NBI Clearance for Overseas Applicants (Philippine context)

This guide explains what an NBI Clearance is, who needs it, and—most importantly—how Filipinos (and former PH residents) living abroad can get one without flying home. It’s written for practical use and reflects common, established procedures. Exact fees, forms, and minor steps can change, so always double-check any operational detail with the office that will actually process your request (e.g., the PH consulate you’ll visit or the recipient institution abroad).

1) What is an NBI Clearance?

An NBI Clearance is an official document issued by the National Bureau of Investigation (NBI), Philippines confirming whether the person named has a criminal/derogatory record in the NBI database, based on fingerprints and identity data. It’s commonly required for:

Overseas employment, immigration, study or training visas
Permanent residency or citizenship applications abroad
Professional registration, adoption, or other official transactions

Validity: Typically one (1) year from date of issuance (the receiving embassy/agency sets the age/validity they will accept, so check their requirement).

2) Who can apply from overseas?

Filipino citizens living/working/studying abroad
Former PH residents (including foreign nationals) who need PH police clearance for periods they lived in the Philippines
First-time applicants or renewals (if you already have an old NBI Clearance or NBI ID number)

3) Core concepts you should know

a) Identity is fingerprint-based

The NBI searches your record against rolled fingerprint impressions plus your full legal name and any aliases (e.g., maiden name, hyphenated surnames, spelling variants). Declare all names you have used in official records to avoid mismatches.

b) “HIT” vs. “No Hit”

No Hit: No name/fingerprint match → clearance is released once routine checks finish.
HIT: Your name or fingerprints match someone in the database (often just a namesake). Extra verification is done; this adds processing time and may require additional documents or a follow-up.

c) Purpose line

Your clearance will show a purpose (e.g., “For Visa/Travel Abroad” or “For Employment Abroad”). Use the one requested by the receiving authority.

d) Apostille (for use abroad)

Since the Philippines is a party to the Hague Apostille Convention (effective 2019 for PH), foreign authorities that require legalization typically ask for an Apostille (issued by the DFA in the Philippines). Philippine embassies/consulates do not issue Apostilles; if an Apostille is required, a representative in the Philippines usually submits your issued NBI Clearance to the DFA for apostillization, then forwards it to you.

4) Your main pathways if you’re overseas

You’ve got three tried-and-true options. Choose the one that best fits your situation.

Option A — Apply via a Philippine Embassy/Consulate (fingerprinting facilitation)

Book an appointment with the nearest Philippine Embassy/Consulate.
Bring:
- Valid passport (original + photocopy of the data page)
- Two recent ID photos (check size with the consulate; 2×2 is commonly accepted)
- Any old NBI Clearance or your NBI ID Number (if you have one)
- Proof of name change, if any (e.g., marriage certificate)
The consulate will capture your rolled fingerprints on an NBI fingerprint card (often referred to as NBI Form No. 5 or equivalent) and verify your identity.
Depending on the post, they may:
- Accept your application packet and forward it to the NBI in Manila, or
- Return the fingerprint card to you, and you mail it yourself to the NBI or to your PH representative.
Payment: Some posts accept and forward payment; others don’t. Be ready to follow their specific instructions.
Release/Delivery: Clearances are usually released in the Philippines. Arrange:
- Pick-up by your authorized representative in the PH (with SPA or authorization letter as the post requires), then courier to you; or
- Delivery to a PH address you designate (then onward courier to you).
- Direct international mailing from a PH courier you or your representative arrange.

Good for: First-timers and those who want identity vetting handled by a PH government post.

Option B — Do-it-yourself by mail (with fingerprint card taken abroad)

Get your rolled fingerprints taken by a competent authority where you live (e.g., local police or a private accredited fingerprinting service).
Use an NBI fingerprint card if you have one; if not, most NBI offices accept a standard fingerprint card as long as it’s properly completed and stamped by the fingerprinting authority.
Prepare your application packet:
- Original fingerprint card (with signatures and stamps)
- Photocopy of passport data page
- ID photos as specified
- Cover letter with your contact details, purpose, and delivery instructions
- Any required payment instrument (this varies; many applicants instead have a PH representative pay locally on their behalf)
Send the packet to the NBI Clearance Center in the Philippines or to your PH representative who will submit and pay at the NBI.
Release/Delivery: Same as Option A—usually via your PH representative and a courier.

Good for: Applicants far from a PH post or who prefer managing documents directly.

Option C — Online renewal (if you have your NBI ID number)

Use the NBI online portal to file a renewal (requires your old NBI ID number).
Choose delivery to a PH address (friend/relative) or pick-up by your representative.
If the receiving country requires an Apostille, your representative submits the released clearance to DFA for apostillization, then ships it to you.

Notes:

Online renewal still hinges on your existing identity record. If the system flags a HIT or needs biometrics updates, a fingerprint card or personal appearance may be required.
Payment channels (over-the-counter/e-wallet/bank) evolve; your representative in the PH typically completes the payment and logistics.

5) Using a Representative in the Philippines

If you can’t personally appear in the PH and the consulate isn’t forwarding your packet, appoint a trusted representative.

Authorization instrument:
- Many NBI transactions accept a Special Power of Attorney (SPA) executed abroad and consularized/notarized in the country where you are.
- Some posts or NBI windows may accept a signed authorization letter plus your IDs; however, a SPA is the safest default, especially where apostille/consular formality is expected by recipients.
Representative’s role: Pay fees, lodge documents, pick up the clearance, submit to DFA for Apostille (if required), and ship to you.

