How to Replace a Lost Police Clearance Certificate in the Philippines

Overview

A Police Clearance Certificate (PCC)—more precisely, the National Police Clearance (NPC)—is issued by the Philippine National Police (PNP) through the National Police Clearance System (NPCS). It certifies whether the holder has a criminal record in PNP databases as of the date of issuance and is widely required for employment, licensing, business permits, and various transactions.

If you’ve lost your police clearance, the remedy depends on (1) whether it was generated through the NPCS, (2) whether it is still within its validity, and (3) the requirements of the requesting party (employer, agency, school, LGU). This article lays out everything you need to know—legal bases, practical steps, fees, timelines, and edge cases—so you can secure a replacement or obtain a new one without headaches.

Key Points at a Glance

Validity: Generally six (6) months from the date of issuance. After expiry, you must apply for a new clearance; “reissuance” is not available for expired certificates.
If issued via NPCS and still valid: You can usually reprint from your NPCS online account. No new appointment or biometrics are required.
If you cannot reprint (no account access, old/local paper-only clearance, or expired): You will typically need to apply for a new police clearance.
Fees: Expect around ₱150–₱200 (plus convenience/service fees, if paying through e-payment channels). Fees vary by station and payment method.
Processing time: Same-day issuance after on-site biometrics and photo capture, unless there is a “HIT” (a name match in PNP databases), in which case verification will delay release.
Legal footing: PNP’s authority to issue police clearances flows from its organic laws (e.g., RA 6975 as amended by RA 8551); personal data is governed by the Data Privacy Act (RA 10173).

Replacement Paths

A. Reprinting an NPCS-Issued Clearance (Still Valid)

If your last clearance was processed through the National Police Clearance System and the certificate is within six months:

Log in to your NPCS account using the email and password you registered with.
Go to Transactions or My Clearances.
Locate the most recent released clearance and click View/Print.
- The document bears a QR code and digital signature; verifiers can scan/validate it.
Print on clean, white letter-size paper. Many agencies accept the reprint because authenticity is verified via the QR code/online portal.

Tip: If you no longer have account access, use the portal’s password reset. If the email itself is inaccessible, proceed to Section B and apply for a new clearance.

B. When Reprint Is Not Possible

You’ll need to apply for a new clearance if any of the following apply:

The previous certificate has expired.
The clearance was paper-only from a local station prior to NPCS rollout and no online copy exists.
You lost account access and cannot recover it.
The requesting party insists on a newly issued certificate (common for sensitive roles).

How to apply anew (NPCS process):

Register/Sign in to the NPCS portal.
Create an appointment, selecting your preferred police station, date, and time.
Pay the fee via available e-payment channels or over-the-counter partners; keep your reference number.
On your appointment date, bring:
- At least one (1) valid, government-issued ID (original).
- Any supporting documents if your name recently changed (marriage certificate, court order, etc.).
At the station: biometrics and photo capture, identity verification, and database check.
If No Hit, your clearance is released the same day (often within an hour). If Hit, comply with verification instructions; release follows once cleared.

What If There’s a “HIT”?

A HIT means your name (or a similar name) matched a record in PNP databases. This is not an automatic denial. You may be referred for additional verification (e.g., to the warrant section or an investigating unit). Bring any proof of identity or court documents (e.g., case dismissal, certificate of finality) to speed up clearing. Once cleared, your NPC can be released.

Requirements and Good-to-Have Documents

Core requirement

One (1) valid government-issued ID with photo and signature (e.g., PhilSys ID, passport, driver’s license, UMID, PRC ID, postal ID, voter’s ID).

Situational

Barangay Certificate or Community Tax Certificate (CEDULA): Not generally required by NPCS, but some stations still request them. Bring if easily available.
Proof of recent name change (PSA marriage certificate, court order, annotated birth certificate).
Affidavit of Loss: Not required by PNP to reprint, but some employers/LGUs may ask while you secure a replacement/new clearance.

Fees, Validity, and Scope

Fees: Expect around ₱150–₱200 plus payment channel fees.
Validity: Typically six (6) months; always check the date printed on the certificate.
Scope: The NPC is a nationwide check within PNP databases. It is not the same as an NBI Clearance, which queries the National Bureau of Investigation’s own database. Some institutions prefer the NBI Clearance, some require the NPC, and many ask for both.

