Losing an NBI Clearance can be stressful, especially when an employer, licensing agency, visa office, or government office is asking for the original document. The practical solution depends on what you still have: access to your old online account, your old NBI identification number, a scanned copy, or none of these. In most cases, you do not obtain a literal duplicate of the lost certificate. You either use the NBI’s renewal facility or submit a regular clearance application and receive a newly issued certificate.

What “Replacing” a Lost NBI Clearance Actually Means

The National Bureau of Investigation’s published services focus on clearance renewal and new or regular applications. They do not describe a separate nationwide service that simply reprints the exact certificate you lost.

Your best route is usually:

Your situation	Practical route
You know your old NBI identification number	Try the online renewal facility
You lost the document but can access your old NBI account	Log in and retrieve the old transaction or NBI information
You cannot remember the number but know the email used	Log in using the same email address
You cannot access the old email or account	Ask for assistance at an NBI Clearance Center or file a regular application
Your name, birth details, or other important personal information changed	Use the regular application process so the information can be verified
You are abroad and had a clearance issued from 2014 onward	Check whether online or mailed renewal is available
Your last clearance was issued before 2014	Expect the NBI to treat the application as new

In a May 2026 response published through the government’s Freedom of Information portal, the NBI advised a person who had lost an old clearance number to log in using the same email address used for the previous registration. The NBI also said the person could proceed to the nearest NBI Clearance Center for assistance. (www.foi.gov.ph)

Legal and Administrative Basis

The NBI is a civilian agency under the Department of Justice. Its organization and investigative authority are governed principally by Republic Act No. 10867, the National Bureau of Investigation Reorganization and Modernization Act of 2016. The law modernized the Bureau’s operations, including the information and identification systems that support background checks and clearance issuance. (Supreme Court E-Library)

The clearance application is also a government frontline service covered by Republic Act No. 11032, the Ease of Doing Business and Efficient Government Service Delivery Act of 2018. RA 11032 requires government agencies to publish their requirements, fees, procedures, and expected processing times in a Citizen’s Charter. (Lawphil)

The NBI’s published Citizen’s Charter identifies two government-issued identification documents as the basic identity requirement for ordinary clearance processing. Its current online guide additionally instructs applicants to bring their reference number, proof of payment, and original, unexpired identification documents. (National Bureau of Investigation)

Your personal information remains protected

An NBI Clearance contains personal information, including your full name, birth details, photograph, identification number, and the result of a criminal-record database check. The NBI’s processing of this information is subject to Republic Act No. 10173, the Data Privacy Act of 2012.

Section 16 of RA 10173 gives a data subject—the individual whose information is being processed—the right to reasonable access to personal information and the right to dispute and correct inaccurate or erroneous data. This becomes important when a replacement application shows a misspelled name, incorrect birth date, wrong birthplace, or other account error. (Lawphil)

How to Replace a Lost NBI Clearance in the Philippines

1. Check whether you can recover your old account

Go only to the official NBI Clearance Portal.

Try to log in using the email address and mobile number connected to your previous application. Check your account profile, transactions, payment history, saved screenshots, emails, and old messages for:

Your NBI identification number
Previous reference numbers
Appointment confirmations
Payment receipts
A scanned or photographed copy of the lost clearance

An old reference number is not necessarily the same as your permanent NBI identification number. A reference number generally relates to a particular application and payment transaction, while the NBI number appears on the clearance certificate and may be used for renewal.

2. Use online renewal when the system accepts your old record

The NBI’s current guidance says online renewal is generally available to applicants whose previous clearance was issued from 2014 onward, particularly when no important personal details need to be changed. (National Bureau of Investigation)

The portal may ask for information printed on the old clearance. Enter the details exactly as they appeared on the previous certificate.

Online renewal may be unsuitable when:

You cannot retrieve the required NBI number
Your name has changed
Your date or place of birth was incorrectly encoded
Your old clearance was issued before 2014
The system cannot locate or validate the old record
The portal requires personal appearance for verification

When renewal is accepted, follow the payment and delivery instructions shown by the portal. Courier or delivery charges are normally separate from the basic clearance fee.

3. File a regular application when renewal is unavailable

A regular application is the most reliable fallback when you have lost both the certificate and the information needed for renewal.

Using the official portal:

Log in or create an account using an active email address and mobile number.
Complete the applicant information form.
Review the spelling of your full name, date of birth, birthplace, parents’ names, address, and civil status.
Select Apply for Clearance.
Choose the government ID you will present.
Select an NBI branch, appointment date, and available time slot.
Choose a payment channel.
Save the generated reference number.
Pay the amount shown by the portal.
Confirm that the transaction status has changed to PAID before going to the branch.

