How to Obtain a Philippine Criminal Record Check: NBI Clearance vs. Police Clearance

This guide explains the two principal criminal record checks issued in the Philippines—the NBI Clearance and the Police Clearance—covering their legal bases, purposes, eligibility, application procedures (in-person and online-assisted), documentary requirements, fees, processing timelines, “hit” handling, special cases (minors, foreign nationals, overseas applicants), data privacy rights, authenticity checks, apostille, and practical tips. It is written for general information and is not a substitute for legal advice.

1) What each certificate is—and why it matters

NBI Clearance

Issuing authority: National Bureau of Investigation (NBI), an agency of the Department of Justice (DOJ).
Scope of records searched: Nationwide, across NBI’s centralized database that aggregates information from law-enforcement, courts, and prosecution offices. It is designed to flag matches to criminal complaints, cases, warrants, convictions, and other derogatory entries recorded with partner sources.
Typical uses: Local and overseas employment, immigration and visa applications, professional licensing, firearms licensing, corporate due diligence, government bidding, and other situations requiring a nationwide background check.
Result wording: Commonly shows either “No Record on File” / “No Derogatory Record” or a HIT requiring verification (see §8).

Police Clearance

Issuing authority: Philippine National Police (PNP), typically through city/municipal police stations (many connected to the National Police Clearance System or “NPCS”).
Scope of records searched: Police blotter and crime information within PNP databases. Coverage is law-enforcement centric; it does not in itself validate court/prosecutor records outside PNP feeds.
Typical uses: Local employment, LGU and school transactions, local permits, and private screening where an agency specifically asks for a police clearance or accepts it in lieu of NBI.

Key difference in practice: The NBI Clearance is more broadly accepted (especially internationally) because it draws from a wider set of sources beyond police blotters. Many foreign embassies and overseas employers explicitly require NBI rather than police clearance.

2) Legal framework and nature of the documents

NBI: Issued under the NBI’s statutory mandate to investigate crimes and maintain criminal identification records. The clearance is an official certification of the current result of a name- and biometrics-based search of the NBI database as of the date of issue.
PNP Police Clearance: Issued under the PNP’s mandate to keep peace and maintain crime information. Where issued via NPCS, it is a centrally generated certificate tied to digital biometrics and a QR code; where issued by stations not on NPCS, it is a station-level certificate referencing local and PNP records available to that office.

Neither certificate is a guarantee that a person has never committed an offense; both are point-in-time checks that can change if new information appears.

3) Validity periods (typical practice)

NBI Clearance: Commonly valid for one (1) year from the date of issuance unless the requesting party imposes a shorter period.
Police Clearance: Often treated as valid for six (6) months; some institutions accept it for up to a year depending on their policy. Always follow the requirement of the receiving organization.

The validity period is a usage policy of the recipient, not a statute. When in doubt, ask the requesting authority what “freshness” they require.

4) Documentary requirements

For both NBI and Police Clearance (baseline)

At least one valid, original government-issued ID (e.g., passport, driver’s license, UMID, PhilID, PRC ID, postal ID, SSS, GSIS, voter’s ID, senior citizen ID). Some sites require two IDs—carry a spare.
Accurate personal details (exact legal name, birthdate, place of birth, civil status). Name consistency across IDs matters.

Additional or situational documents

Married individuals: Bring proof if using a married name (marriage certificate or PSA copy).
Name discrepancies / multiple names / hyphenations: Supporting civil registry documents (PSA birth/marriage certificate, Change-of-Name court order, affidavit of discrepancy) help avoid “hits.”
Foreign nationals in the Philippines: Usually an ACR-I Card plus passport.
Minors: Parent/guardian accompaniment and the minor’s government-issued ID (or school ID with proof of enrollment) as locally required.

5) Fees (typical ranges)

NBI Clearance: Base government fee is commonly around ₱130, plus an e-payment service fee (often ₱25–₱50 depending on channel). Optional delivery services, if offered, are extra.
Police Clearance (NPCS): Commonly around ₱150 total (may vary slightly by LGU for local fees or documentary stamps).

Bring small bills; some stations only accept specific payment channels or denominations.