Tip: Match the name on your SPA, passport, fingerprint card, and application to prevent delays.

6) Requirements checklist (overseas applicant)

Primary ID: Valid passport (name must match your application)
Fingerprint card (NBI Form No. 5 or acceptable standard card), properly rolled and stamped by a competent authority
Photos (as specified by the collecting post—commonly 2×2; write your full name and signature on the back if instructed)
Old NBI Clearance or NBI ID number (if renewing)
Supporting civil docs when applicable (e.g., PSA marriage certificate for married name; court order if name legally changed)
SPA/Authorization letter (if using a representative)
Payment (mode depends on where you file/which channel you use)
Return courier arrangements (for sending the physical clearance—and Apostilled version, if needed—to you)

7) Names, aliases, and common mismatch issues

Declare all names you’ve used: maiden name, married name, hyphenated/double surnames, different transliterations, and any known misspellings on prior IDs.
Middle name vs. middle initial: Follow the exact passport spelling/format.
Two surnames: Use the correct order consistently.
Diacritics and punctuation: Hyphens and special characters can cause search mismatches; keep usage consistent across your forms and IDs.
If you get a HIT, expect extra verification. Provide additional IDs or clearances if asked.

8) Processing times & delivery

Embassy/consulate-assisted applications: add their internal handling time + NBI processing time.
Mail-in/representative route: add international shipping time (to PH and back), NBI processing time, and DFA Apostille time (if needed).
HIT cases take longer than no-hit cases.
Plan generously if your visa/employer sets a strict deadline.

(Exact timeframes and fees vary by location and change from time to time.)

9) Apostille basics (if your recipient abroad requires it)

Who issues it? DFA (Philippines) only.
How to get it from overseas? Usually via your representative after the NBI Clearance is released.
When is it needed? When the foreign country is an Apostille Convention member and asks for legalization of your PH public document. Some institutions waive it; others insist—ask them.
Sequence: NBI Clearance → DFA Apostille → International courier to you → Submit to recipient.

10) Special notes for foreign nationals who lived in the Philippines

If a foreign national lived or worked in the Philippines and now needs a PH police/NBI clearance:

Provide passport (with identity and prior PH entry/visa pages) and any ACR I-Card or old PH visa details if available.
Follow the same fingerprint and application process through an embassy/consulate, mail-in, or representative.
Declare all names used in PH records (some foreign names have multiple transliterations).

11) Data privacy and record accuracy

Your fingerprints and identity data are processed under PH law (e.g., the Data Privacy Act and the NBI’s charter).
You may request corrections if your personal data is inaccurate or if your clearance shows a wrong match; you’ll need to present credible proof (e.g., government IDs, civil registry records).

12) Practical tips & FAQs

Q: Do I need to appear in person at the NBI main office? A: Not if you’re abroad. Use a consulate for fingerprinting, or a local police fingerprint service, then send your packet or use a representative in the PH.

Q: Can the NBI email me a digital copy? A: Treat the physical original as the authoritative document. Some recipients accept scans for preliminary review, but visas/employers often require the original (and Apostille, if applicable).

Q: My last name changed after marriage. Which name do I use? A: Use the name on your current passport, and disclose former names. If your recipient wants the clearance under your maiden name, align your application and provide your marriage certificate.

Q: I have a “HIT.” What now? A: Cooperate with the verification. Provide extra IDs or documents as requested. Processing simply takes longer; it does not automatically mean you have a record.

Q: Can a simple authorization letter replace an SPA? A: Sometimes for pickup or courier handoff, but SPA is the safer, widely accepted instrument—especially if your representative will handle DFA Apostille and multiple offices.

Q: Which “purpose” should I pick? A: Match the wording requested by your embassy/employer (e.g., “For Visa Application” or “For Employment Abroad”). If unsure, “For Visa/Travel Abroad” is commonly acceptable.

13) Sample wording you can adapt

A. Cover letter to NBI (enclosed with fingerprint card)

I am applying for an NBI Clearance for [Purpose: e.g., Visa Application / Employment Abroad]. Name: [FULL NAME as in passport] Other names/aliases: [List all] Passport No.: [Number] Date/Place of Birth: [Date, City/Province, Country] Philippine address (if any): [Address] Contact email/phone: [Email / Intl. mobile] I authorize [Representative’s Name], ID [ID No.], to submit, pay, receive, and forward my NBI Clearance and to have it Apostilled by the DFA if required.

B. Key clauses for an SPA (outline)

Your full name, passport details, and current foreign address
Your representative’s full name, PH address, and valid ID details
Specific powers: to file and pay for NBI Clearance, receive/release documents, submit to DFA for Apostille, and arrange domestic/international courier delivery
SPA execution details: signed by you, notarized/consularized/apostilled as required in your jurisdiction

(Consult a notary or the PH consulate for exact SPA formalities in your country.)

14) Quick pre-flight checklist

Confirm which purpose your recipient needs on the clearance
Decide Option A, B, or C (consulate, mail-in, or online renewal)
Get rolled fingerprints (consulate or local police)
Prepare passport copy, photos, name-change proofs
Arrange a PH representative and SPA (recommended)
Plan for DFA Apostille if required by the receiving country
Allow extra time for possible HIT and for shipping both ways

Final reminder

Procedural details (fees, exact form labels, payment channels, designated mailing addresses, appointment portals) are operational and do change. The framework above does not change much—fingerprints + identity + purpose + (optional) Apostille—but before you act, confirm the current, local instructions of (1) the Philippine Embassy/Consulate you’ll use, and (2) the recipient abroad who will read your clearance.