No. An NBI Clearance is not the same thing as a police record in the Philippines. It is a government-issued clearance certificate from the National Bureau of Investigation (NBI) showing the result of a search against the NBI’s criminal records database. In ordinary conversation, some employers, embassies, or agencies may loosely treat it as a “criminal background check,” but legally and procedurally, it is different from a police record, police blotter, arrest record, or PNP police clearance.

The confusion is understandable. Many forms ask for “police clearance,” “police certificate,” “criminal record check,” or “police record,” and people are not sure whether an NBI Clearance will satisfy the requirement. The correct answer depends on the agency asking, the purpose of the document, and whether the request refers to a Philippine national criminal clearance or a local police-issued record.

What an NBI Clearance Actually Means

An NBI Clearance is an official certificate issued by the NBI after checking your identifying information, photo, fingerprints, and other details against the NBI Criminal Database. The NBI’s own Citizen’s Charter describes the service as the “Processing of NBI Clearance Application and Issuance of NBI Clearance Certificate,” and states that NBI personnel verify applicant records with the NBI Criminal Database. If there is “No Hit,” the applicant proceeds to printing; if there is “With Hit,” the applicant may be asked to return on a scheduled date or go through quality control interview and verification. (National Bureau of Investigation)

In practical terms, an NBI Clearance usually tells the requesting party one of these things:

the NBI did not find a matching derogatory record under your identity;
there was a possible name match that needed verification;
there was a record, pending case, warrant, or other derogatory information requiring further checking;
your record required manual review because of a namesake, old case, dismissed case, or data inconsistency.

It does not automatically mean that the police never investigated you, that no barangay complaint was ever filed against you, or that you have never been mentioned in a police blotter.

NBI Clearance vs. Police Record vs. Police Clearance

These documents are related, but they are not interchangeable in every situation.

Document or record	Issuing office	What it usually checks or proves	Common use
NBI Clearance	National Bureau of Investigation, under the Department of Justice	National NBI criminal records database; possible criminal case, warrant, or derogatory record matches	Employment, visa, immigration, local and overseas work, government transactions
National Police Clearance	Philippine National Police through the National Police Clearance System	Police clearance issued through the PNP system	Local employment, IDs, permits, some agency requirements
Local Police Clearance	City or municipal police station	Local police station records, depending on the locality and system used	Local employment, local permits, city or municipal requirements
Police blotter entry	Police station	A recorded incident or report made to the police	Evidence that an incident was reported; not proof of guilt
Arrest record	Police or law enforcement agency involved	Record of arrest or custody	Criminal case documentation, background checks, court or agency inquiries
Court clearance or certificate of no pending case	MTC, MeTC, MTCC, MCTC, RTC, Sandiganbayan, or other court as applicable	Whether the person has a pending case in that court	Employment, immigration, licensing, compliance requirements

The PNP and the NBI have different legal mandates. The PNP is the national police force under laws such as Republic Act No. 6975 (1990), as amended by Republic Act No. 8551 (1998). The NBI, on the other hand, is a civilian investigative agency under the Department of Justice. Under Republic Act No. 157 (1947), the NBI was authorized to investigate crimes, assist law enforcement, and act as a national clearing house of criminal and related information. (Lawphil) (Lawphil)

The NBI’s modern law, Republic Act No. 10867 (2016), expressly recognizes the NBI’s power to “act as a national clearing house of criminal records and other related information for the benefit of the government.” (Supreme Court E-Library)

Is an NBI Clearance a Criminal Record?

No. An NBI Clearance is not itself a criminal record. It is a certificate showing the result of the NBI’s record-checking process.

A criminal record usually refers to underlying records such as:

a pending criminal case in court;
a final conviction;
a warrant of arrest;
a record of arrest or investigation;
a prosecutor’s resolution or information filed in court;
a court order, judgment, dismissal, acquittal, or archived case.

The clearance is the output of the checking process. It is not the same as the underlying file.

For example:

If your clearance says there is no derogatory record, that means no disqualifying NBI record was found under your verified identity at the time of issuance.
If your application has a “HIT,” that does not automatically mean you are guilty of a crime.
If you were acquitted or your case was dismissed, you may still need to present court documents during verification so the record can be properly evaluated.

