How to Retrieve a Lost NBI Clearance Number in the Philippines
A comprehensive legal and practical guide (2025 edition)
1. Understanding the NBI Clearance Number
| Item | Description |
|---|---|
| What it is | A unique alphanumeric reference printed on the upper‑right or upper‑left corner of every NBI Multipurpose Clearance issued since 2017. |
| Functions | • Identifies your specific clearance in the NBI database • Enables online re‑printing and verification • Serves as transaction code for payments made through banks, e‑wallets, and Bayad Centers. |
| Legal basis | § 38, R.A. 10867 (National Bureau of Investigation Reorganization and Modernization Act, 2016) authorizes the Bureau to adopt electronic systems for criminal records; § 15(g) empowers it to generate unique identifiers for each clearance. |
Losing the number does not invalidate the clearance itself, but it prevents you from (a) printing another copy, (b) verifying authenticity for employers or visa officers, and (c) scheduling a renewal online.
2. Immediate Self‑Help Checks (No Government Contact Required)
Search your e‑mail inbox
- Look for the subject lines “NBI Clearance Online Appointment Confirmation” or “e‑Clearance Payment Instructions.”
- The reference number appears at the top of the message and again above the QR‑code attachment.
Log in to your NBI Online Account (
clearance.nbi.gov.ph)- Go to Transactions ▸ Details.
- Every completed, pending, or cancelled appointment retains its reference number.
- Click “Print Clearance” or “Reprint” to regenerate a PDF containing the number.
Check payment receipts
- 7‑Eleven CLiQQ, GCash, Maya, and Bayad Center slips all print the NBI reference number (usually labelled “REF.”).
Ask the requesting party
- Employers, universities, and embassies often save a scanned copy of the clearance you previously submitted. A photocopy is enough to reveal the number.
If these steps fail, proceed to Sections 3–5.
3. Online Retrieval Through the NBI Help Desk
| Channel | How to Use | Typical Response Time |
|---|---|---|
| Help‑Desk Ticket (in‑site “Contact Us”) | State full name, date of birth, previous appointment date, and the e‑mail/ mobile number registered. | 1–3 working days |
| E‑mail (historically [email protected] or [email protected]) | Compose a sworn statement explaining loss + attach any valid ID (JPEG/PDF, ≤2 MB). | 2–5 working days |
| Telephone (Metro Manila switchboard) | Call +63 (2) 8523‑8231 loc. 5509/5510 (lines updated periodically). Have your birthdate and mother’s maiden name ready for verification. | Immediate if lines are free |
Data‑privacy reminder: Under the Data Privacy Act of 2012 (R.A. 10173), the NBI will ask security questions and may require submission of a signed Affidavit of Loss before releasing personal identifiers.
4. Walk‑In Retrieval at an NBI Clearance Center
Prepare the following:
- Two (2) government‑issued IDs (original + photocopy).
- Affidavit of Loss (notarized; sample wording in Appendix A).
- Retrieval fee (₱ 30.00 Verification Fee + ₱ 25.00 Computer Service; fees periodically adjusted by NBI Board Resolution).
Go to any NBI Clearance Issuing Center
- Provincial District Offices and Satellite Centers inside selected Robinsons Malls accept retrieval requests.
- Overseas Filipinos may go to the Philippine Embassy/Consulate which forwards the request to NBI Manila (turn‑around: 10–15 working days plus courier time).
Process flow at the counter
Submit IDs + Affidavit.
Fill out Request for Clearance Details form.
Pay retrieval fee and receive an Acknowledgment Stub with the new print schedule (usually same day).
Return to the releasing window to obtain either:
- A re‑printed copy of your existing clearance (validity unchanged), or
- A “Record Not Found” notice if the system yields no match (rare; see § 6).
5. Special Scenarios
| Situation | What to Do |
|---|---|
| You lost the number before payment and never received e‑mail. | Use your account’s “Pending” tab; reference number remains even if unpaid for 24 hrs. If you checked out as guest and have no account, re‑apply—unpaid references expire automatically after 120 hours. |
| Your account is inaccessible (forgot password + no longer own e‑mail). | Visit a clearance center with IDs + Affidavit. Once records are retrieved, request an e‑mail address update under § 26(c) of NBI’s 2021 E‑Clearance Rules. |
| Overseas worker without Philippine representative. | Execute a Special Power of Attorney authorizing a relative to act on your behalf for retrieval and courier of printed clearance. SPA must be notarized by the embassy. |
| Employer/embassy doubts authenticity. | They can scan the QR code on the clearance copy; the web view shows the same Clearance No. If the number was mis‑typed, instruct them to verify via “NBI Clearance Online Verification” page. |
6. When the System Cannot Find Your Record
Occasionally, data‑migration glitches (especially for clearances issued before 2014 when the legacy e‑Clearance started) make the record unretrievable. Options:
- Re‑apply for a fresh NBI Clearance (₱ 155.00 + E‑payment service fee).
- Attach your “Record Not Found” print‑out to any pending visa/employment submission; most agencies treat it as proof of due diligence.
- File a complaint under § 18, R.A. 10867 if you believe the loss is due to negligence by NBI personnel.
7. Preventive Best Practices
- Save a PDF copy of every clearance in at least two locations (cloud + phone).
- Label your e‑wallet screenshots clearly; include the reference number in the file name.
- Record the number in encrypted notes rather than plain SMS to stay compliant with data‑privacy guidelines.
- Renew early: clearances are valid for one (1) year from the date of issue; renewal generates a new reference number, superseding the old one.
Appendix A – Sample Affidavit of Loss (Template)
REPUBLIC OF THE PHILIPPINES PROVINCE/CITY OF __________ SS.
I, [Name], of legal age, Filipino, single/married, and resident of [Address], after having been duly sworn to in accordance with law, depose and state:
1. That on [date], I was issued an NBI Multipurpose Clearance bearing Clearance No. ____________ (the “Document”); 2. That on or about [date lost], I discovered that the Document and its reference number were missing and despite diligent search, the same could not be found; 3. That the loss was not due to any unlawful or fraudulent intent on my part; 4. That I am executing this Affidavit to attest to the truth of the foregoing and to request the National Bureau of Investigation to issue a re‑printed copy or equivalent certification.
IN WITNESS WHEREOF, I have hereunto set my hand this ___ day of ________ 20 __, in ___________, Philippines.
Affiant
SUBSCRIBED AND SWORN before me …
Closing Note
Regulations, fees, and contact channels cited above reflect National Bureau of Investigation memoranda and public advisories as of July 27 2025. Because the NBI periodically updates its e‑services, always confirm critical details (hotlines, fee schedules, and center locations) on the Bureau’s official platforms or via a quick visit to the nearest NBI Clearance Center before taking action.