The NBI’s current guide lists a basic clearance fee of ₱130, plus an electronic-payment service charge commonly around ₱25 to ₱30. The exact total depends on the payment channel, and delivery fees apply separately when courier delivery is selected. (National Bureau of Investigation)

4. Bring the required documents to the NBI branch

Prepare the following:

Requirement	Practical guidance
Two government-issued identification documents	Bring original, unexpired IDs whenever possible
Application reference number or QR code	A screenshot is usually easier to retrieve than a handwritten number
Proof of payment	Keep both the electronic confirmation and receipt
Supporting civil-registry document, when details changed	Bring the appropriate PSA certificate or court order
Old clearance copy, if available	A photocopy, scan, or photograph may help locate the previous record

The NBI’s current guide gives examples such as a passport, driver’s license, National ID, UMID, Postal ID, and PSA birth certificate. Because branch officers must confirm identity, bringing two current photo-bearing IDs is the safest practice whenever available. (National Bureau of Investigation)

Use the official NBI Clearance Office Locator to identify a branch. The NBI instructs applicants to complete the online application and payment before visiting a clearance office. Branch locations and operating hours can change, so check the locator rather than relying on an old social-media post or blog. (National Bureau of Investigation)

5. Complete biometrics and data verification

At the branch, the NBI normally captures or verifies:

Your photograph
Fingerprints
Electronic signature
Personal information
Application and payment reference

Before the officer finalizes the application, inspect the information displayed on the screen. Correcting an obvious encoding error before printing is much easier than trying to correct a completed certificate.

6. Wait for the database result

A “No Hit” result generally means the system did not find a record requiring manual verification. The clearance may be printed within minutes after biometrics and verification.

A “Hit” does not automatically mean that you have a criminal case. It can occur because another person has the same or a similar name or because a record requires manual review. The NBI’s current guide states that applicants with a hit are commonly instructed to return after approximately five to ten working days. (National Bureau of Investigation)

For quality-control cases, the applicant may be interviewed and asked questions needed to distinguish the applicant from the person appearing in the database. The NBI’s Citizen’s Charter confirms that hit cases may be referred for manual verification and quality-control interviewing. (National Bureau of Investigation)

Do You Need an Affidavit of Loss or Police Blotter?

For an ordinary lost NBI Clearance, the NBI’s published requirements do not list an affidavit of loss or police blotter as a standard requirement. The ordinary process focuses on identity documents, online registration, payment, biometrics, and record verification. (National Bureau of Investigation)

An affidavit of loss may still be useful when:

An employer or agency specifically requires it
The clearance was inside a stolen wallet or document pouch
The lost document is connected to a fraud or identity-theft incident
You need to formally document when and how the loss occurred
Another government or foreign authority requires a notarized explanation

A police blotter may also be appropriate when the document was stolen rather than simply misplaced. However, filing a blotter does not replace the NBI application process.

What to Do If You Lost Your NBI Number

Try these steps in order:

Log in using the same email address used for the previous application.
Search the email inbox for “NBI,” “clearance,” “reference number,” or payment confirmations.
Check old phone screenshots, cloud backups, messaging apps, and employment files.
Ask a former employer whether it retained a readable copy, subject to its privacy and records policy.
Bring your IDs to the nearest NBI Clearance Center and request assistance locating the old record.
If recovery is unsuccessful, complete a regular application.

Do not buy an alleged “NBI number retrieval service” from an unofficial page. Your NBI account and certificate contain information that can be used for impersonation, fraudulent employment submissions, or account takeover.

Replacing a Clearance After a Name or Civil-Status Change

Do not use the quickest renewal route merely to reproduce information that is already outdated.

For example, if you married after the previous clearance was issued, decide which lawful name you consistently use in your current IDs and official records. Article 370 of the Civil Code allows a married woman several options for using her name after marriage. The Supreme Court has clarified that using the husband’s surname is optional rather than mandatory. (Lawphil)

When personal information has changed, bring supporting documents such as:

PSA marriage certificate
PSA birth certificate
Annotated civil-registry record
Court decision or order affecting the name
Current passport or government IDs showing the name being used

Use a regular application when the online renewal facility does not permit the correction. Keep the spelling and sequence of names consistent across the NBI application, passport, National ID, civil-registry records, and documents required by the receiving organization.

How to Replace a Lost NBI Clearance While Abroad

Applicants outside the Philippines have two main routes.

Renewal for clearances issued from 2014 onward

The NBI allows clearances issued from 2014 onward to be renewed through its overseas or mailed-clearance procedures. Philippine diplomatic posts also advise that renewal may be completed without a new fingerprint card when the applicant has a post-2014 record and no change to key personal data such as the name, date of birth, or place of birth. (National Bureau of Investigation)

If the lost clearance number cannot be recovered, contact the nearest Philippine Embassy or Consulate and the NBI Mailed Clearance Section before sending documents.

New application or pre-2014 clearance

The NBI’s official procedure for applicants abroad requires a new applicant to obtain NBI Form No. 5 through a Philippine Embassy or Consulate, or through an authorized representative in Manila.

The usual process includes:

Obtain and properly complete NBI Form No. 5.
Have rolled fingerprint impressions taken at the Philippine Embassy, Consulate, or an authorized police station.
Make sure the fingerprinting officer signs the form, states their designation, and applies the office seal.
Attach a recent 2×2 photograph with a white background.
Attach a photocopy of the passport biodata page.
Send the documents to the NBI Mailed Clearance Section or have an authorized representative submit them.
Follow the current fee, payment, and courier instructions.