This matters because Philippine criminal law protects a person from being treated as guilty based only on an accusation. Article III, Section 14 of the 1987 Philippine Constitution states that in all criminal prosecutions, the accused is presumed innocent until the contrary is proved. (Lawphil) The Supreme Court emphasized the same principle in People v. Dramayo, where it explained that an accusation is not synonymous with guilt and that conviction requires proof beyond reasonable doubt. (Lawphil)

What Does “HIT” Mean in an NBI Clearance Application?

A HIT means the NBI system found a possible match that needs verification. It may be a true derogatory record, but it can also be a namesake issue.

Common reasons for an NBI HIT include:

someone with the same or similar name has a record;
you previously had a case that was dismissed, archived, or terminated;
there is a pending case filed in court;
there is an outstanding warrant;
old records were not updated;
your name, birthdate, birthplace, or other personal details are similar to another person’s record;
your prior NBI application information is inconsistent with your current details.

The NBI’s procedure expressly provides for “With Hit” cases and “Quality Control” interviews where the applicant may be interviewed based on a derogatory record. (National Bureau of Investigation)

A HIT Is Not the Same as a Conviction

This is one of the most important points. A HIT is a verification flag, not a judgment of guilt.

Many Filipinos with common surnames such as Santos, Reyes, Cruz, Garcia, Dela Cruz, Ramos, Mendoza, or Bautista experience name matches. Foreigners may also get delayed if their passport name format, middle name, suffix, or nationality information does not match previous records.

What to Do If Your NBI Clearance Has a HIT

If you receive a HIT, stay calm and follow the NBI release or verification schedule. Do not assume the worst.

Step-by-step process

Check the return date or instruction from the NBI branch. If you are told to return on a specific date, do so. Some HITs are cleared after internal verification without requiring extensive documents.
Prepare identity documents. Bring your valid IDs, appointment reference, official receipt, and any previous NBI Clearance if available.
If you had a prior case, bring court documents. Helpful documents may include:
- certified true copy of the order of dismissal;
- certified true copy of the judgment of acquittal;
- certificate of finality or entry of judgment;
- prosecutor’s resolution dismissing the complaint;
- court certification on case status;
- order recalling or lifting a warrant;
- proof of satisfaction of penalty, probation termination, or other final disposition.
If the record belongs to a namesake, explain this clearly during verification. Provide documents showing your full name, date of birth, birthplace, parents’ names, address history, and other identifying information.
Ask what specific document is needed if the NBI cannot release the clearance yet. The usual bottleneck is not the online appointment. It is the manual verification of court or law enforcement records.
Correct obvious personal-data errors early. Misspelled names, wrong birthdates, incorrect marital status, or inconsistent suffixes such as Jr., Sr., III, or IV can cause delays.

Required Documents, Fees, and Processing Realities

For regular NBI Clearance applications, the NBI Citizen’s Charter lists two valid government-issued IDs from accepted categories such as passport, UMID, PhilHealth, voter’s ID or voter certification, BIR TIN, PRC license, driver’s license, postal ID, PSA/NSO authenticated birth certificate, senior citizen/PWD ID, seaman’s book, school ID with current registration card, and others. (National Bureau of Investigation)

The NBI Citizen’s Charter also lists a ₱130.00 clearance fee for regular applications paid through the applicable payment channel or cashier process. (National Bureau of Investigation)

Item	Practical details
Main portal	NBI online clearance system through the official NBI clearance link shown on the NBI website
Usual IDs	Bring two valid government-issued IDs or accepted certificates
Biometrics	Photo, fingerprints, and signature are captured
Regular fee	₱130.00 under the NBI Citizen’s Charter, excluding possible payment-channel charges
If No Hit	Often released the same day after processing, depending on branch volume
If With Hit	Release is delayed pending verification or quality control
Common bottleneck	Namesake match, old case record, pending warrant, inconsistent personal data, or missing court documents

Although the NBI Citizen’s Charter gives very short internal processing times for the actual steps, real-world waiting time can still depend on queue length, branch congestion, system availability, holidays, and whether the applicant has a HIT. (National Bureau of Investigation)