6) Step-by-step: NBI Clearance application (inside the Philippines)

Online pre-enrollment & appointment.
- Create an account on the official NBI clearance portal, encode your identity details exactly as they appear on your ID, upload a photo if asked, and book an appointment at an NBI Clearance Center or satellite site.
Choose a payment channel & pay.
- Pay the assessed amount through the available e-payment options. Keep the reference number and proof of payment.
Biometrics capture & photo.
- On your appointment date, bring your IDs. NBI staff will take your photograph, fingerprints, and digital signature.
Database check.
- If no hit, the clearance is often released the same day (printed with a QR/verification code).
- If with hit, you will be advised to return after verification (see §8).
Claim or print.
- Secure the printed certificate; some sites also allow downloading a PDF with QR verification.

Renewal note: If your previous NBI clearance is recent and your details unchanged, an online “renewal” flow may be available; you’ll still undergo biometrics if required by the site’s current policy.

7) Step-by-step: Police Clearance application (inside the Philippines)

Create an NPCS account (if available in your area).
- Register online, fill in personal details, and set an appointment at your chosen police station that processes national police clearances (NPCS).
Payment.
- Pay online or on-site per the station’s instructions. Retain your reference number.
On-site capture.
- Present your ID(s). The station captures your biometrics and photo and uploads them to NPCS.
Record check & issuance.
- If no hit, expect same-day release of a printed certificate with QR/verification code.
- If with hit, verification steps follow (see §8).

LGU-issued (non-NPCS) police clearances: Some stations still issue a station-level clearance primarily referencing local blotter. Ask if your recipient specifically requires the National Police Clearance.

8) Understanding “HITs,” verifications, and how to clear your name

A HIT means your name (or similar name) matched an entry requiring a manual review. Reasons include:

Namesakes/homonyms with pending or past cases.
Spelling variants, multiple surnames, or inconsistent data on your IDs.
Old records lacking final disposition in the database.

What happens next

Interview/Return date: You may be given a return date (commonly 5–10 working days for NBI; police stations vary) while analysts confirm whether the match actually pertains to you.
Supporting documents: Bring any court clearances, Certificates of Finality, Orders of Dismissal/Acquittal/Archive, or prosecutor’s resolutions if you had a prior case.
Outcome:
- If the entry is not you, the certificate will be issued with no derogatory record.
- If the entry is you and the case is disposed, the certificate may issue with a notation or you may be asked to submit proof to update the database.
- If there is an active warrant or pending case, issuance can be withheld or accompanied by instructions consistent with law-enforcement protocols.

Tip: Keep certified copies of case dispositions. Once your record is updated, future clearances are less likely to flag a false hit.

9) Using the certificates abroad (apostille, embassy legalization)

Apostille: The Department of Foreign Affairs (DFA) can apostille an NBI Clearance for use in Hague Convention countries. Bring the original to DFA for authentication/apostille.
Police Clearance abroad: Some foreign recipients accept an NPCS police clearance with apostille, but many specifically require NBI. Always check the embassy/employer’s written requirement.
Non-Hague countries: May require embassy/consular legalization after DFA authentication.

10) Applying from outside the Philippines (overseas applicants)

NBI Clearance from abroad

Obtain an NBI fingerprint card (commonly referred to as “Form 5” in practice) from a Philippine embassy/consulate or NBI-authorized channel.
Have your fingerprints rolled by a competent authority where you are (e.g., local police) and have the card sealed/endorsed.
Send the fingerprint card, photocopy of passport biodata page, 2×2 photos, and authorization letter/Special Power of Attorney (if using a representative) to NBI in the Philippines, following current instructions for payment and return/courier.
After processing, NBI issues the clearance; you may then apostille/legalize the original if your recipient requires it.

Police Clearance from abroad

Generally not practical unless you are physically present at a Philippine police station using NPCS; availability may be limited for overseas applicants. Overseas recipients typically prefer NBI anyway.

