How to Obtain an NBI Clearance Copy in the Philippines

A comprehensive legal guide for 2025 and beyond

1. What is an NBI Clearance?

The National Bureau of Investigation (NBI) Clearance is an official government certificate stating that, based on NBI records, the bearer is not subject to any pending criminal case or derogatory record in the Philippines. It is frequently required for:

Local or overseas employment
Passport or visa applications
Government licensure, permits, and security IDs (e.g., firearms license)
Business registration, immigration proceedings, name-change petitions, and other court filings

2. Governing Laws & Regulations

Legal Instrument	Key Provisions Relevant to Clearance
Republic Act 10867 (NBI Reorganization & Modernization Act, 2016)	Mandates computerization, biometrics, online appointments, and one-year validity for clearances.
Data Privacy Act of 2012 (RA 10173)	Regulates collection, storage, and release of personal data—applicants may access, correct, or erase their personal information held by the NBI.
Executive Order No. 608 (2007)	Recognizes NBI Clearance as one of the acceptable security documents for government transactions.
DOJ Department Circular No. 072-2017	Launched the Multi-Purpose Clearance (single form, good for any legal purpose) and unified the fee schedule.

Note: Local implementing rules (IRRs) and periodic NBI memoranda fine-tune branch procedures, fees, and accepted IDs. Always check the NBI website or branch advisories for the latest branch-specific house rules.

3. Types of NBI Clearance Issued in 2025

Multi-Purpose NBI Clearance (MPC) – default issuance; valid one (1) year; violet-background paper.
NBI Clearance for Filipinos Abroad (Overseas) – processed in Manila through a representative or at Philippine embassies/consulates (see § 9).
NBI Clearances for Special Purposes (e.g., gun licensing, naturalization) now use the same Multi-Purpose template but may be stamped to indicate the specific purpose if the end user requires it.

4. Who May Apply?

Applicant	Basic Eligibility & Extra Requirements
Filipino citizens 18 y/o & above	Any government-issued photo ID (see list below).
Minors (15–17 years)	Original and photocopy of Birth Certificate plus valid student ID and written parental/guardian consent.
Foreign nationals residing in PH	Passport and ACR I-Card or Long-Stay Visa; if renewing, present last NBI Clearance.
Filipinos abroad	May authorize a representative in PH with a Special Power of Attorney (SPA) and a photocopy of passport biodata page.

5. Accepted Valid IDs (Original & Photocopy)

Passport · PhilSys National ID (PhilID) · UMID · Driver’s License · PRC License SSS Card · Postal ID · Voter’s ID/Voter’s Certification with dry seal · Senior Citizen ID OFW e-Card · School ID (for current students) · PSA Birth Cert + Barangay Certificate (if no ID)

Bring at least one (1) primary ID; bring a second ID if the first bears an old photo or signature.

6. Step-by-Step Procedure for First-Time or Fresh Application

Online Account Creation Visit https://clearance.nbi.gov.ph. Create an account using a unique e-mail address; verify via one-time password (OTP).
Profile Completion Fill in full legal name exactly as in your ID, birth details, address, parents’ names, height, weight, civil status, and occupation.
Set Appointment Choose an NBI branch, date, and AM/PM slot. The system automatically reserves the slot for 24 hours pending payment.
Choose Purpose & Pay Fees 2025 schedule:
- ₱130 – Clearance fee
- ₱25–₱40 – e-payment service fee (varies by channel) Pay via GCash, Maya, 7-Eleven CliQQ, Bayad Center, Landbank Link.Biz, UnionBank Instapay, or Visa/MasterCard. Save the reference number.
Biometrics & Photo Capture (On Appointment Date)
- Bring the reference number (digital or printed) and your valid ID(s).
- Fingerprints, signature, and live-capture photo are taken.
- Double-check on-screen data before submission; errors require filing a Request for Data Correction and may delay release.
Name Check & “HIT” Handling
- No HIT (majority of applicants): Clearance printed within minutes.
- With HIT: Your name matches a criminal record or another person under investigation. Return Date is indicated on a claim stub (from 5–15 working days). You may be interviewed by an NBI agent or asked to submit additional documents (e.g., court clearance) to prove identity or case dismissal. After verification, clearance is released.
Release Collect the printed NBI Clearance. Verify all entries before leaving the window. Laminating the document is discouraged as some agencies require original security marks visible.

