A practical legal article for applicants, employers, and anyone who needs to understand what an NBI Clearance is, how it works, and what to do when issues arise.

1) What is an NBI Clearance?

An NBI Clearance is an official certification issued by the National Bureau of Investigation (NBI) indicating whether an individual has a “record” or “no derogatory record” based on NBI’s databases (which may include entries from law-enforcement records, complaints, warrants, and court-related information that reach or are shared with the NBI).

In everyday use, the NBI Clearance functions as a widely accepted identity-and-background check document for employment, government transactions, licensing, travel documentation support, and other purposes.

Important: An NBI Clearance is not a court judgment. It is not conclusive proof that a person has never committed an offense. It is a certification based on what is in the NBI’s records and matching systems at the time of issuance.

2) What is it used for?

Common accepted uses include:

Local employment (private companies and contractors)
Overseas employment (often as part of a larger document set)
Government requirements (some agencies require it in addition to other clearances)
Business requirements (permits, registrations, certain regulated roles)
Visa/supporting documents (varies by embassy/consulate)
Professional or licensing compliance (when requested)

Many NBI Clearances are issued as “multi-purpose” unless a specific purpose is required.

3) How is NBI Clearance different from Police Clearance and Barangay Clearance?

Barangay Clearance: Local community-level certification; usually about residency/identity and local records.
Police Clearance: Usually based on local/municipal police station records (may be system-wide depending on implementation).
NBI Clearance: National-level bureau clearance tied to NBI’s databases and matching processes; commonly treated as a higher-tier background check.

Because each has a different scope and database, one does not automatically replace the others unless a receiving office explicitly accepts it as a substitute.

4) Who needs an NBI Clearance?

Anyone may apply, but it’s typically required for:

First-time job seekers and new hires
Applicants for sensitive positions (finance, security, childcare, etc.)
People applying for government posts or regulated roles
Individuals needing official proof for certain transactions

5) Who issues it and what laws/policies matter?

The NBI is a government bureau with authority to conduct investigations and maintain records for law-enforcement purposes. For applicants, the most relevant legal framework usually includes:

NBI’s enabling authority and administrative rules (governing issuance and record checks)
Data Privacy Act of 2012 (RA 10173): governs personal data processing, applicant rights, and data protection duties
Anti-Red Tape Act (RA 11032): supports streamlined public service processes and standard processing times
Related rules on identity documents, public documents, and fraud (when clearances are falsified or misused)

6) How do you apply (typical process)?

Most applicants follow an online registration + appointment model, then appear for biometrics and photo capture.

Standard steps (general):

Register an account and fill in personal information (name, birth details, address, etc.).
Select appointment (NBI main office or satellite/clearance center).
Pay the fee via authorized payment channels (amount can change; keep the receipt/reference).
Appear on schedule for:
- Identity verification
- Photo capture
- Fingerprint capture (biometrics)
Release:
- If no issues: often same-day or within the indicated timeframe.
- If with a “HIT”: may be asked to return on a later date for verification.

Note: Procedures and release times vary by branch volume, system load, and whether a “HIT” occurs.

7) What are the requirements?

Commonly accepted primary requirements:

Personal appearance at the appointment (for biometrics)
Valid government-issued ID(s) (bring at least one; many applicants bring two)
Reference number/appointment details and proof of payment

Examples of IDs commonly used:

Passport
Driver’s license
UMID (if available)
PhilSys National ID/ePhilID (subject to receiving office acceptance practices)
PRC ID
Postal ID (availability may vary)
Voter’s ID/Certificate (depending on availability and acceptance)
Senior Citizen ID (often as secondary support)
School ID (sometimes for students, but acceptance depends on current policy)

Practical tip: Bring two valid IDs plus supporting documents if you expect any discrepancy (e.g., birth certificate, marriage certificate).

8) How much is the fee?

Fees can change depending on government policy, service delivery costs, and payment channel fees. The safest approach is to rely on the amount shown during your online application and payment instruction page and keep your official receipt/reference.

9) How long is an NBI Clearance valid?

Validity depends on the current NBI policy and the receiving institution’s acceptance rules. In practice, many employers and agencies treat it as acceptable only if issued within a recent window (for example, within the last few months), even if the printed clearance has a longer validity.

Rule of thumb: Follow what the requesting employer/agency/embassy requires, because they may impose a stricter freshness period.

10) What is a “HIT” and why does it happen?

A “HIT” usually means the system found a possible match between your name (and other identifiers) and an existing record in the NBI database.

