Quick answer

Apply through the official NBI Clearance portal, complete your profile exactly as shown on your supporting government records, select a clearance center and appointment, pay the displayed amount, and appear personally for identity verification, photograph, fingerprints, and electronic signature.

If information is wrong, act before the clearance is printed:

If the portal still permits editing, correct the profile and review every field before submitting or paying.
If the application is already paid, or the field is locked, bring the correct original documents to your selected NBI clearance center and ask for data verification or correction before biometrics and printing.
If an issued clearance contains an error, do not alter it yourself. Contact the NBI and expect identity verification, supporting documents, and—depending on the circumstances—a corrected application or new clearance.
If the supposed “error” comes from your birth, marriage, or other civil-registry record, the NBI generally cannot change that underlying record. Complete the appropriate civil-registry correction first and then present the corrected or annotated official document to the NBI.

The NBI does not publish one universal correction procedure covering every type of mistake. Requirements can depend on whether the error is merely an encoding mistake, reflects a lawful change of name or civil status, or conflicts with an official record.

How to obtain an NBI Clearance

1. Use only the official portal

Go directly to clearance.nbi.gov.ph. Avoid agents, unofficial registration pages, and links sent by unknown persons.

Register or sign in using an active email address and mobile number. An OTP may be required. Complete the applicant-information form and make sure the following agree with your supporting records:

Full name, including middle name and suffix
Date and place of birth
Sex and civil status
Address
Parents’ names
Other identifying information requested by the portal

Pay particular attention to spaces, hyphens, compound surnames, “Jr.,” “II,” and similar suffixes. Do not use a nickname unless the form specifically asks for one.

2. Choose a branch and appointment

Select an available NBI clearance center and date or time slot. The NBI’s office locator advises applicants to apply and pay online before going to a clearance office.

The portal will generate a reference number. Save a screenshot or printed copy. Check that the transaction is marked paid before travelling to the branch.

3. Pay the amount shown by the official system

The NBI’s current application guide states a basic clearance fee of ₱130, plus the service charge imposed by the selected payment channel. The exact total should appear before payment.

Keep the reference number, electronic receipt, confirmation message, and proof that the payment was successfully posted. Do not send money to an individual’s personal account merely because that person claims to be an NBI representative.

4. Bring the required originals

The NBI’s current guide requires:

The reference number or QR code
Proof of payment
Two original, unexpired government-issued IDs or acceptable government certificates

The NBI gives examples such as a Philippine passport, driver’s license, National ID, UMID, Postal ID, or PSA-issued birth certificate. Because acceptance can depend on the document’s condition and the branch’s ability to verify it, bring the strongest and most current government IDs available to you. Names and birth details should be consistent.

5. Appear for biometrics and verification

At the branch, the NBI will capture your photograph, fingerprints, and electronic signature. Before the clearance is printed, carefully inspect the information shown for verification. This is the best point to catch an encoding error.

If there is no possible database match, the clearance may be printed during the visit. If the application receives a “hit,” the NBI will give instructions or a return date for further verification. A hit does not by itself establish that you have a criminal case or record; it may result from a similar or identical name. Applicants referred for quality control may be interviewed and asked for additional verification.

Follow the written date or instruction given by the branch rather than relying on an unofficial estimate.

Free clearance for qualified first-time jobseekers

Republic Act No. 11261, the First Time Jobseekers Assistance Act, waives the NBI-clearance fee for a qualified first-time jobseeker obtaining the document for employment. The statutory benefit may be used only once and is subject to proof of eligibility.

Use the dedicated NBI First-Time Jobseekers portal. The NBI Citizen’s Charter requires:

A barangay certification on official barangay letterhead, dry-sealed and signed by the punong barangay or an authorized barangay officer
Two valid government-issued IDs or acceptable government certificates
The applicant’s signed oath of undertaking, as directed by the NBI

The barangay certification must state that the applicant is a first-time jobseeker. Under RA 11261, fabrication or falsification may create liability under the Revised Penal Code. Do not claim the exemption merely because this is your first NBI Clearance; the legal question is whether you qualify as a first-time jobseeker.

The NBI Citizen’s Charter lists both online-assisted and registration-counter routes for this benefit. Using the dedicated online portal before visiting remains the more practical course unless the chosen branch directs otherwise.

How to correct information before issuance

When the profile is still editable

Log in and look for the option to edit applicant information. Correct the entry, save it, and review the full profile again before booking or paying.

Preserve screenshots showing:

The incorrect entry
The corrected profile
Your transaction status
The reference number
Any system error or locked field

Do not create multiple accounts as a workaround unless the NBI instructs you to do so. Duplicate records may make identity verification more difficult.

