A practical and legal guide in the Philippine setting

1) What an NBI Clearance is (and what it is not)

An NBI Clearance is a document issued by the National Bureau of Investigation (NBI) that reflects whether the applicant’s name appears in the NBI’s records for derogatory information (commonly called a “hit” during issuance). It is routinely required for employment, licensing, government transactions, travel/immigration requirements, and other background checks.

An NBI Clearance is not a court clearance, not a guarantee of “no criminal liability,” and not a substitute for a court-issued certificate (e.g., certificate of finality, clearance from courts/prosecution offices) where those are specifically required. It is best understood as a records-based certification tied to the NBI’s databases and processes at the time of issuance.

2) What “Certified True Copy” means in Philippine practice

A Certified True Copy (CTC) is a copy of a document that is certified by an authorized person to be a faithful reproduction of the original. In Philippine usage, “CTC” can refer to several similar—but not identical—things:

CTC issued by the government custodian of the record This is the strongest form in terms of evidentiary reliability: the office that keeps the record (or issued the document) certifies the copy.
Certified photocopy by the receiving government office after comparison with the original Many government offices will accept a photocopy and stamp/certify it as a true copy after presenting the original (“original seen,” “certified true copy,” etc.). The certification is usually for filing convenience, not necessarily to establish an “official record copy.”
Notarial copy certification (certification of a photocopy by a notary public) Notaries can certify photocopies in many situations, but some agencies do not accept notarized true copies for certain documents, especially where they expect certification by the issuing agency or “original only.”

Because these are not interchangeable in every transaction, the first and most important step is to confirm what kind of “certified true copy” the requesting office actually wants.

3) Why someone asks for a CTC of an NBI Clearance

Common reasons include:

The receiving office wants to keep a copy on file while you retain the original.
You’re submitting documentary requirements to multiple entities and want certified copies rather than surrendering originals.
A court or tribunal requires certified copies for the record.
An employer or agency requires “certified true copy” to reduce the risk of altered or fake submissions.

Practical point: For many transactions, agencies either (a) require the original NBI Clearance, or (b) accept a photocopy after they compare it to the original. A “CTC from NBI” may be requested less often than people assume—but when it is specifically demanded, it matters.

4) Legal and evidentiary framework (Philippine context)

A) Certified copies and public documents

In Philippine evidence rules, official records and public documents can be proven by certified copies—that is, copies attested by the officer who has legal custody of the record (or an authorized deputy). This concept is why many courts and government agencies prefer certification by the custodian rather than a private certification.

B) NBI Clearance as a document and NBI records as “official records”

Two related items exist:

The NBI Clearance document you possess (the printed clearance issued to you).
The NBI record entries behind the clearance (database/records maintained by the NBI).

A transaction may require:

a certified true copy of the clearance you submitted, or
a certification from NBI about the status of records (sometimes requested in litigation, immigration, or administrative cases).

Those are distinct requests and may be handled differently.

C) Data privacy and identity verification

Because an NBI Clearance contains personal data and is linked to sensitive records, requests are commonly handled with strict identity verification, and release to third parties is usually limited to:

the data subject (you), or
a properly authorized representative, or
lawful compulsory process (e.g., subpoena/court order), depending on context.

5) Before you request: identify the exact “CTC” the receiving office will accept

Ask (or read the written requirement) and pin down one of these:

“Photocopy certified by our office upon presentation of original” If yes: bring the original + photocopy to the receiving office. This is often the easiest.
“Certified true copy issued by NBI / NBI certified copy” If yes: proceed to request certification from NBI (or, in some cases, request a separate NBI certification/record certification).
“Notarized true copy” If yes: a notary public may certify a photocopy (subject to notarial rules and the notary’s own policies), but confirm the receiving office accepts notarized copy certifications for this document.
“Original only / no photocopies” If yes: a CTC may not help. You may need an original (or a newly issued clearance) within a specified recency window.

6) Who may request a certified true copy

A) The applicant (most straightforward)

You can request certification of a photocopy of your NBI Clearance if you can present:

your original NBI Clearance, and
valid government-issued ID.

B) Authorized representative

If you cannot appear personally, a representative may be allowed, depending on NBI policy at the site. Commonly expected documents include:

an authorization letter or Special Power of Attorney (SPA) (some offices require notarization),
a copy of your valid ID (and sometimes the original ID presented to the representative),
the representative’s valid ID,
and the original NBI Clearance (or the document to be certified).

Because standards can be stricter for sensitive documents, it is safest to prepare an SPA when the receiving agency is strict or when the NBI site requires it.

C) Requests in judicial/administrative proceedings

If a court or tribunal needs NBI records or certification, the route may involve:

a subpoena duces tecum,
a court order,
or a formal request addressed to the NBI with case details and legal basis.

This is different from a simple “CTC of my clearance” request.

7) Where to request a CTC of an NBI Clearance

In Philippine practice, certification of copies is generally done by the issuing agency or an authorized office/unit. For NBI Clearance-related certifications, typical points of contact are:

NBI Clearance Center / Main clearance processing site, and/or
NBI satellite clearance centers that handle clearance issuance and related services, depending on what the specific site is authorized to do.

Practical approach: If the transaction specifically requires an “NBI-certified true copy,” the safest venue is a major NBI Clearance center (often the main or large clearance sites) where certification functions are more likely to be accommodated.

