Quick answer

Apply only through the official NBI Clearance portal, enter your legal details exactly as supported by your government IDs and civil-registry documents, choose a clearance center, pay the amount shown by the portal, and appear for photo, fingerprint, signature, and record verification.

If information is wrong, correct it before payment or biometrics whenever the portal still permits editing. If the application is locked, already paid, already captured, or already printed, do not alter the clearance or create conflicting accounts. Ask the NBI Clearance and Identification Center or the issuing branch to correct the record, bringing the erroneous document, transaction details, valid IDs, and documents proving the correct entry.

A database “HIT” is different from a typographical or civil-status error. It can arise because an applicant shares a similar or identical name with a person who has a pending case or record. Follow the NBI’s return-date or Quality Control instructions and, where relevant, present certified court or prosecution records establishing the actual disposition of the case.

What an NBI clearance does—and does not do

An NBI clearance reflects the result of the Bureau’s search of its criminal-record database at the time of processing. It is commonly required for employment, licensing, immigration, travel, or other official transactions.

It is not:

A court judgment declaring innocence or guilt;
An order deleting or expunging a criminal record;
A substitute for a court clearance when the receiving institution specifically requires one; or
A document that applicants may lawfully edit themselves.

Use the issuance and expiration dates printed on the clearance. Even before the printed expiration date, an employer, embassy, licensing body, or other recipient may require a more recently issued document.

How to obtain a new NBI clearance

1. Prepare consistent identity information

Before registering, compare your intended entries with your primary records. Check:

Complete first, middle, and last names;
Suffix, if any;
Date and place of birth;
Sex and civil status;
Present address;
Parents’ names, where requested; and
The spelling and order used in your government IDs.

Do not omit a middle name, invent an initial, interchange a suffix, or use a nickname unless the form specifically asks for one. If two official documents conflict, determine which source record must first be corrected instead of choosing whichever version is more convenient.

2. Register through the official portal

Go to the NBI Clearance Application Portal. Register or sign in, complete the personal-information fields, and select Apply for Clearance.

Choose the government ID you will present, the clearance center, and an available appointment schedule. The NBI advises applicants to apply and pay online before visiting a clearance office; available locations can be checked through the official clearance-center locator.

Avoid look-alike websites, social-media agents, and fixers. An official transaction should produce a portal reference number and payment record.

3. Pay the displayed amount

The NBI’s current application guide states a basic clearance fee of ₱130, plus an e-payment service charge that is usually about ₱25–₱30. The actual total and available payment methods can vary by payment channel, so rely on the amount generated by the official portal before confirming payment.

Save:

The reference number;
Payment confirmation or official receipt;
Appointment details; and
A screenshot of the completed application summary.

Do not pay a personal bank or e-wallet account offered by someone claiming to guarantee faster release.

4. Appear for identity and biometric capture

Bring the reference number and two valid government-issued IDs. Examples identified in the NBI’s current guidance include a passport, driver’s license, National ID, UMID, or Postal ID. Because acceptance and validity rules can change, check the portal’s current ID list before your appointment and bring originals in good condition.

At the clearance center, the NBI captures the applicant’s photograph, fingerprints, and signature and verifies the applicant against its database. Personal appearance is generally necessary for local applications because of biometric capture.

5. Follow the result given by the NBI

For a “No Hit” result, printing may follow after verification. The short processing times published in the NBI Citizen’s Charter refer to the agency’s individual processing steps; they do not include queuing, system interruptions, incomplete documents, or branch congestion.

For a “With Hit” result, return on the date assigned by the NBI. If marked for Quality Control, attend the required interview and verification. There is no reliable universal release period for every hit because the necessary verification depends on the record and the applicant’s circumstances.

6. Inspect the clearance before leaving

Immediately verify:

Every name and suffix;
Birth date and birthplace;
Photograph;
Clearance number;
Issuance and expiration dates; and
The result or notation printed on the document.

Raise any discrepancy before leaving the printing or releasing area. Photograph or scan the clearance for your records, but keep the copy secure because it contains personal information.

Free clearance for qualified first-time jobseekers

Under the First Time Jobseekers Assistance Act, Republic Act No. 11261, a qualified first-time jobseeker may obtain an NBI clearance without the government clearance fee. The benefit is a one-time statutory privilege, and its availment is valid for one year from the issuance of the barangay certification.

Use the NBI first-time jobseeker portal and bring:

The original barangay certification stating that you are a first-time jobseeker;
The signed Oath of Undertaking; and
Two valid government-issued IDs or acceptable identity certificates.

The barangay certification should be on official letterhead, properly signed by the Punong Barangay or authorized barangay officer, and bear the required seal. The NBI Citizen’s Charter for first-time jobseekers confirms that the clearance itself is free.

Do not make a false first-time-jobseeker declaration. Republic Act No. 11261 expressly makes fabrication or falsification subject to liability under the Revised Penal Code.

How to correct an error

The correct route depends on when the error is discovered and whether the NBI entry merely contains a typo or reflects an unresolved conflict in the applicant’s source documents.