Common reasons:

You share the same or similar name with someone who has a record
Name variations (e.g., multiple surnames, compound names, spacing issues)
Common surnames with matching birth dates or similar demographics
System requires manual verification due to partial matches

Does a “HIT” mean you have a criminal record?

Not automatically. It means further verification is needed before issuance.

11) What happens if I get a “HIT”?

Typically:

You will be given a return date or advised that the clearance will be released after verification.
In some cases, you may be asked for additional supporting documents to confirm identity.
If the “HIT” corresponds to an actual derogatory record that is truly yours, the clearance may reflect that status or you may be directed to take further steps depending on the nature and status of the record.

Practical tip: Bring documents that help establish identity (birth certificate, marriage certificate, old NBI clearance, etc.), especially if your name is common.

12) What does “With Record” or “With Derogatory Record” mean?

This generally indicates the NBI database contains an entry associated with your identity after verification. Records can stem from different sources (complaints, cases, warrants, etc.) and may vary in legal status (pending, dismissed, resolved, etc.).

Key point: The existence of a record does not automatically equal a conviction. If an employer or agency makes decisions solely based on a “record” without context, that can raise fairness and due process concerns, but private employers often have broad hiring discretion unless discrimination or other unlawful practice is involved.

13) How do I correct errors in my NBI Clearance (name, birthday, gender, civil status)?

If the printed clearance shows incorrect personal details, address it immediately with the issuing NBI office/clearance center.

Typical approach:

Bring supporting civil registry documents:
- PSA Birth Certificate (for name/birthdate corrections)
- PSA Marriage Certificate (for married name changes)
- Court order or annotated PSA documents (for legal name changes/corrections)
Bring the incorrect clearance and official receipt/payment reference.
Request correction/re-issuance per NBI process.

Important: If the discrepancy arises from your online encoding, you still generally need to follow NBI’s correction procedure to avoid mismatches and future “HIT” issues.

14) Married women: what name should be used?

In the Philippines, a married woman may use:

Maiden name, or
Husband’s surname, or
A combination format

For clearance purposes, consistency matters. Use the name you will use in your transaction (employment, passport, visa) and ensure it aligns with your supporting documents.

Best practice: If you changed your name usage after marriage, bring a PSA Marriage Certificate. If there are complex variations, bring additional IDs and documents.

15) What if I have two first names, multiple surnames, or a suffix (Jr., III)?

Enter your legal name as reflected on your primary identity document and civil registry record. Variations in spacing, hyphens, and suffixes can trigger a “HIT” or mismatch in downstream checks.

Tip: Use the exact spelling and formatting used on your passport or PSA record where possible.

16) Can I renew an NBI Clearance? Is it different from first-time application?

Renewal is usually streamlined if your prior data is on file, but you may still need:

Online registration/appointment
Payment
Biometrics capture (sometimes required depending on policy and how recent your last issuance was)

Even as a “renewal,” you should be prepared for a “HIT” if your name matches a record or if databases updated since your last clearance.

17) Can I authorize someone else to process it for me?

Because NBI Clearance issuance typically involves biometrics and photo capture, applicants usually must appear personally. Limited exceptions may exist for special cases, but as a general rule, personal appearance is the standard.

18) I lost my NBI Clearance. Can I get a reprint?

Reprint/re-issuance rules depend on NBI policy, your transaction history, and whether the clearance is still within its recognized validity window. Often, the solution is to apply again (or request re-issuance if the system supports it).

Practical advice: Keep digital copies of your receipt and clearance reference details for easier retrieval and verification.

19) Can I get an NBI Clearance while abroad?

Options vary based on current procedures, but common approaches include:

Applying through a Philippine foreign service post guidance, or
Completing requirements involving fingerprints/identity verification abroad and submitting to the NBI through authorized channels

Because implementation changes over time, applicants abroad should follow the most current instructions from official Philippine government channels relevant to their location.

20) NBI Clearance for foreigners in the Philippines: is it possible?

Foreign nationals may be required to obtain an NBI clearance for certain Philippine-based purposes (e.g., employment, permits, immigration-related applications). Requirements typically include:

Passport and valid stay documentation
Alien registration-related documentation if applicable
Personal appearance for biometrics

Foreign applicants should expect additional verification steps due to identity and record matching considerations.

21) Is the NBI Clearance the same as a “Police Certificate” for immigration?

Not always. Some embassies define “police certificate” specifically. Sometimes the NBI Clearance is accepted; sometimes the requesting authority requires a particular format, coverage period, or additional documents.

