What an NBI Clearance Does

An NBI Clearance checks the applicant’s identifying information and biometrics against NBI records. According to the NBI Clearance Citizen’s Charter, the NBI verifies applications with the NBI Criminal Database. If there is “No Hit,” the clearance can proceed to printing; if there is a “With Hit” or quality-control issue, the applicant may be asked to return or undergo interview and verification. (National Bureau of Investigation)

What an NBI “Hit” Means

A hit does not automatically mean you have a criminal case.

It may mean:

Your name is similar to someone with a record.
Your birthdate or other identifying details need verification.
You have an old case that must be checked.
A record needs manual review before clearance can be released.
There is a possible derogatory record requiring quality control.

Many applicants with common Filipino names get a hit because another person has the same or similar name. This is especially common with names like “Juan Dela Cruz,” “Maria Santos,” or names with missing middle names, suffixes, or inconsistent spelling.

How to Get NBI Clearance Legally

Register online. Go to the official NBI Clearance portal through the NBI website or the NBI online clearance system.
Complete your personal information carefully. Match your name, birthdate, birthplace, civil status, and address with your government IDs.
Set an appointment. Choose the NBI branch or clearance center convenient for you.
Pay the required fee. The NBI Citizen’s Charter lists ₱130.00 for applications processed without e-payment, while online or third-party payment channels may charge convenience or service fees. Always check the amount shown in the official portal before paying. (National Bureau of Investigation)
Appear personally for biometrics. Bring your reference number and valid IDs. The NBI captures your photo, fingerprints, and signature.
Wait for release. If there is No Hit, release is often same-day, subject to branch volume and system availability. If there is a Hit, you may be told to return on a scheduled date or undergo quality-control interview.

NBI Clearance Requirements

The NBI Citizen’s Charter requires two valid government-issued IDs. Examples include:

Passport
Driver’s license
PRC ID
UMID
PhilHealth ID
Voter’s ID or certificate of registration
TIN ID
Postal ID
PSA-authenticated birth certificate
Seaman’s Book
PNP clearance issued by the police station where the applicant resides

Bring original IDs, not just photocopies. For married women, people with changed names, or persons with spelling discrepancies, bring supporting documents such as PSA marriage certificate, PSA birth certificate, court order, or affidavit of discrepancy if needed.

National Police Clearance: When It Is Enough

The National Police Clearance is issued through the PNP National Police Clearance System. It is commonly used for:

Local job applications
Local government transactions
Some permit applications
Bank or private-sector requirements
General identity and background verification

You can start through the official PNP National Police Clearance System. The system allows online registration, appointment-setting, and clearance verification. (PNP Clearance)

How to Get National Police Clearance

Create an account at the NPCS portal.
Complete your profile.
Set an appointment at a participating police station.
Pay through the available payment channel.
Go to the police station for photo, fingerprint, and signature capture.
Claim your clearance after processing.

The official NPCS site also provides a clearance verification tool where a receiving office can verify a clearance using the surname and clearance number. (PNP Clearance)

Police Clearance vs. NBI Clearance

Question	Police Clearance	NBI Clearance
Which agency issues it?	PNP	NBI
Is it national?	National Police Clearance is issued through the NPCS	NBI Clearance is national in scope
Is it accepted for visa or immigration?	Sometimes not	More commonly required
Does it prove no conviction forever?	No	No
Does a clean clearance erase old records?	No	No
Can it be verified online?	Yes, through NPCS verification	NBI clearance verification depends on NBI systems and receiving agency process

If the requesting office specifically asks for NBI Clearance, do not submit police clearance as a substitute unless the office confirms in writing that it will accept it.

Checking Court Records Legally

For a more specific criminal record check, especially if you need to confirm whether a case was filed, dismissed, archived, appealed, or decided, you may need a court certification or certified true copy.

