How to Renew NBI Clearance Without Your Old Reference Number (Philippines)

You can still secure your NBI Clearance even if you’ve lost the old reference or application number. This guide lays out the legal/administrative framework, practical steps, special cases (name change, “HIT”), and overseas procedures—so you can get your clearance without the old ref no. and without starting from scratch in the eyes of the system.

1) What the NBI Clearance is (and isn’t)

Purpose & effect. The NBI Clearance certifies whether you have a criminal record or derogatory information on file. It’s commonly required for employment, licensing, government transactions, immigration/visa, and business.
Validity. Typically one (1) year from the date of issuance, unless the recipient agency requires a fresher copy.
Legal footing. It’s an administrative certification issued by the National Bureau of Investigation under its mandate to maintain criminal records. Processing must observe the Data Privacy Act and standard identification protocols.

2) “Renewal” vs. “New” application—what to choose if you lost the number

If you no longer have the old reference or application number, simply proceed as if you’re making a new online application.
At the NBI site, your choice of “Renewal” normally asks for the old number; if you don’t have it, choose “New”.
Don’t worry—your biometrics and personal data on file (if any) allow NBI to locate and link your prior record during enrollment/verification even if you selected “New.” You’re not penalized for this.

3) IDs and basic requirements

Bring one (preferably two) valid, government-issued photo IDs. Commonly accepted:

PhilSys National ID, Passport, UMID/SSS, Driver’s License, PRC ID, Postal ID, GSIS eCard, Voter’s ID/COMELEC (or voter’s certificate with photo). Bring any supporting documents that explain changes or inconsistencies (e.g., PSA Marriage Certificate for a new surname; court order or PSA birth certificate for corrections).

Tip: Company IDs or TIN cards are often not accepted as primary IDs. Bring government-issued IDs to avoid delays.

4) Standard process if you’re in the Philippines (no old ref no.)

Step A — Create or access your online account

Go to the NBI Clearance online portal and register or sign in.
If you can’t access your old account, register anew with your current email; it won’t invalidate your old records—linking happens via biometrics later.

Step B — Choose “New” application (since you don’t have the old number)

Fill out the online Personal Information form accurately (as per your valid ID).
Select your Application Type = “New.”

Step C — Set an appointment slot and NBI branch

Choose a date and time at a convenient NBI center.
Select your purpose (local employment, travel abroad, etc.).
The system will generate a new reference number for this application.

Step D — Pay using any available channel

Use bank channels, e-wallets, or payment centers as displayed in the portal.
Keep proof of payment (screenshot/receipt). Payment convenience fees may apply.

Step E — Show up on your appointment date

Bring:

Your valid ID(s)
Your reference number for this new appointment
Supporting documents (if any) At the center:

Photo capture and biometric enrollment/verification (the system matches you with existing records, if any).
Data check and signature.
Release: Same day if there’s no “HIT.” Otherwise, you’ll be advised of a later release date (see §7).

5) If you need a reprint vs. a fresh clearance

Lost old card but still valid? NBI generally issues new clearances, not mere “reprints” of an old one. Apply anew following the steps above.
Recipient requires recent clearance: Even if your old clearance is still valid, an entity may insist on a newly issued copy; just apply as “New.”

6) Name changes, data corrections, duplicates

Change of surname (e.g., marriage/annulment): Apply as “New” with your current legal name and present official documentary proof (PSA certificate/court decision).
Data correction (typo, wrong birthday): Bring proof (PSA documents). Data corrections may be handled during Quality Control.
Multiple old accounts: It’s fine to maintain a new portal login if you can’t access the old one; your on-site biometrics will align your identity in the backend.

7) Understanding a “HIT” (name-match or record flag)

A HIT occurs if your name or biometrics match a person under verification or if the system flags a possible record.
What happens: Your release is deferred; NBI conducts a manual check/verification. You may be asked to return on a specified date, show additional IDs, or attend Quality Control for clarifying questions.
No criminal record? Most “HITs” clear after verification. Your clearance will then be released with the appropriate notation.

