Lost NBI Clearance: How to Renew or Reprint Your Record (Philippines)

This guide explains your options when your NBI Clearance is lost—how to reprint an existing (still-valid) clearance or renew it if it’s expired, plus requirements, fees, timelines, special cases, and practical tips. Philippine context, plain language.

Quick decision guide

Was your clearance issued recently and still within its 1-year validity?
- Yes, and you still have your NBI online account: Reprint the e-clearance from your account and print on clean bond paper. (Details below.)
- Yes, but you can’t access your account or need an official copy from a branch: Visit an NBI Clearance Center with a valid ID; ask for a reprint/re-issuance (you’ll typically pay the standard fee again).
Is it already expired (or expiring very soon)?
- Renew your clearance via the NBI online system, pay, set an appointment, and claim in person (biometrics/photo may be reused if already on file).
Are you overseas and need a copy or a fresh clearance?
- If your prior e-clearance is still valid and you saved the PDF, print it.
- If you need a new one, use the fingerprint card (NBI Form No. 5) route via a Philippine Embassy/Consulate or trusted local police agency and send documents to an authorized representative in the Philippines.

What an NBI Clearance is (and is not)

It’s a multi-purpose certificate stating that, as of issuance, you have no derogatory record (or that a record exists and has been resolved).
Since the shift to the multi-purpose format, it’s generally valid for one (1) year from the date of issue.
It is different from a PNP Police Clearance (which checks police records and now also issues a national version). Some employers ask for both; check your requester’s instructions.

Option A — Reprinting a still-valid e-Clearance

Many clearances issued under the current system come with a QR code and are generated as an e-clearance (PDF) viewable from your NBI online account.

Steps (self-service)

Log in to your NBI Clearance online account (same email you originally used).
Open Transactions / Details and select the issuance you need.
Click Print Clearance.
Print on clean, white bond paper (long or A4 as accepted by the recipient). Keep the QR code clear and scannable.

Good to know

A printed copy from the official e-file is an original in practice because validation happens via the QR code.
If the recipient wants to “see it from the system,” they can scan the QR to reach NBI’s verification page.
If your online account is inaccessible (lost email, password issues), proceed with Option B.

Option B — Re-issuance (lost copy) at an NBI Clearance Center

If you can’t reprint yourself or the requester insists on a branch-printed copy:

Bring:

One (1) valid, unexpired government ID (e.g., PhilID/National ID, UMID/GSIS/SSS, Passport, Driver’s License, PRC ID, Postal ID, Voter’s ID, Senior Citizen ID, PWD ID, ACR for foreign nationals, or a school ID for students).
If applicable, any old details you recall (your Application/Reference No., or the date/place of last issuance).

Process:

Request a re-issuance/reprint of your still-valid clearance.
Expect to pay the standard clearance fee again (plus any service/printing fee).
The branch will locate your record and print a new copy. If your name previously had a “HIT”, no new verification is usually needed for a simple reprint of a still-valid record.

Option C — Renewal (if expired or expiring)

When to choose Renewal:

Your clearance is expired or will expire before you can submit it, or the recipient insists on one issued within a recent period.

Typical renewal flow:

Register/Log in to the NBI online portal.
Fill out the form with consistent personal data; choose NEW if you’ve never been biometrically enrolled; otherwise RENEW.
Pay through available e-payment partners (expect a convenience fee on top of the base amount).
Set an appointment at your chosen NBI site (appointments are generally required; limited walk-in exceptions often exist for seniors, PWDs, pregnant women).
Appear for photo and biometrics (re-capture may be needed if your prior data is outdated/poor quality).
Claim your clearance. If your name returns a HIT (a database name match), staff will advise you of the verification/release date.

Fees & release times:

The base fee is modest; e-payment partners add a service fee. Exact peso amounts change from time to time—rely on the portal’s checkout total.
No-HIT cases are often released the same day at the branch; HIT cases take longer due to manual verification.

Lost while abroad (OFWs / Filipinos overseas)

If you’re outside the Philippines and can’t reprint an e-clearance:

New issuance via NBI Form No. 5

Secure NBI Form No. 5 (fingerprint card) from a Philippine Embassy/Consulate or download/obtain per consular guidance.
Have your fingerprints taken by a competent authority (consulate or local police), properly stamped/signed.
Prepare:
- Photocopy of your passport biodata page,
- Two (2) recent 2×2 photos (white background),
- Duly filled Form No. 5.
Send these to your authorized representative in the Philippines with a signed authorization (or SPA if required by the branch).
Your representative files at NBI Main or an authorized center, pays the fee, and either:
- picks up the clearance and couriers it to you, or
- uses any available delivery option if offered by NBI.