11) Special populations and scenarios

Minors/Students: Schools or LGUs may accept a police clearance for campus transactions; for employment or internships with stringent checks, NBI is usually safer.
Foreign nationals residing in PH: May obtain NBI by presenting passport + ACR-I Card. For prior residence, some embassies ask for NBI to cover your Philippine stay.
Name changes (marriage, annulment, RA 9048/10172 corrections): Use the exact name format shown on your latest PSA record and bring documentary proof; mismatches are a common cause of hits.
Multiple citizenships / passports: Declare all known aliases or prior names (e.g., maiden name, Chinese name) during enrollment to minimize false matches.
Expungement/erasure: The Philippines does not have a general “expungement” regime. Clearing entries usually means updating the database with disposition documents (dismissal, acquittal, or finality of judgment).

12) Authenticity, integrity, and re-verification

QR/Barcode verification: Modern NBI and NPCS certificates include a QR code linking to a verification page or embedded hash. Recipients can scan to confirm authenticity.
Tampering: Photocopies or scans are not authoritative. Many recipients require the original printout (or a freshly downloaded PDF with a verifiable QR).
Data privacy: Agencies process your personal data under the Data Privacy Act of 2012. You have rights to access, correction, and to be informed. If you believe your clearance reflects inaccurate or outdated derogatory information, you may request rectification, attaching proof of disposition.

13) Practical comparison (at a glance)

Feature	NBI Clearance	Police Clearance (NPCS)
Issuer	NBI (DOJ)	PNP (police stations via NPCS)
Record scope	Nationwide across NBI’s integrated sources (courts, prosecutors, police feeds)	PNP crime information & blotter; law-enforcement centric
Acceptance	Widely accepted locally & internationally	Common for local uses; international acceptance varies
Validity (typical)	1 year	Often 6 months (recipient policy controls)
Processing time	Same day if no hit; longer if hit	Usually same day if no hit
Online steps	Full online pre-enrollment, payment, appointment	Online account, schedule, payment (NPCS)
Biometrics	Photo, fingerprints, signature	Photo, fingerprints
Fees (typical)	~₱130 + e-payment fee	~₱150 (may vary by LGU)
Apostille	Yes (DFA); commonly used for visas	Sometimes, but many foreign recipients ask for NBI
Best for	Employment (local/overseas), immigration/visas, licensing, bidding	LGU transactions, local employment where accepted

14) Common pitfalls—and how to avoid them

Name mismatches across IDs → Align your name exactly with your PSA records; bring supporting documents.
Old unresolved cases → Secure court/prosecutor disposition before applying; it speeds up verification.
Assuming police clearance = NBI → Many institutions insist on NBI; verify the exact requirement before applying.
Relying on photocopies → Provide the original with QR, or the verifiable PDF if allowed.
Timing for overseas filings → Apostille/legalization adds days; plan ahead.

15) FAQs

Which one should I get if I’m applying for a visa? Almost always NBI Clearance, unless the embassy explicitly lists police clearance as acceptable.
I got a “HIT” but I’ve never been charged—why? Likely a namesake or minor database irregularity. Follow the verification steps and bring identity documents; if you previously filed complaints or were involved in civil incidents logged in a blotter, your name might surface.
Can I renew without appearing? Policies change; even “renewals” often require biometrics in person. If courier or e-copy options exist, they still rely on a valid, recent record and may be limited.
Can I use my maiden name and married name? Use the name the recipient requires; if you’ve changed your name, bring proof. Declaring all prior names can reduce false hits.
Is there a difference between “No Record” and “No Derogatory Record”? Wording differs by template, but both convey that no matching derogatory entries were found at issuance.

16) Checklist (print or save)

Before you go:

Exact legal name, birthdate, and civil status aligned across IDs
Two valid government IDs (bring both)
Reference number and proof of payment
Supporting documents (PSA birth/marriage, court/prosecutor dispositions, ACR-I for foreigners)
Extra cash for local fees/printing
Lead time if apostille/legalization is needed

Bottom line

If you need a comprehensive, widely accepted criminal record check—especially for immigration, overseas employment, or national-level compliance—get an NBI Clearance.
If your need is local and the requesting entity accepts it, a Police Clearance may suffice and is often faster.
Always confirm the exact document the recipient requires and plan for hit verification and, where applicable, apostille lead times.