8) Step-by-step: requesting a certified true copy (common, practical workflow)

Step 1: Prepare the documents

Bring:

Original NBI Clearance (the document to be copied and certified)
Photocopy of the NBI Clearance (prepare 1–3 copies depending on need)
Valid government-issued ID (matching the clearance holder)
If using a representative: authorization letter or SPA, plus IDs

Tip: Photocopy the clearance clearly, including the entire page and all printed security features that remain visible on a copy (barcodes/QR codes, reference numbers, issuance details).

Step 2: Go to the appropriate NBI office/unit

At the NBI clearance site, ask for the desk/unit that handles:

“certification of photocopy,”
“certified true copy,” or
“document certification.”

Step 3: Submit the original and photocopy for comparison

The certifying officer typically:

checks the original document,
compares it with the photocopy,
verifies identity (ID check),
and confirms the request is proper.

Step 4: Pay the required fees (if any) and secure an official receipt

Certification services often have a minimal fee and require an official receipt. Keep the receipt attached or stored with your certified copy in case the receiving office later asks for proof of issuance.

Step 5: Receive the certified true copy

A proper CTC will typically have:

a “Certified True Copy” stamp or annotation,
the signature of an authorized officer,
the name/position (or an identifying mark) of the certifying officer,
the date of certification,
and often a seal/dry seal or official stamp.

If the receiving agency is strict, check whether they need:

each page certified (if multi-page),
a dry seal, and/or
certification that includes the document reference/clearance number.

9) If you do not have the original NBI Clearance

A certified true copy is normally made by comparing a copy to an original. If the original is lost, the practical alternatives are:

Apply for a new NBI Clearance If your transaction requires a current clearance anyway, a new issuance is usually the cleanest solution.
Request an NBI certification/record certification (if appropriate) In some situations, what’s actually needed is not a “CTC of the clearance” but a certification from NBI about record status, tied to your identity and prints in their system.
Ask the receiving office if they accept other substitutes Some offices accept a newly issued clearance or an official verification printout rather than a CTC of a lost prior clearance.

10) Validity and “freshness” issues: a CTC does not extend validity

An important practical point: Certifying a copy does not renew or extend the validity of the underlying NBI Clearance. Many entities treat an NBI Clearance as “fresh” only if issued within a certain period (often one year, sometimes six months or less depending on the requirement).

So even a properly certified true copy may be rejected if the clearance is considered stale by the receiving office.

11) Use abroad: CTC vs authentication (Apostille)

When an NBI Clearance is for use outside the Philippines, the issue is often not “certified true copy” but authentication (now generally via Apostille, where applicable).

Key practical distinctions:

CTC: certifies that a copy matches an original (a copying integrity issue).
Apostille/authentication: certifies that the public official’s signature/seal on the document is genuine for cross-border recognition (an international legalization issue).

Many foreign authorities want the original NBI Clearance and then require it to be apostilled/authenticated. A certified true copy may not be acceptable abroad unless the foreign authority explicitly allows certified copies in lieu of originals.

12) Common pitfalls and how to avoid them

A) The receiving office actually wants “original seen” certification, not NBI certification

If the receiving office can certify the photocopy themselves after seeing your original, you may not need to go to NBI at all.

B) Unclear certification markings

A stamp that only says “Received” or “Filed” is not the same as “Certified True Copy.” Make sure the certification explicitly indicates it is a true copy of the original.

C) Mismatch of identity details

If the NBI clearance holder’s name differs from the requesting ID due to marriage/annulment/correction, bring supporting documents (e.g., PSA marriage certificate, court order, annotated PSA birth certificate), especially if the receiving office is strict.

D) Damaged original clearance

If the original is torn, heavily smudged, or unreadable, certification may be refused or may be useless. Consider obtaining a new clearance.

E) Multiple-page reproductions

If the document has attachments or multiple pages (rare for a standard NBI Clearance, but possible in related certifications), clarify whether each page needs certification.

13) Data privacy and handling reminders

Because NBI Clearance contains sensitive personal data:

Share copies only with legitimate recipients.
Keep a record of where you submitted certified copies.
Avoid posting images of your clearance online (it can contain reference numbers and identifiable data).

14) Fraud, alteration, and legal consequences

Creating, altering, or using a fake NBI Clearance or a fake “certified true copy” can trigger serious liability, including offenses related to:

falsification of public documents and/or
use of falsified documents,

with consequences that can include criminal prosecution, employment termination, blacklisting from applications, and adverse findings in immigration or licensing matters.

15) Practical templates (commonly accepted formats)

A) Simple authorization letter (lower-risk transactions)

AUTHORIZATION LETTER Date: ________

I, [Full Name], of legal age, [civil status], Filipino, with address at [address], hereby authorize [Representative’s Full Name], also of legal age, to process and receive the certified true copy/certification of photocopy of my NBI Clearance on my behalf.

Attached are copies of our valid IDs for verification.

Signature: ___________________ Name: [Full Name] ID Presented: [ID type and number]

For stricter offices, use an SPA and have it notarized.

B) Checklist for representative

Authorization letter/SPA
Your ID copy
Representative’s ID
Original NBI clearance
Photocopy(ies) to be certified
Budget for fees and photocopying

16) Summary of the most reliable route

When a requirement specifically says “Certified True Copy issued by NBI”, the most defensible process is:

Bring the original NBI Clearance, photocopies, and valid ID(s).
Go to an NBI clearance office that can handle document certification.
Request certification of the photocopy and ensure it bears the proper CTC marking, signature, date, and official stamp/seal.
Remember: certification does not renew validity—check recency requirements separately.