7. Renewal & Copy Re-Issuance

Scenario	Fastest Method	Requirements	Typical Turn-Around
Renewal with No Data Change & No HIT	Online Quick Renewal (door-to-door courier)	Previous Clearance ID Number; delivery address; online payment	3-7 working days within NCR; longer for provinces
Renewal with Profile Update (e.g., married surname)	Online appointment + branch visit	PSA Marriage Certificate & valid ID bearing married name	Same as fresh application
Lost/Damaged Clearance – within validity	Re-print via NBI branch	Affidavit of Loss + One (1) valid ID	Same day if no HIT
Lost Clearance – expired	Treat as regular renewal	One (1) valid ID	See renewal time-line

Tip: Keep a scanned PDF copy; many entities now accept digitally-certified copies if verified through the NBI QR-code validator.

8. Fees, Validity & Refunds

Base Fee: ₱130 (set by DOJ/NBI).
E-Payment Service Fee: ₱25–₱40 (private payment gateway).
Courier Fee (Quick Renewal): ₱200–₱350 depending on location.
Validity: 1 year from the date of issue, regardless of purpose.
Refunds: Permitted only if the applicant cancels online before biometrics capture; file a refund request via the NBI Help Desk and expect credit reversal within 15 working days.

9. Applying from Overseas (OFWs & Migrants)

Option A – Philippine Embassy/Consulate Outreach Many posts conduct periodic mobile NBI services. Check the consulate’s advisory; applicants submit the same biometric data and wait for courier delivery.
Option B – Representative in PH
- Execute a Special Power of Attorney (SPA) (consularized) naming a representative.
- Representative completes online appointment under “Authorized Representative” option, brings SPA, applicant’s passport copy, and their own ID.
- Clearance released to representative; they courier the document abroad.
Option C – Fingerprint Card (Form No. 5) When no mobile service is available, secure Form No. 5 from the Philippine mission, have fingerprints rolled by the local police, then mail to: International Section, NBI Main Office, Taft Ave., Manila 1000, Philippines Include 2 × 2 photo, photocopy of passport, payment in the form of Philippine bank draft, and self-addressed return envelope.

10. Common Legal Issues & Practical Tips

Falsification of clearance (fake seal, altered entries) is punishable under the Revised Penal Code (Art. 171 & 172) and RA 10173.
Multiple “HITs” under the same name often arise from common surnames. Bringing a Birth Certificate or government ID with middle name clearly printed speeds up verification.
Data Privacy: You may request correction or deletion of inaccurate NBI records under Section 16 of RA 10173; file the request at the NBI Quality Control Division with supporting court orders if applicable.
Married Women: You may opt to retain your maiden name on the clearance (Art. 370 Civil Code); if you switch to married name, bring PSA Marriage Certificate.
Minors Seeking Overseas Study Permits: DFA usually accepts NBI Clearances for 18+ only; minors may be required to get a Police Clearance and a Barangay Certificate instead.

11. Branch Directory & Operating Hours (2025 Snapshot)

Region	Typical Operating Days	Notes
NCR (Main, UN Taft)	Mon–Fri, 8 AM–5 PM	Accepts walk-ins for senior citizens, PWD, pregnant women.
Luzon Satellite Branches (e.g., Urdaneta, Baguio, Naga)	Mon–Fri, 9 AM–4 PM	Strict “appointment only” policy except priority lanes.
Visayas (e.g., Cebu City, Tacloban)	Mon–Fri, 8 AM–4 PM	Some branches open selected Saturdays for OFWs (announce via FB page).
Mindanao (e.g., Davao, Cagayan de Oro)	Mon–Fri, 8 AM–5 PM	Bring umbrella; queues may extend outside.

(Schedules rotate; always rely on the branch’s official Facebook page or the NBI website hotline 1348.)

12. Frequently Asked Questions

Question	Quick Answer
Can I walk in without an appointment?	Only select priority cases (senior citizens, persons with disability, pregnant women). All others must book online.
Is police clearance the same?	No. Police clearance covers a single town/city; NBI clearance is nationwide and usually preferred.
Can I use my maiden name after divorce/annulment?	Yes, upon final court decree; bring PSA CENOMAR and Decision/Entry of Judgment.
Why was my renewal still marked “with HIT”?	A new criminal complaint may have been filed or a namesake was recently entered; verification is mandatory each issuance.
What if I miss my appointment date?	You may reschedule once in the portal within 15 days; after that, the payment lapses and you must re-apply.

Conclusion

Obtaining, renewing, or replacing an NBI Clearance in 2025 is largely streamlined thanks to mandatory online appointments, digital payments, and the one-form Multi-Purpose Clearance. Yet it remains a legal document, so accuracy, valid identification, and compliance with biometrics and data-privacy protocols are crucial. Plan ahead—particularly if you foresee a possible “HIT” or need clearances for family members abroad—to avoid delays that could affect job start dates, visa appointments, or court filings. Keep your clearance in a safe place, scan it for backup, and mark your calendar one month before expiry to renew on time.