Court records matter when:

You know the person had a specific criminal case.
You need proof that a case was dismissed.
You need proof that a conviction is final.
A foreign embassy asks for court disposition records.
NBI Clearance shows a hit and the NBI asks for court documents.
An employer or government office asks for a “court clearance” or “no pending case” certificate.

Under the Rules of Court, public documents and official records may be proven by certified copies issued by the proper custodian. The Supreme Court also provides case-status and records-related services through official judiciary channels, including the Supreme Court website and court offices. (Lawphil)

How to Request Court Records

Identify the correct court. Criminal cases may be in the Municipal Trial Court, Metropolitan Trial Court, Municipal Circuit Trial Court, Municipal Trial Court in Cities, Regional Trial Court, Sandiganbayan, Court of Appeals, or Supreme Court depending on the offense and stage of the case.
Prepare case details. Bring as much information as possible:
- Full name of accused
- Case number
- Case title, usually “People of the Philippines v. [Name]”
- Branch number
- City or province
- Approximate year filed
- Offense charged
Go to the Office of the Clerk of Court. For multi-sala courts, start with the Office of the Clerk of Court. For single-sala stations, ask the branch clerk.
Request the specific document. Common requests include:
- Certification of no pending criminal case
- Certified true copy of information
- Certified true copy of decision
- Certificate of finality
- Order of dismissal
- Entry of judgment
- Case status certification
Pay the required legal fees. Fees vary depending on the document, number of pages, certification, and whether archives must be searched.
Return for release if not same-day. Same-day release may be possible for simple certifications, but archived or older records can take days or weeks.

Practical Bottlenecks in Court Record Requests

Court record checking can be slow because:

The case number is missing.
The case was filed in another city.
The case was archived.
The branch was reorganized or transferred.
Old records are stored offsite.
The case involves a minor, sexual offense, adoption-related matter, VAWC-sensitive facts, or sealed/confidential records.
The staff must manually search docket books.

If you only know the name, search may be difficult. Bring IDs and explain the purpose clearly. Courts may be cautious when the requester is not a party, counsel, or authorized representative.

Can Employers Check Criminal Records?

Employers in the Philippines may require NBI Clearance or police clearance when relevant to the job, but they must comply with privacy, labor, and fairness principles.

A lawful employment background check should be:

Transparent — the applicant knows what is being collected.
Purpose-specific — the clearance is needed for a legitimate hiring purpose.
Proportionate — the employer does not collect excessive information.
Secure — copies are stored safely and accessed only by authorized personnel.
Not misleading — a “hit” or old dismissed case should not be treated automatically as proof of guilt.

The National Privacy Commission explains that the Data Privacy Act regulates collection, recording, storage, use, retrieval, disclosure, and other processing of personal data. It also recognizes data subject rights and compliance duties of personal information controllers and processors. (National Privacy Commission)

Good Employer Practice

An employer should not simply ask, “Do you have any criminal record?” without context. A better process is:

Tell the applicant why clearance is required.
Ask the applicant to personally secure and submit the clearance.
Collect only what is necessary.
Allow the applicant to explain a hit, mistaken identity, dismissed case, acquittal, or pending case.
Keep the clearance confidential.
Avoid blanket rejection unless the record is legally or reasonably related to the job.

For example, a final conviction for qualified theft may be relevant to a cashier position. A dismissed complaint from 15 years ago may not be relevant to an office job.

Can a Private Person Check Someone Else’s Criminal Record?

Usually, not directly.

A private person cannot simply demand the NBI, PNP, or a court to disclose another person’s full criminal history without a lawful reason. But there are legal ways to verify concerns:

Ask the person to provide their own NBI Clearance or police clearance.
If there is a known court case, request public court records from the correct court, subject to confidentiality rules.
If you are a party to a case, ask your lawyer or the court for certified copies.
If you are an employer, obtain written consent and follow Data Privacy Act requirements.
If you are a victim or complainant, coordinate with the prosecutor, police investigator, or court handling the case.

Avoid “fixers,” paid database searches, social media exposés, or unofficial background-check services that claim access to secret NBI, PNP, or court databases. These may expose both the requester and provider to privacy, cybercrime, civil, administrative, or criminal liability.