Special Cases and Practical Tips

Urgent submissions: If you lost the document but it’s still valid in NPCS, reprint immediately. Many agencies accept a freshly printed copy with a scannable QR code.
Expired clearance: There is no “replacement” for expired certificates; apply anew.
Name mismatch or typographical errors: Correct them at the station (bring supporting IDs/documents). Significant changes may require issuing a new clearance.
Minors/Students: Some stations issue to applicants below 18 with a school ID and a parent/guardian present; station discretion applies. When in doubt, bring a guardian and proof of relationship.
Overseas use: For use abroad, some entities require apostille from the DFA. Confirm whether the NPC requires notarization and apostille for your purpose. If apostille is needed, bring the original NPC and follow DFA’s apostille procedures.
Data privacy: Your personal data is handled under RA 10173 (Data Privacy Act). Keep your login private and avoid sharing QR copies on social media.

Frequently Asked Questions (FAQ)

1) Can the police station issue me a duplicate on the spot? If your clearance was generated via NPCS and is still valid, the fastest path is to reprint from your account. Stations differ on whether they will print a duplicate on-site without a new application; policies vary and staff may still direct you to reprint or reapply.

2) My employer requires a “newly issued” clearance even though mine is valid. What now? You’ll need to apply anew through NPCS and obtain a fresh certificate with a new issuance date.

3) I forgot my NPCS email/password. Use password reset on the portal. If the email account is inaccessible, it’s usually faster to apply for a new clearance with a new NPCS account.

4) Is an Affidavit of Loss mandatory to replace a lost NPC? Not for the PNP. However, some requestors may require it as a file memo. See the template below.

5) Police Clearance vs. NBI Clearance—do I need both? They check different databases (PNP vs. NBI). Many employers and licensing offices accept the NPC; others require NBI; some require both. Always follow the requesting party’s instruction.

Step-by-Step Checklist (Lost Clearance Scenario)

Was it NPCS-issued and still valid?
- Yes → Log in and reprint.
- No → Go to Step 2.
Is it expired?
- Yes → Apply for a new NPC via the portal (appointment, pay, biometrics).
- No/Unsure → If you can’t access the account or no digital record exists, apply anew.
Do you have an urgent deadline?
- Ask the requestor if they’ll accept an Affidavit of Loss temporarily while you reprint or reapply.
Bring to your appointment:
- Valid ID(s); supporting name-change docs; optional barangay cert/CEDULA if your station requests them.
If HIT occurs:
- Follow verification steps; bring any court/PNP documents relevant to name matches.

Model Affidavit of Loss (Template)

AFFIDAVIT OF LOSS I, [Full Name], of legal age, Filipino, and a resident of [Address], after being duly sworn, depose and state:

That I was issued a National Police Clearance on [Date of Issuance] by the Philippine National Police;

That on or about [Date of Loss], I discovered that said clearance was lost/misplaced and despite diligent efforts, I have been unable to locate it;

That I undertake to report to the proper authorities should the original be found and to use any reissued or newly issued clearance only for legitimate purposes; and

That I am executing this Affidavit to attest to the truth of the foregoing and for whatever legal purpose it may serve. IN WITNESS WHEREOF, I have hereunto set my hand this [Date] at [City/Municipality], Philippines.

[Affiant’s Name]

SUBSCRIBED AND SWORN to before me this [Date], affiant exhibiting [ID Type/Number] issued on [Issue Date].

Notary Public

Notes:

Fill in the blanks accurately.
Bring a valid ID to the notary. Some notaries may require a Community Tax Certificate (CEDULA) for the jurat/acknowledgment.

Legal and Compliance Notes

Authority to Issue: The PNP is empowered to maintain public safety and issue certifications under its charter (RA 6975, as amended by RA 8551).
Data Privacy: Processing of personal information in NPCS is subject to RA 10173 and its IRR; your data is collected for legitimate law-enforcement and verification purposes.
Use and Misuse: Forgery, alteration, or use of falsified clearances may trigger criminal liability under the Revised Penal Code and special penal laws. Always rely on the official NPCS-generated document with a verifiable QR code.

Practical Timeline & Costing (Realistic Expectations)

Creating an appointment + payment: 10–20 minutes.
On-site biometrics + release (No Hit): 30–90 minutes, depending on station volume.
With HIT: Add several days (or more) for verification.
Cost: Around ₱150–₱200 plus payment channel fees.

Final Advice

If your lost certificate was NPCS-issued and still valid, reprint it—this is the fastest, lowest-cost option.
If it’s expired or you can’t access your NPCS account, apply for a new clearance without delay—especially when a deadline looms.
When requestors are strict about dates, don’t argue for reprints; a fresh issuance is usually the most efficient way to comply.
Keep digital backups (PDF) in secure storage, and note the expiration date to avoid last-minute scrambles.