Error discovered before payment or appointment

If the portal still displays an editing function:

Correct the entry.
Compare the revised profile with your IDs.
Save the corrected information.
Review the application summary before booking or paying.

If the relevant field is locked, stop before creating a paid transaction. Contact the NBI and ask whether the existing profile can be corrected or whether the Bureau requires another procedure. Do not open several accounts using different spellings unless the NBI expressly instructs you to do so.

Error discovered after payment but before biometrics

Bring the payment record, reference number, and proof of the correct information to the selected clearance center. Tell the NBI personnel about the discrepancy before photo and fingerprint capture.

Ask whether the application can be corrected under the same transaction or must be reprocessed. Published NBI materials do not establish a single correction or refund rule covering every type and stage of error, so do not assume that a payment automatically transfers to a replacement application.

Error discovered during biometrics or before printing

Tell the encoder or biometric operator immediately. Check the data displayed for confirmation and ask that the record be corrected before printing. Retain any correction slip, acknowledgment, or new reference number issued.

Error discovered on a printed clearance

Do not erase, overwrite, laminate over, digitally modify, or add handwritten information to the document. Return to the issuing clearance center or submit a written correction request to the NBI Clearance and Identification Center.

Bring or attach:

The erroneous clearance;
At least two valid IDs, when available;
Your portal email address and reference number;
Proof of payment;
The exact incorrect and correct entries; and
The supporting civil-registry, court, or agency document.

Depending on the affected field and processing stage, the NBI may need to correct the database entry and issue a new clearance or direct you to file a new application. Obtain the official assessment before paying another fee.

Change of surname, civil status, or address

A genuine change is not merely a typo. Use records that establish both your identity and the change, such as:

A PSA-issued birth certificate;
A PSA-issued marriage certificate;
An annotated civil-registry certificate;
A final court order, where legally required; or
Updated government IDs.

The NBI’s online-renewal guidance is intended for applicants with a clearance issued after 2014 who have no changes to their personal details. If your name or other material information changed, use the regular process or seek NBI instructions instead of ordering an unchanged renewal.

For applications from abroad, the NBI specifically instructs applicants renewing by mail to write a change of address or civil status on the old clearance submitted with the application.

Error originates in the birth, marriage, or other civil-registry record

The Data Privacy Act cannot be used to bypass a correction procedure prescribed by another law. The National Privacy Commission states that the right to rectification does not cover corrections requiring a court order, action by another government agency, or a separate official process.

For civil-register records:

Republic Act No. 9048 allows local civil registrars or Philippine consuls to correct qualifying clerical or typographical errors and process certain first-name changes without a judicial order.
Republic Act No. 10172 extends the administrative procedure to qualifying clerical errors in the day or month of birth and sex entry.
Substantial or contested changes may require the appropriate judicial or other legal process.

Correct the controlling source record first when necessary, obtain the annotated or final document, and then ask the NBI to align its record.

If the problem is a “HIT” or derogatory record

A hit is not, by itself, proof that the applicant has been convicted. The NBI explains that it can result from a similar or identical name associated with a pending case or record.

Follow these steps:

Keep the NBI claim stub, reference number, and scheduled return date.
Attend any Quality Control interview.
Bring all identity documents requested.
If a case actually involved you, obtain certified records showing its present status and final disposition.
Ask the NBI to identify the additional document required for its verification rather than relying on an unofficial checklist.

Depending on the facts, useful records may include a certified court order, prosecutor’s resolution, certificate of finality or entry of judgment, or court clearance. The exact document depends on whether the matter was dismissed, acquitted, archived, provisionally dismissed, terminated, or remains pending. A personal affidavit that a case “was already cleared” may not substitute for the official disposition.

If the record belongs to someone else, clearly state that you dispute the identity match and request comparison against your biographical details and fingerprints.

Your right to request rectification

Section 16 of the Data Privacy Act of 2012, Republic Act No. 10173, gives a data subject the right to dispute inaccurate personal information and have the personal information controller correct it, unless the request is vexatious or otherwise unreasonable.

A written request should contain:

Your full identity and contact details;
The NBI account email, clearance number, or reference number;
The inaccurate entry;
The correct entry;
A brief explanation of how the error arose;
Copies of documents establishing the correct information;
The action requested, including database correction and reissuance instructions; and
Any urgent employment, licensing, or immigration deadline.

Ask for an acknowledgment showing the date and time of receipt. Under Republic Act No. 11032, government agencies must accept written requests, identify deficiencies, issue an acknowledgment receipt, and act within the applicable Citizen’s Charter or statutory processing period. The general maximum is three working days for simple transactions, seven for complex transactions, and twenty for highly technical matters, subject to lawful classification and extension. A records correction involving verification against court or criminal records may not be treated as a simple transaction.