Foreigners and Overseas Filipinos: Special Considerations

Foreigners and Filipinos abroad often need Philippine criminal record checks for immigration, employment, study, permanent residence, or citizenship applications abroad.

If You Are in the Philippines

A foreign national physically present in the Philippines can usually apply for NBI Clearance by following the same general process: online registration, appointment, valid passport or immigration documents, biometrics, and release.

Bring:

Passport
Visa or immigration status documents
ACR I-Card, if applicable
Philippine address details
Prior Philippine names or aliases, if any

If You Are Abroad

For overseas applicants, the process may involve fingerprints taken abroad, authorization of a representative, and mailing to or coordination with the NBI. The NBI provides a process for mailed clearance applications, including online registration and representative-based processing where applicable. The NBI mailed clearance page lists ₱130.00 clearance fee plus mailing cost for that service. (National Bureau of Investigation)

Depending on the country requesting the record, you may also need:

Apostille from the Department of Foreign Affairs if the receiving country is a Hague Apostille Convention member
Embassy or consular authentication if apostille is not accepted
Certified true copies of court disposition records for any NBI hit or declared prior case
English-language documents, which Philippine records usually are, though foreign authorities may still request specific formatting

Always follow the checklist of the receiving immigration office or embassy. Some countries require NBI Clearance issued within a specific period, often 3, 6, or 12 months.

What to Do If You Have an NBI Hit

If you get a hit, do not panic.

Ask when to return or whether quality-control interview is required.
Check your personal details for errors.
Bring IDs with consistent names and birth details.
If you had a previous case, secure court documents.
If it is mistaken identity, explain clearly and provide proof of identity.
Keep copies of dismissal orders, certificate of finality, or acquittal decisions for future use.

A hit can be cleared after verification. If the issue relates to a real court case, the NBI may need official court records before releasing the clearance or before reflecting the correct status.

What If the Case Was Dismissed or You Were Acquitted?

A dismissal or acquittal does not always automatically disappear from every database. You may need to present certified court records showing the outcome.

Useful documents include:

Order dismissing the case
Decision of acquittal
Certificate of finality
Entry of judgment
Prosecutor’s resolution dismissing the complaint
Court certification that no case is pending
Clearance from the court of origin

Under the constitutional presumption of innocence, a pending accusation or dismissed case is not the same as guilt. But for clearance systems, agencies may still need to verify the record before issuing a clean or updated result.

Special Rule for Children in Conflict With the Law

Records involving children in conflict with the law are treated differently.

Under the Juvenile Justice and Welfare Act of 2006, RA 9344, records and proceedings involving children in conflict with the law are privileged and confidential. The law provides that such records should not be disclosed directly or indirectly except in limited situations allowed by law. It also states that a person who was in conflict with the law as a child should not be treated as guilty of concealment or misrepresentation for failing to disclose that childhood case in response to inquiries. (Lawphil)

This is important for school, employment, immigration, and community situations involving old juvenile records.

Common Mistakes to Avoid

1. Using a Barangay Clearance as a Criminal Record Check

Barangay clearance is not the same as NBI Clearance or police clearance. It may show residency or local community standing, but it does not reliably prove the absence of national criminal records.

2. Assuming a Clean Clearance Means “No Case Ever”

A clean clearance means no relevant record or unresolved match appeared in that agency’s clearance process at the time of issuance. It is not a lifetime guarantee.

3. Treating an NBI Hit as Proof of Guilt

A hit may be a name match. Employers and agencies should allow verification before making decisions.

4. Searching Through Fixers or Unofficial Databases

Unofficial “criminal record search” services can be inaccurate, illegal, or privacy-invasive. Use NBI, PNP, courts, prosecutors, or authorized government channels.