NBI Clearance for First-Time Jobseekers

A qualified first-time jobseeker may obtain certain pre-employment documents without paying government fees under Republic Act No. 11261 (2019), the First Time Jobseekers Assistance Act. The NBI has a separate process for first-time jobseekers, requiring a barangay certification and accepted IDs or certificates. The NBI Citizen’s Charter states that the first-time jobseeker lane is free of charge and still involves biometrics, database verification, and HIT handling when applicable. (National Bureau of Investigation)

For this benefit, the barangay certification should generally state that the applicant is a resident of the barangay and is a first-time jobseeker. In practice, the certification should be on official barangay letterhead, signed by the Punong Barangay or authorized barangay officer, and dry-sealed if the barangay uses a dry seal. (National Bureau of Investigation)

For Filipinos Abroad and Foreigners Needing Philippine NBI Clearance

Filipinos abroad, former Philippine residents, and foreigners who previously stayed in the Philippines may be asked by foreign immigration authorities to submit an NBI Clearance or Philippine police certificate.

The NBI provides a mailed clearance procedure for applicants abroad. The applicant must secure NBI Clearance Application Form No. 5 from the Philippine Embassy or Consular Office, ensure that the form bears the consular seal, accomplish the form properly, have fingerprints taken through the embassy, consular office, or nearest police station, attach a recent 2x2 photo and passport biodata-page photocopy, then send the documents to the NBI Mailed Clearance Section or through a representative. (National Bureau of Investigation)

If the NBI Clearance will be used abroad

Some foreign authorities require an apostille or authentication of the NBI Clearance. The DFA Apostille system lists NBI Clearance among documents that may be submitted for authentication, and the DFA appointment system allows the document owner or an authorized representative to apply. (apostille.gov.ph) (appointment.apostille.gov.ph)

Practical points:

An apostille authenticates the origin of the Philippine public document; it does not change the contents of the NBI Clearance.
The receiving country or agency may still require a recently issued clearance.
If the destination country is not part of the Apostille Convention or has special rules, embassy or consular legalization may still be required.
Foreign nationals processing employment-related documents through a representative may be asked for additional immigration or employment documents, depending on DFA rules. (appointment.apostille.gov.ph)

Can an Employer Ask for NBI Clearance?

Yes, many Philippine employers ask for NBI Clearance as part of pre-employment screening, especially for roles involving money, security, children, confidential records, regulated industries, or overseas deployment.

However, criminal-record information is sensitive. Under the Data Privacy Act of 2012, or Republic Act No. 10173, sensitive personal information includes information about proceedings for an offense committed or alleged to have been committed, the disposal of those proceedings, or the sentence of any court. Processing sensitive personal information is generally prohibited unless a legal basis applies, such as specific consent, existing law or regulation, protection of lawful rights, or other recognized grounds. (National Privacy Commission)

This means employers and agencies should handle NBI Clearance information carefully. They should collect only what is necessary, use it for the declared purpose, store it securely, and avoid unnecessary disclosure.

Applicants also have data privacy rights, including the right to be informed, the right to reasonable access, and the right to dispute inaccuracies or errors in personal information. (National Privacy Commission)

Common Scenarios

“My employer asked if I have a police record. Should I answer yes because I submitted an NBI Clearance?”

Not necessarily. Submitting an NBI Clearance does not mean you have a police record. If you have never been arrested, charged, or convicted, and you are only submitting a clearance as a requirement, the truthful answer is usually that you are providing a background clearance, not admitting to a police record.

“I had a barangay complaint before. Will it appear on my NBI Clearance?”

Usually, a simple barangay blotter or barangay complaint does not automatically become an NBI criminal record. But if the matter became a criminal complaint, prosecutor’s case, court case, warrant, or law enforcement record, it may affect clearance processing.

“I was arrested before but the case was dismissed. Can I still get NBI Clearance?”

Possibly, yes. But you may need certified court documents showing the dismissal and finality. The NBI may not automatically have the latest court disposition, especially for older cases. Bring the court order, certificate of finality, and related documents during verification.