Always follow the checklist of the receiving embassy/agency and confirm whether an NBI Clearance is acceptable for their definition of “police certificate.”

22) Do I need to have my NBI Clearance authenticated or apostilled?

If you will use an NBI Clearance abroad, the receiving authority may require it to be apostilled (or otherwise authenticated depending on the destination country’s rules). In many cases, apostille processing is done through the Department of Foreign Affairs (DFA) for Philippine public documents.

Whether this is needed depends on:

Destination country requirements
Purpose (work, immigration, licensing)
Whether the receiving office accepts the document as-is

23) Will an employer see the details of my case from the NBI Clearance?

The NBI Clearance typically indicates a status (e.g., no record / with record) rather than providing full case narratives. Employers may ask for clarifications or additional documents (e.g., court clearance, proof of dismissal, certificate of finality).

Data privacy note: Employers and agencies should only collect what is necessary and should handle documents responsibly. Applicants have rights under the Data Privacy Act regarding lawful processing, security, and proportionality.

24) If I had a case that was dismissed, will it still appear?

It can, depending on:

Whether the record remains in the database as an entry
Whether it was properly updated/cleared with final dispositions
Whether the name match triggers a “HIT” even if the record is old or resolved

If you have documentary proof of dismissal or resolution, keep certified copies available. In some instances, you may need to coordinate with the relevant court/agency to ensure records are updated through proper channels.

25) What documents help if I have a common name and repeated “HITs”?

Consider bringing:

PSA Birth Certificate
Government IDs with photo and signature
Old NBI clearances
Marriage certificate (if applicable)
Any court documents if you had a past case (dismissal, acquittal, etc.)
Affidavit of one and the same person (in limited situations, but it does not override primary civil registry evidence)

26) Can someone falsify an NBI Clearance? What are the legal risks?

Fake clearances exist, but using or producing them carries serious consequences. Potential exposure can include:

Forgery and falsification-related offenses
Use of falsified documents
Fraud-related liabilities
Possible employment termination and blacklisting consequences

Receiving institutions increasingly verify authenticity through reference numbers and validation methods. If you’re an employer, treat authenticity verification as a compliance step.

27) What should employers and HR teams know?

An NBI Clearance is a screening tool, not a full case history or a substitute for due process.
Use it consistently, fairly, and proportionally to the role.
Handle it as sensitive personal information: limit access, store securely, retain only as long as necessary, and dispose properly.
If an applicant has a “record,” allow the applicant to explain and provide documents—especially when records may be due to mistaken identity or resolved cases.

28) Common practical problems and fixes

“I can’t log in / I forgot my password.”

Use the platform’s password recovery. Use a stable email you control.

“Payment posted but appointment not confirmed.”

Keep your payment reference and follow the system’s payment verification steps or branch helpdesk instructions.

“My name formatting is different across IDs.”

Decide on one primary ID (often passport or PSA-based name), align your online entry, and bring supporting documents for reconciliation.

“My clearance has a typo.”

Go back to the issuing site with supporting documents and request correction as soon as possible.

29) Data privacy: what rights do applicants have?

Under Philippine data protection principles, applicants generally have rights such as:

To be informed about collection and purpose
To access and correct personal data (subject to lawful limits)
To expect reasonable security measures protecting personal data
To complain to appropriate authorities if data is mishandled (where applicable)

Because the NBI performs a law-enforcement function, certain information may be handled under special rules, but applicants should still expect lawful, proportionate, and secure processing.

30) Quick FAQ checklist

Q: Can I get an NBI Clearance in one day? A: Often yes if no “HIT” and branch volume permits; not guaranteed.

Q: Does “HIT” mean I’m a criminal? A: No. It means the system found a possible match requiring verification.

Q: How many IDs do I need? A: Bring at least one valid government ID; two is safer.

Q: Can I use my NBI Clearance for any purpose? A: Usually it’s multi-purpose, but some agencies require a particular purpose or freshness period.

Q: My case was dismissed—why is there still a problem? A: Records may still trigger matches; bring proof and seek proper updating/verification.

Closing notes

The NBI Clearance system is fundamentally about identity matching and database verification. Most applicant issues come from (1) name similarity, (2) inconsistent civil status/name usage, (3) data encoding errors, or (4) records that need updating with final case dispositions.

If you want, tell me your situation (first-time, renewal, abroad, “HIT,” name correction, dismissed case, etc.), and I’ll give you a step-by-step action plan tailored to it.