If your name returns a “HIT”

A “HIT” does not mean you have a criminal case; it means your name matches a watchlist or another person’s identity.
You may be asked to return after internal verification or to provide supporting documents (e.g., IDs, court/stamped documents if you had an old case that’s been dismissed/settled).
Keep your release slip/claim stub; do not miss the advised return date.

Data changes, corrections, and special cases

Change of name (e.g., marriage/annulment): bring PSA-issued marriage certificate, court order, or other official proof.
Birthdate/name spelling corrections: bring a PSA birth certificate or appropriate government record.
Hyphenated/compound names, suffixes (Jr., II): enter them consistently in the online form to avoid repeated HITs.
Foreign nationals: bring ACR/I-Card and passport.

Minor edits can sometimes be corrected at a Data Correction/Miscellaneous window at the branch. Official proof is required.

Valid IDs commonly accepted

Bring at least one unexpired government-issued ID (more is better if your name is common). Commonly accepted examples:

PhilID (National ID), UMID/SSS/GSIS, Passport, Driver’s License, PRC ID, Postal ID, Voter’s ID
Senior Citizen ID, PWD ID, ACR/I-Card
School ID (for students)

Fees, receipts, and practical tips

Amounts fluctuate. Expect a base fee plus convenience/partner charges (the portal shows the exact payable).
Keep your Reference/OR/Transaction Number and payment receipts; they help retrieve records or follow up.
If your clearance was stolen with other IDs, consider filing a police blotter and monitoring for identity misuse.
For multiple recipients (e.g., job applications), print several copies of your valid e-clearance; every copy verifies via the same QR code.

For use abroad (Apostille)

Some foreign employers/immigration offices require authentication:

After issuance, bring your NBI Clearance to the DFA for Apostille (replaced “red ribbon”).
Check the foreign authority’s specific instructions (some want very recent issuance dates).

Privacy & security

Your clearance shows personal data and a QR code linking to verification. Do not post it online.
Hand it only to the requesting party. Ask them to scan the QR code rather than photocopy repeatedly.

Frequently asked questions

Can NBI “just print another copy for me without payment”? Usually no—a reprint or re-issuance typically requires paying the standard fee again unless you self-print the e-clearance from your account.

Is a home-printed e-clearance valid? Yes, if it’s the official PDF from your NBI account with a clear QR code. Most recipients accept it because they can verify online.

My account email is lost. What now? Proceed to a branch with a valid ID and request assistance for re-issuance or renewal.

Do I need to file an Affidavit of Loss? NBI doesn’t generally require it for re-issuance, but a recipient (or your own records/HR) might. See the template below.

Simple Affidavit of Loss template (optional)

AFFIDAVIT OF LOSS I, [Full Name], of legal age, Filipino, with address at [Address], after being duly sworn, state:

I was issued an NBI Clearance on [Date of Issue] at [Branch/City].

On or about [Date], I discovered that said clearance was lost/misplaced despite diligent search and efforts to locate it.

The loss was not due to illegal or fraudulent use. Should the original be found, I undertake to surrender it to proper authorities. IN WITNESS WHEREOF, I hereunto set my hand this [Date] at [City], Philippines.

[Affiant’s Name]

SUBSCRIBED AND SWORN to before me this [Date], affiant exhibiting [ID Type/No.] issued on [Date].

(Have it notarized if a recipient asks for one.)

Checklist (print or save)

Determine if your clearance is still valid (1-year validity).
If valid and you have online access: Log in → Print Clearance → produce clean copies.
If valid but no online access: visit an NBI Clearance Center with ID and request re-issuance.
If expired/expiring: Renew online, pay, book appointment, and claim (watch for HIT notice).
For overseas needs: consider Form No. 5 + representative; or Apostille at DFA if required abroad.
Keep receipts and reference numbers; protect your data; don’t share the PDF publicly.

Final note

Procedures, sites, and fees are periodically updated. The steps above reflect standard, nationwide practice; always follow the instructions shown in your NBI online account and at the branch you choose. If you want, tell me your situation (valid/expired, in PH/abroad, access to your account), and I’ll map the exact steps for you.