5. Ignoring Name Variations

Use the same name format across IDs. Problems often happen because of:

Missing middle name
Married name vs. maiden name
“Jr.,” “III,” or suffix omitted
Nickname used in old records
Incorrect birthdate
Different spelling in PSA records and IDs

6. Not Getting Court Disposition Documents

If you had a case, keep certified copies of the final outcome. A clearance office may ask for them years later.

Documents, Fees, and Timelines

Process	Common Requirements	Typical Fee / Cost	Typical Timeline
NBI Clearance	Online reference number, 2 valid government IDs, personal appearance, biometrics	₱130 listed in NBI Citizen’s Charter, plus possible service or convenience fees	Same day if no hit; longer if with hit
National Police Clearance	NPCS account, appointment, valid ID, proof of payment, biometrics	Commonly around ₱150 plus payment-channel fees, but confirm in portal	Often same day if no issue
Court Certification	Valid ID, request form, case details or name search, authorization if representative	Varies by court and document	Same day to several weeks
Certified True Copy of Court Record	Case number, branch, document requested, payment	Per-page and certification fees vary	Same day to several weeks
NBI Mailed Clearance	Online registration, fingerprints, authorization/representative documents if applicable	NBI page lists ₱130 clearance fee plus mailing cost for mailed clearance	Depends on mailing, representative, and verification

Frequently Asked Questions

Can I check my criminal record online in the Philippines?

You can start NBI Clearance or National Police Clearance applications online, but you normally still need personal appearance for biometrics. There is no lawful public website where you can freely search a person’s complete Philippine criminal history by name.

Is NBI Clearance the same as a criminal record?

No. NBI Clearance is a government clearance based on NBI record verification. It is commonly used as proof that no derogatory record was found, but it is not the same as a full court-by-court criminal history report.

What does “No Derogatory Record” mean?

It generally means the clearance process found no disqualifying or adverse record linked to the applicant at the time of issuance. It does not guarantee that no complaint, police blotter, or court record ever existed anywhere.

What does an NBI hit mean?

An NBI hit means the system found a possible match or issue requiring verification. It may be a same-name match, mistaken identity, old case, pending case, or record that needs manual review.

Can an employer require NBI Clearance?

Yes, if it is relevant to the job and handled lawfully. The employer should explain the purpose, collect only necessary information, protect confidentiality, and avoid treating mere allegations or hits as automatic proof of guilt.

Can I get someone else’s NBI Clearance?

Generally, the person must apply for their own clearance because biometrics and identity verification are required. For special situations such as overseas or mailed applications, the NBI may allow representative-based processing if its requirements are followed.

How do I prove that my old criminal case was dismissed?

Request certified true copies from the court that handled the case. Useful documents include the dismissal order, certificate of finality, entry of judgment, or court certification showing no pending case.

Can a dismissed case still appear in NBI records?

It may still cause a hit if the database needs updating or manual verification. Bring certified court documents to help clear or explain the record.

Are juvenile records disclosed in criminal record checks?

Records involving children in conflict with the law are privileged and confidential under RA 9344. They should not be disclosed except in limited situations allowed by law.

Do foreigners need NBI Clearance?

Foreigners who lived, worked, studied, or stayed in the Philippines may be required to submit NBI Clearance for visas, immigration, employment, or residency applications abroad. Requirements depend on the receiving country or agency.

Key Takeaways

The legal ways to check criminal records in the Philippines are mainly through NBI Clearance, National Police Clearance, and court-issued records or certifications.
There is no legal public “name search” website for anyone’s complete criminal history.
Criminal case information is sensitive personal information under the Data Privacy Act.
An NBI hit is not proof of guilt; it often means a possible name match or record requiring verification.
Employers may require clearance when relevant, but they must respect privacy, proportionality, and fairness.
Court records are requested from the correct court, usually through the Office of the Clerk of Court.
Dismissed cases, acquittals, and old records should be supported by certified court documents.
Records involving children in conflict with the law are confidential under RA 9344.
For immigration or overseas use, check whether the receiving country also requires apostille, authentication, or court disposition documents.