8) Fees, timing, and release

Fees are the prevailing NBI rates plus any convenience fees charged by the payment channel.
Release is often same day if no HIT and if you came during your scheduled appointment window; otherwise expect the date indicated on your claim stub or portal.

Practical tip: If you need it urgently, book the earliest slot you can get and avoid peak days. Bringing complete IDs/supporting papers reduces back-and-forth.

9) Overseas applicants (no old ref no.)

You have two main routes:

Route 1 — Online appointment for when you’re back in PH

If you’ll soon travel home, you can book a PH appointment and process it locally (fastest once onshore).

Route 2 — Processing from abroad via NBI Fingerprint Card

Obtain the official NBI Fingerprint Card (Form No. 5) from the Philippine Embassy/Consulate or download/secure an authentic copy as instructed by NBI.
Have your fingerprints taken by the police/authorized fingerprinting agency abroad (ink or live scan, as accepted).
Prepare copies of your passport bio page and any supporting documents (name change, etc.).
Send the accomplished NBI Form No. 5, passport copy, photo, and payment to the NBI (or an authorized representative in the Philippines with your authorization letter/Special Power of Attorney).
NBI processes and issues the clearance; you or your representative may arrange courier return or pickup.
If the clearance will be used abroad, consider Apostille at the DFA (your representative may handle this in the Philippines).

Note: You do not need the old reference number for this route. Your fingerprints and identity documents are the basis for matching and issuance.

10) Data privacy & consent

Expect to sign/acknowledge data privacy notices. Your biometrics, photo, and personal data are collected solely for clearance processing, verification, law-enforcement checks, and fraud prevention.
You may request access/correction of your personal data following NBI procedures, and you should be informed of retention and purpose limits.

11) Common pitfalls & how to avoid them

Arriving without the new reference number for your booked slot → Keep a screenshot or printout; payment receipts help.
Using a nickname or inconsistent spelling → Always mirror the name on your valid ID and PSA records.
Expecting a “walk-in” at branches that strictly follow online appointment queues → Most centers prioritize booked appointments.
Forgetting supporting proofs (marriage/annulment, court-ordered changes) → Bring originals and photocopies to expedite QC.
Assuming a pending case prevents issuance → You may still receive a clearance with notation, depending on status; consult the recipient agency on acceptability.

12) Frequently asked questions

Q1: I lost my old reference number. Can I still “renew”? Yes. Choose “New” application online, set an appointment, and proceed. Your biometrics will reconcile your record.

Q2: Do I need an affidavit of loss for the old reference number? No. An affidavit of loss applies to lost documents when required by a recipient agency; it’s not required to book a new clearance.

Q3: My name changed after marriage—what do I enter online? Use your current legal name. Bring your PSA Marriage Certificate (or legal documents) to support the change.

Q4: How long is the clearance valid? Typically one year from issuance, unless a recipient agency demands a more recent clearance.

Q5: Can someone else claim my clearance for me? Some branches allow authorized representatives with proper authorization letter, your valid ID photocopy, and their ID. Policies vary; when possible, claim personally.

13) Quick checklists

For applicants within PH

Government ID(s)
Fresh appointment reference number (from your new online application)
Payment proof
Supporting docs (if any)
Time allowance for possible HIT/verification

For applicants abroad

NBI Form No. 5
Fingerprints taken by authorized agency
Passport copy & photo
Payment (plus courier, if applicable)
SPA/authorization if using a representative
DFA Apostille, if required by the receiving country

14) Bottom line

You do not need your old NBI reference number to obtain a new clearance. Just file a new online application, book an appointment, pay, and appear for biometrics. The system will find and link your prior record; name changes and corrections are handled with supporting documents. Plan for the possibility of a HIT and bring complete IDs to keep your issuance smooth and swift.