When the application is paid or a field is locked

Contact the selected clearance center or the NBI Clearance and Identification Center before your appointment if possible. At the branch:

Tell the officer that the application contains an error before biometrics or printing.
Identify the precise field and the correct entry.
Present original records supporting the correction.
Ask whether the existing paid transaction can be corrected or whether a fresh transaction is required.
Obtain and keep any written instruction, acknowledgment, or new reference number.

Do not assume that a payment can be transferred or refunded. Follow the branch’s instructions for the specific transaction.

Useful supporting documents may include:

PSA-issued birth certificate
PSA-issued marriage certificate or annotated civil-registry record
Passport
National ID
Court order or administrative civil-registry decision, when applicable
Previous NBI Clearance
Other government IDs consistently showing the correct information

The documents required will depend on what is being corrected.

How to correct an already issued clearance

An issued NBI Clearance should never be erased, overwritten, digitally edited, or covered with correction fluid. An altered clearance may be rejected and could raise authenticity concerns.

Take these steps:

Photograph or scan the clearance as issued.
Keep the original clearance, receipt, reference number, and appointment details.
Gather the original documents proving the correct information.
Contact the NBI clearance office that issued it or the NBI’s clearance-inquiry channels.
Ask whether the NBI will correct its record, require personal appearance, or direct you to submit a new application.
If the error has already affected an employment or immigration deadline, notify the requesting institution in writing and provide proof that you sought correction.

The Data Privacy Act of 2012, Republic Act No. 10173, generally gives a data subject the right to dispute inaccurate personal information and have it corrected unless the request is vexatious or otherwise unreasonable. The right is not a shortcut around a court order, another agency’s authority, or a legally prescribed correction process. The Act’s implementing rules also recognize limitations relating to personal data gathered for criminal, administrative, or tax investigations.

A useful written request should state:

Your complete name and contact details
NBI reference or clearance number
The exact inaccurate entry
The correct entry requested
How the error occurred, if known
The supporting documents attached
The action requested, such as correction of the NBI record and issuance instructions
Any urgent deadline

Send only necessary documents through an official NBI channel. Mask unrelated information when appropriate, but do not conceal details the NBI needs to verify identity.

When the source document is wrong

There is an important difference between an NBI encoding error and an error in the official document from which the NBI is expected to take your identity information.

Clerical errors and certain first-name changes

Republic Act No. 9048 allows a city or municipal civil registrar—or, for applicable overseas records, a consul general—to administratively correct qualifying clerical or typographical errors and consider certain changes of first name or nickname without a court order.

Republic Act No. 10172 expanded the administrative procedure to a patently clerical error in the day or month of birth or in the recorded sex. It does not provide an administrative route for every disagreement about age, identity, parentage, nationality, or civil status.

The Philippine Statistics Authority’s administrative-correction guidance explains the applicable filing process and fees. Requirements depend on the entry and supporting evidence.

Substantial civil-registry corrections

Corrections outside the administrative authority granted by RA 9048 and RA 10172 may require a proper court proceeding. Rule 108 of the Rules of Court governs cancellation or correction of civil-registry entries, but it is not a substitute for a separate action required to establish or invalidate a legal status.

Obtain advice from a Philippine lawyer if the requested change concerns matters such as parentage, citizenship, legitimacy, marital status, a substantial change of birth information, or another contested legal fact. After the civil-registry process is completed, secure the corrected or annotated PSA document and present it to the NBI.

Marriage, annulment, or change in surname

Bring the official document establishing the current legal record, such as a PSA marriage certificate, annotated civil-registry record, final court judgment with the necessary certificate of finality, or other document appropriate to the change.

The exact surname a person may lawfully use can depend on the documents and circumstances. Do not treat the NBI correction counter as the place to determine a disputed civil status.

Applicants who are abroad

The NBI publishes a separate mailed-clearance procedure for applicants abroad.

For a new application, obtain NBI Form No. 5 through a Philippine embassy or consular office, or through an authorized representative from the NBI Mailed Clearance Section. Complete it without erasures. Fingerprints must be rolled by the Philippine embassy, consulate, or nearest police station, and the person taking them must sign, state their designation, and place the office seal on the form.

The NBI also requires:

A recent 2×2 photograph with a white background
A photocopy of the biodata page of the valid passport
The completed, properly authenticated fingerprint form
The applicable payment and mailing arrangements stated by the NBI

The NBI says applications from abroad are processed only at the NBI Clearance Building on United Nations Avenue in Manila. Its published procedure states a maximum processing period of five working days after receipt of complete documents, excluding delivery time and any delay caused by incomplete documents or verification.