The NBI states that mailed-clearance applications are processed only at the NBI Clearance Building on United Nations Avenue in Manila. Its published processing period is a maximum of five working days after complete documents are received, excluding embassy appointments, international delivery, payment delays, and return courier time. (National Bureau of Investigation)

A foreign police clearance is not a substitute for an NBI Clearance when the receiving authority specifically requires a Philippine NBI certificate.

Common Mistakes That Delay Replacement

Using an unofficial website

The official application domain is clearance.nbi.gov.ph. Be cautious of websites that imitate the portal, charge “assistance fees,” or ask for passwords and one-time passwords.

Encoding a different name without supporting records

Even a minor change involving a middle name, suffix, compound surname, or married surname can cause inconsistencies. Match the application to your official documents.

Confusing a payment reference with the NBI identification number

A transaction reference proves or tracks an individual application. It may not be accepted in the field asking for the number printed on the old certificate.

Paying before reviewing the profile

Correct the profile first. Payment does not guarantee that an incorrectly encoded name can be fixed through a simple online edit.

Assuming a “Hit” means disqualification

A hit usually means manual verification is required. Wait for the NBI’s review and attend a quality-control interview when instructed.

Editing a scan of the old clearance

Do not digitally alter a scanned clearance to change its date, name, purpose, or result. Depending on the circumstances, falsifying or knowingly using a falsified document may result in liability under Articles 171 and 172 of the Revised Penal Code. (Lawphil)

Protecting Yourself After Losing the Document

A lost clearance exposes information that may be useful to an identity thief. Take reasonable precautions:

Change your NBI account password.
Secure the email account connected to the portal.
Enable available account-security features.
Do not share one-time passwords.
Inform an employer or agency if the lost copy was already submitted or transmitted.
Report suspected fraudulent use to the NBI or police.
Keep the new certificate in a secure folder.
Store an encrypted scan rather than an unprotected public-cloud link.

Under the Data Privacy Act, you may request reasonable access to personal information and dispute inaccurate information. However, privacy rights do not normally allow a person to erase legitimate criminal-case or official government records merely because the information is inconvenient. (National Privacy Commission)

Frequently Asked Questions

Can the NBI simply print another copy of my lost clearance?

The NBI’s published services do not identify a standard standalone duplicate-reprint procedure. Applicants normally use online renewal or complete a regular application for a newly issued certificate.

Can I renew without the old physical NBI Clearance?

Possibly. Try logging in with the email address used for the previous application. If the renewal system can locate your record and you can provide the required information, the physical copy may not be necessary.

What if I forgot both my NBI number and account password?

Recover the email or account first. Search old emails and payment records. If recovery fails, bring valid IDs to an NBI Clearance Center and ask for assistance. A regular application remains the practical fallback.

Will applying as a regular applicant create a criminal record or cause a problem?

No. Filing a regular application does not itself create a criminal record. Your identity and biometrics will still be checked against the NBI database.

Is an affidavit of loss mandatory?

Not under the NBI’s published ordinary clearance requirements. It may be required by the employer, licensing authority, school, foreign agency, or other organization requesting the document.

Do I have to pay again?

Yes, a renewal or regular replacement application generally requires payment of the applicable clearance fee and service charge. Courier delivery, if selected, costs extra.

How long will the replacement take?

A no-hit application may be completed during the branch visit. A hit commonly requires another five to ten working days. Overseas processing takes longer because of fingerprinting, mailing, payment, and international courier transit.

Can someone else claim my NBI Clearance?

Ordinary domestic applications involve personal biometrics and identity verification. Overseas applicants may use an authorized representative under the NBI’s mailed-clearance procedure, subject to the required authorization letter, passport copy, online registration, and identification of the representative.

Can I use a photocopy or scanned copy instead of replacing the original?

That depends on the organization requesting it. Some employers may temporarily accept a readable scan while waiting for the new original, but an agency requiring an original, recently issued, or sealed certificate may reject a photocopy.

Can a foreign national obtain an NBI Clearance?

Yes, when the person needs a Philippine background clearance and can satisfy the NBI’s identity and application requirements. A foreign applicant outside the Philippines should coordinate with the nearest Philippine Embassy or Consulate and follow the NBI’s overseas procedure.

Key Takeaways

Losing the paper does not erase your previous NBI record.
Try to recover your old NBI number by logging in with the same email address used before.
Use online renewal when the system recognizes your post-2014 record and no important personal information needs correction.
File a regular application when the old number cannot be recovered, the record is pre-2014, or your details changed.
An affidavit of loss and police blotter are not standard NBI requirements for an ordinary lost certificate.
Bring two original, unexpired government IDs, your reference number, and proof of payment.
A hit usually means manual verification, not automatic proof of a criminal case.
Overseas applicants may use the NBI’s mailed-clearance procedure through a Philippine Embassy, Consulate, or authorized representative.
Use only the official NBI portal and never pay an unofficial person to retrieve your account or clearance number.