The National Privacy Commission’s procedural rules generally require a complainant first to notify the concerned entity in writing. If the entity takes no timely appropriate action or gives no response within 15 calendar days after receiving that notice, the applicant may consider a privacy complaint, subject to the rules and exceptions. See the NPC’s formal complaint instructions.

Applying from abroad

The NBI’s official overseas procedure provides two routes: mail or a designated representative.

For a new overseas application:

Obtain NBI Form No. 5 from a Philippine Embassy or Consulate. A representative may alternatively obtain the form from the NBI Mailed Clearance Section with an authorization letter and the required identification documents.
Complete the form without erasures.
Have rolled fingerprints taken by the Philippine Embassy, Consulate, or nearest police station. The person taking the fingerprints must identify themselves, sign, state their designation, and place the office seal on the form.
Attach a recent 2×2 photograph with a white background and a photocopy of the passport biodata page.
Send the documents by mail or through the authorized representative.

The NBI’s published mailed-application amount is ₱200, consisting of the ₱130 clearance fee and ₱70 mailing cost. Confirm the accepted payment and return-delivery arrangements with the Mailed Clearance Section before sending cash or documents internationally.

The NBI states that processing takes a maximum of five working days after receipt of complete documents. Transit, consular processing, return delivery, and additional verification are separate. Overseas clearance applications are processed through the NBI Mailed Clearance Section at the NBI Clearance Building, United Nations Avenue, Ermita, Manila.

Only clearances issued from 2014 onward are eligible for the published overseas renewal procedure; older clearances are treated as new applications.

Evidence to preserve

Keep secure copies of:

The portal profile and application summary;
Reference and transaction numbers;
Appointment confirmation;
Payment receipt;
The erroneous and corrected clearances;
Emails and letters sent to or received from the NBI;
Proof that the NBI received a correction request;
Relevant PSA, civil-registry, court, or prosecution documents;
Any return-date or Quality Control slip; and
Proof of an employer, embassy, or licensing deadline.

Redact unnecessary ID numbers before sending documents to an employer or other third party. Send unredacted evidence only through an official channel when required for identity verification.

Common mistakes to avoid

Registering through an unofficial website;
Paying a fixer or personal e-wallet account;
Entering a nickname instead of the supported legal name;
Leaving out a suffix or middle name;
Paying before reviewing the profile;
Using online renewal despite a change in personal details;
Creating multiple conflicting accounts;
Treating a hit as an automatic conviction;
Missing the NBI return date;
Bringing only photocopies when originals are required;
Relying on an uncertified screenshot of a court result; or
Altering a printed or electronic clearance.

When help is urgent

Contact the NBI promptly—and consider legal assistance—if:

A derogatory record belongs to another person but is being attributed to you;
An apparent identity-theft issue affects your clearance;
An active warrant, unresolved criminal case, or conflicting court record appears;
A dismissed or decided case has not been accurately reflected despite certified proof;
The error threatens an imminent deployment, visa, licensing, or employment deadline;
The NBI refuses to receive a written correction request; or
You are being asked to pay a fixer or use falsified documents.

For clearance concerns, the NBI currently lists:

Email: nbiclearance@nbi.gov.ph
Landline: (02) 8524-1277
Mobile: 0939 150 2880

The NBI’s complete and current contact details are available on its official contact page.

Frequently asked questions

Can I correct my NBI information entirely online?

Only if the portal still allows the relevant field to be edited before the transaction is locked. For paid, captured, or printed applications, seek instructions from the NBI rather than creating a conflicting account.

Does a hit mean I have a criminal case?

Not necessarily. It can be caused by a similar or identical name. The NBI must verify the match, and some applicants are directed to return or undergo Quality Control.

Can online renewal be used to change my surname or civil status?

The NBI’s published online-renewal route is for eligible post-2014 clearances with no change in personal details. Use the regular process or obtain NBI instructions when details have changed.

Is correction free?

Exercising the data-privacy right to rectify is generally not subject to a fee. However, correction of the underlying civil-registry record, reprocessing of an application, or issuance of a new clearance may involve a separate legally authorized fee. Obtain an official assessment and receipt.

Can another person obtain my clearance?

Local applications normally require personal appearance for biometrics. The NBI has a separate representative procedure for applicants abroad, with an authorization letter and other specified documents.

Can the NBI remove a real court case because it was dismissed?

The NBI may update an inaccurate or outdated record upon sufficient official proof, but it cannot replace the court’s action or disregard the legal status of a case. Obtain the certified disposition and ask the NBI what additional verification is required.

Where should I complain if an inaccurate record is not corrected?

First send the NBI a written rectification request and preserve proof of receipt. For a service-delay or Citizen’s Charter issue, use the NBI complaints mechanism or the Anti-Red Tape Authority. For an alleged violation of data-subject rights, follow the National Privacy Commission’s complaint rules after satisfying the prior-notice requirement, unless an exception applies.

Official references

This article provides general legal information, not advice for a particular case. Procedures and documentary requirements may depend on the applicant’s records, the issuing branch, and the institution requesting the clearance. Official sources and procedures were checked as of July 28, 2026.