“My case was dismissed at the prosecutor level. Why do I still have a HIT?”

The NBI database may still show a previous complaint, investigation, or name match. Bring the prosecutor’s resolution, proof of finality if available, and any certification showing the complaint did not proceed to a criminal case in court.

“Can I use NBI Clearance instead of Police Clearance?”

Sometimes yes, sometimes no. If the requesting agency specifically says NBI Clearance, submit NBI. If it says PNP Police Clearance or National Police Clearance, submit the police clearance. If it says “police certificate” for immigration, check the exact country-specific instruction because some foreign governments use “police certificate” as a generic term for a national criminal clearance.

Frequently Asked Questions

Is NBI Clearance considered a police record in the Philippines?

No. An NBI Clearance is not a police record. It is a clearance certificate issued by the National Bureau of Investigation after checking the NBI criminal records database. A police record usually refers to records held by the police, such as a blotter, arrest record, or police clearance.

Is NBI Clearance the same as Police Clearance?

No. NBI Clearance is issued by the NBI under the Department of Justice. Police Clearance is issued through the Philippine National Police or a local police station. They may both be used for background checking, but they come from different agencies and may be required for different purposes.

Does an NBI Clearance show criminal cases?

It can reflect or be affected by criminal case records, warrants, or derogatory information in the NBI database. But the printed clearance itself usually does not function like a full court record. If there is a HIT, the NBI may require verification before issuing the clearance.

Does an NBI HIT mean I have a criminal record?

Not always. A HIT may be caused by a namesake or similar identity details. It may also relate to an actual record, pending case, warrant, or old case. The purpose of the HIT process is to verify which situation applies.

Can I get NBI Clearance if I have a dismissed case?

Often, yes, but you may need to prove the dismissal. Bring certified true copies of the dismissal order, certificate of finality, entry of judgment, or prosecutor’s resolution, depending on where the case ended.

Will a police blotter appear on NBI Clearance?

A police blotter by itself does not automatically mean a person has a criminal conviction or NBI derogatory record. But if the blotter led to a criminal complaint, investigation, warrant, or court case, it may eventually be connected to records that affect clearance processing.

Is NBI Clearance proof that I have no criminal record?

It is proof that, as of issuance and based on the NBI’s verification process, the NBI issued you a clearance. It is commonly accepted as evidence of no derogatory NBI record, but it is not a complete guarantee that no police, court, barangay, or foreign record exists anywhere.

Do foreigners need NBI Clearance in the Philippines?

Foreigners who lived, worked, studied, or stayed in the Philippines may be required by employers, immigration authorities, schools, or foreign governments to secure NBI Clearance. If abroad, they may use the NBI mailed clearance procedure through a Philippine Embassy or Consular Office.

Can an employer reject me because of an NBI HIT?

A HIT alone should not be treated as proof of guilt. It is only a verification flag. Employers should be careful because criminal-case information is sensitive personal information under the Data Privacy Act. The fairer approach is to wait for the final clearance or verified case status.

Which is better for employment: NBI Clearance or Police Clearance?

For many private jobs, employers ask for NBI Clearance because it is national in scope. Some local employers, LGUs, security agencies, or regulated roles may also ask for Police Clearance. The best document is the one specifically required by the employer or agency.

Key Takeaways

An NBI Clearance is not a police record. It is a national clearance certificate issued by the NBI.
NBI Clearance and Police Clearance are different documents issued by different agencies.
A HIT does not automatically mean guilt or conviction; it may only be a namesake or verification issue.
The NBI checks records through its criminal database and may require quality control interview or court documents for derogatory matches.
A police blotter, arrest record, pending case, conviction, and NBI Clearance are legally different things.
For dismissed or terminated cases, certified court or prosecutor documents are often needed to clear verification issues.
First-time jobseekers may qualify for a free NBI Clearance under RA 11261, subject to requirements.
Filipinos abroad and foreigners may use the NBI mailed clearance process, and documents for overseas use may require DFA apostille.
Criminal-record information is sensitive personal information under the Data Privacy Act, so employers and agencies must handle it responsibly.