How to Retrieve a Lost NBI Clearance Reference Number in the Philippines
A comprehensive legal-practice guide (updated June 2025)
1. Why the reference number matters
| Item | Purpose |
|---|---|
| Payment validation | Ties your e-payment to the application lodged in the NBI e-Clearance System. |
| Appointment access | The NBI field office scans the number to pull up your record on your appointment date. |
| Status tracking | “In Process,” “For Quality Control,” or “For Hit Verification” updates are keyed to the same number. |
| Subsequent re-issuance | Renewal or “Quick Renewal” flows require the previous reference number to autopopulate your profile. |
Losing it can therefore block you from printing the clearance, re-scheduling, or seeking a refund.
2. Legal foundations
- Republic Act No. 10867 (NBI Reorganization & Modernization Act, 2016) §11 empowers the Director to issue clearances electronically; §12 allows collection of fees through accredited channels.
- Data Privacy Act of 2012 (RA 10173) NBI is a “personal information controller.” Under §16, only the data subject (you) or a duly authorized representative may request retrieval.
- E-Commerce Act of 2000 (RA 8792) Recognizes electronic documents and digital signatures—including NBI’s auto-generated reference—as admissible “electronic data messages.”
- Rules on Notarial Practice (2004) If you appoint an attorney-in-fact to retrieve the number, the SPA must be notarized under these rules.
3. Common scenarios & what evidence you will need
| Scenario | Proof you should prepare | Notes |
|---|---|---|
| Lost SMS or email, but still remember portal credentials | Government-issued ID only | Simply log back in (see §4.1). |
| Deleted account-credential email and forgot password | Two (2) valid IDs plus active email/phone | Password reset link goes to the registered email—make sure you can access it. |
| Payment finished but never received the reference SMS/email | Official receipt or screenshot of the payment (GCash, 7-Eleven CLiQQ, etc.) | The e-payment partner can cross-match the transaction with NBI’s merchant ID. |
| Reference number needed for refund/void request | Copy of the Proof of Refund Application filed within 15 days | NBI Cash Section will not process without the number. |
| Third-party representative retrieving on your behalf | Notarized Special Power of Attorney (SPA), photocopies of both your IDs, and representative’s ID | SPA should expressly authorize “retrieval of lost NBI Clearance reference number.” |
4. Five lawful methods to retrieve the number
4.1 Through your NBI Online Account (fastest)
- Go to https://clearance.nbi.gov.ph.
- Click “Sign In.”
- Enter your e-mail and password.
- Select “Transactions.” A table will list your latest application; the “REFERENCE NO.” column is what you need.
- Screenshot or copy it; the system will not display it again after you log out.
Tip: If you used the 2022 “Quick Renewal” mobile flow, you may need to switch to desktop view; mobile hides the reference column until you scroll horizontally.
4.2 Via the payment confirmation trail
- GCash / Maya / BPI Online: Open the in-app receipt → tap “Email Receipt.” The autogenerated subject line contains:
NBI REF#: 2025XXXXXXX – Payment Successful - 7-Eleven CLiQQ kiosk: The paper stub prints the reference under “Payment Reference.”
If the partner cannot locate the transaction, file a merchant retrieval request—under Bangko Sentral ng Pilipinas (BSP) Circular No. 1049, e-money issuers must respond to user complaints within 7 days.
4.3 Request by e-mail or phone (requires identity verification)
- E-mail:
clearance@nbi.gov.phorhelpdesk@nbi.gov.ph - Hotline: (02) 8524-1277 or 1300-NBI-ID0 (toll-free within PLDT) Submit:
• Full name (Last, First, Middle, Suffix)
• Date & place of birth
• Date of registration / appointment (approximate)
• Scanned government ID (front & back, 300 dpi)
• Screenshot of payment (if any)The help-desk will reply within three (3) working days per NBI Service Charter (Citizen’s Charter v2024, Process 03-NBI).
4.4 Walk-in retrieval at any NBI Clearance Center
- Queue at the Information Desk.
- Fill out the Reference Retrieval Slip (RRS-01-2023).
- Present one primary ID (e.g., Passport, PhilSys, UMID).
- Staff will cross-check against the e-Clearance database.
No affidavit of loss is required because the reference number is not an accountable form (unlike the printed clearance itself).
4.5 Through a duly authorized representative
- Execute a Special Power of Attorney (SPA) citing RA 10173 compliance.
- Attach photocopies of both parties’ IDs.
- Representative follows the walk-in steps (#4.4).
5. Frequently asked legal & practical questions
“Will NBI issue a new reference number?” No. Under e-Clearance SOP §7.2, each payment triggers a single immutable reference. The system merely re-reveals it.
“Is there a fee to retrieve?” Retrieval is free. However, printing a second hard copy of a clearance (if you lost the paper) costs ₱130 + ₱25 e-payment service fee.
“Can I proceed to my appointment without the reference number?” Yes, but expect delays. Officers will manually search your profile using biometrics, allowed under Field Office Manual §4-2024.
“Does the number expire?” The reference itself does not expire, but the clearance tied to it lapses after 6 months (per DOJ-NBI Joint Circular 001-2023).
6. Sample e-mail template
Subject: Request to Retrieve Lost NBI Clearance Reference Number
Dear NBI Clearance Helpdesk,
I, JUAN DELA CRUZ, born 08 August 1995 in Quezon City, registered for an NBI
clearance appointment on or about 15 June 2025. Unfortunately, I misplaced my
reference number.
Attached are:
1. Scanned copy of my Philippine Passport (P1234567A)
2. Screenshot of my GCash payment (Txn ID 20250615091234)
Kindly furnish me with my reference number so I may proceed with printing my
clearance. I am aware of my rights under the Data Privacy Act and authorize
NBI to use my personal data for this request.
Thank you.
Respectfully,
JUAN DELA CRUZ
Contact No.: 0917-123-45677. Penalties & data-privacy reminders
- False statements under Art. 171 (Falsification) RPC are punishable by prisión correccional and fine.
- Unauthorized retrieval of another person’s reference is “unauthorized processing” (RA 10173, §25) carrying 3–6 years’ imprisonment and a ₱500 k-2 M fine.
8. Quick reference checklist
- 🔑 Recover portal login (reset password).
- 📧 Check e-mail spam and SMS archive.
- 🧾 Locate e-payment receipt.
- 🏢 Visit NBI center or e-mail help-desk with ID.
- 📝 If using a representative, prepare notarized SPA.
Bottom line: The NBI keeps a permanent electronic record keyed to your biometrics. As long as you can establish your identity—and, if relevant, prove payment—the reference number can be lawfully re-issued to you without extra cost or litigation.