For mailed renewals, only clearances issued from 2014 onward qualify under the published renewal route; older clearances are treated as new applications. The NBI’s overseas instructions specifically tell an applicant reporting a change of address or civil status to write the change on the old clearance submitted for renewal.

Because international mailing costs and consular procedures can change, confirm the current amount, payment method, and address before sending originals.

Evidence to preserve

Keep copies of:

The submitted online profile
Reference number and QR code
Appointment confirmation
Payment instructions and receipt
Transaction-status screen
IDs and civil-registry documents presented
The issued clearance, including its dry seal
Emails or messages sent to and received from the NBI
Names or identifying details of offices contacted
Written return dates or quality-control instructions
Courier receipt and tracking information for an overseas application

Avoid posting an unredacted clearance, QR code, birth certificate, or government ID on social media. These documents contain information that may be misused for identity fraud.

Common mistakes to avoid

Using a third-party website instead of the official .gov.ph portal
Typing a nickname instead of the name supported by official records
Omitting a middle name or suffix without checking the source document
Confusing a married surname with a correction of the birth record
Paying before reviewing every field
Bringing expired, damaged, or inconsistent IDs
Ignoring the verification screen before printing
Assuming a “hit” means guilt or an adverse criminal record
Editing a printed or digital clearance yourself
Creating duplicate accounts to bypass a locked field
Sending personal documents to an unofficial email address or social-media account
Asking the NBI to change a disputed civil-registry entry that must first be corrected by the civil registrar, PSA, consul, or court
Missing an employer, visa, or travel deadline while waiting to disclose the problem

When help is urgent

Contact the NBI promptly if:

The clearance appears to belong to another person
Your name, date of birth, photograph, fingerprints, or other major identifier is wrong
Your account may have been taken over
Someone obtained a clearance or created an account using your identity
An employer, embassy, court, or licensing body has questioned the clearance’s authenticity
You have a fixed filing deadline
A quality-control issue involves an actual case or record that may concern you
The requested correction depends on a court judgment or disputed civil status

For a suspected misuse of personal data, preserve all evidence and consider contacting the National Privacy Commission. For a disputed criminal record or court case, speak with a lawyer and obtain certified records from the court or agency concerned; do not rely solely on an employer’s or fixer’s explanation.

Official contacts and sources

The NBI currently lists the following clearance-inquiry channels: (02) 8524-1277, 0939 150 2880, and nbiclearance@nbi.gov.ph. Confirm contact details on the official NBI contact page before sending sensitive information.

Frequently asked questions

Can I correct my NBI information online?

Editable profile fields may be corrected before submission. If a field is locked, the application is already paid, or a clearance has been issued, contact the NBI and bring supporting originals. The NBI does not publish a single online self-service procedure for every correction.

Can the NBI correct my birth certificate?

No. A civil-registry error must be handled through the local civil registrar, PSA, Philippine consul, or court under the applicable procedure. The NBI can then assess the corrected or annotated official document.

Do I need to pay again for a correction?

It depends on the transaction stage, cause of the error, and remedy authorized by the NBI. Do not assume that the original payment is refundable or transferable. Ask the issuing branch or NBI clearance center for instructions before paying again.

Does a “hit” mean I have a criminal record?

No. A hit indicates that additional database verification is needed and may result from a similar or identical name. Follow the NBI’s return-date or quality-control instructions.

Can someone else complete my local application?

A regular local application includes personal photograph, fingerprint, signature, and identity verification, so personal appearance is ordinarily required. Applicants abroad should follow the NBI’s separate mailed-clearance or authorized-representative procedure.

Is an NBI Clearance proof that no complaint or case can exist anywhere?

It should be understood according to the result, scope, and date stated on the document. It is not a judicial ruling and should not be represented as guaranteeing that no complaint, investigation, or record exists in every government system.

What if my employer needs the clearance immediately?

Notify the employer in writing, provide the NBI reference number or proof of a scheduled correction where appropriate, and ask whether a temporary extension or alternative document will be accepted. Only the employer can decide whether to extend its private deadline.

May I laminate or edit a scanned clearance?

Do not modify the document or obscure its security features. If an institution requests a digital copy, provide a faithful scan and retain the original. Confirm any authentication requirement with the receiving institution.

This article provides general Philippine legal information, not legal advice. Procedures and document requirements may vary with the applicant’s records and the instructions of the responsible NBI office, civil registrar, consulate, court, or receiving institution. Official sources and procedures were checked on September 1, 2026.