What an NBI “HIT” Means

An NBI “HIT” simply means the system found a possible match between your personal details (name, date of birth, aliases) and a record in the NBI database. It is not a finding of guilt, a conviction, or even proof you have a pending case. It triggers a manual verification by NBI personnel to confirm whether the record belongs to you or merely to a namesake.

Common uses of NBI Clearance (and thus where HITs often surface): local employment, government appointment or bidding, firearms licensing, adoption, immigration/visa, study or work abroad, and other due-diligence checks.

Where “Derogatory Records” Come From

NBI compiles information from justice and law-enforcement stakeholders. A HIT can come from:

Court records – criminal cases (filed Informations), orders, warrants of arrest, judgments.
Prosecutor records – complaints under preliminary investigation, resolutions for filing in court.
Law-enforcement blotters and case files – e.g., PNP, other agencies (subject to data-sharing agreements and legal basis).
Other government watchlists – limited cross-references depending on inter-agency data sharing.
Prior NBI clearances – e.g., self-reported aliases, prior records that were not yet updated after a dismissal or acquittal.

Namesake vs. Actual Match

Namesake HIT: Same/similar name triggers the flag; after manual checks you’re cleared.

Actual Match: The record truly refers to you (e.g., a pending case or a prior case that hasn’t been updated to “dismissed/closed”).

Typical Causes of a HIT

Common or frequently occurring names (e.g., Juan Dela Cruz).
Name variations and life events: married surname, hyphenation, middle name usage, suffixes (Jr./III), nicknames/aliases, or misspellings in prior IDs.
Incomplete birth details on old records.
Actual legal matter: a pending criminal complaint, an Information filed in court, a standing warrant, or an old case that remains in the database because NBI hasn’t received proof of dismissal/acquittal.

The Verification Process (What Usually Happens)

System Flag: Your online or over-the-counter application shows “HIT.”
Manual Review: NBI staff compare identifiers (full name, middle name, birth date/place, sex, known aliases, biometrics/photo).
Document Check: You may be asked to return on a specified date and/or present IDs or supporting documents.
Outcome:
- Cleared (Namesake) – Clearance released with “No Record on File.”
- Actual Match – You’ll be advised of the nature of the record and next steps (e.g., secure court or prosecutor documents to prove case status, or address an active warrant through court).

Timelines vary by complexity and by how quickly you can provide documents. There is no fixed number of days set in stone; urgent needs (e.g., visa schedules) are best handled by promptly gathering complete paperwork.

How to Lift or Clear a HIT

A. If It’s a Namesake HIT

Goal: Prove you’re not the person in the derogatory record.

What to prepare

Government-issued IDs showing consistent full name and birth details.
Civil registry documents if helpful (PSA birth/marriage certificate, CENOMAR where relevant).
Proof of address and employment (optional, but can help establish identity).
If your name changed (marriage/annulment/legally), bring the PSA document or court order.

What to do

Appear for verification on the date you’re given.
Provide consistent identifiers and answer clarificatory questions.
Request correction if the HIT stemmed from a misspelling or outdated name—ask staff to annotate your record so future clearances are smoother.
Re-release: Once cleared, your NBI Clearance will be printed or made available for release.

Pro-tips

Always use the same full legal name across applications.
Declare suffixes (Jr./II/III) consistently.
Avoid nicknames unless specifically required in the “Aliases” field.

B. If It’s an Actual Match to You

Goal: Prove the case is already dismissed/closed, or address it if still pending.

Step 1: Identify the Case/Record

Ask NBI (politely but clearly) what specific record triggered the HIT (court, prosecutor, case number if available, place).
Note: NBI can’t give legal advice; they can tell you what document they need to update your record.

Step 2: Obtain Official Documents Depending on the situation, secure certified true copies (CTCs) of any of the following from the Clerk of Court (for court cases) or the Prosecutor’s Office:

Order/Decision of Dismissal, Acquittal, or Archived Case Order
Certificate of Finality (if judgment is final)
Order recalling/quashing a Warrant of Arrest (if previously issued)
Entry of Judgment (if applicable)
Resolution of the Prosecutor (e.g., dismissed at PI stage or for lack of probable cause)
Certification of No Pending Case from the court or prosecutor (where appropriate)

Step 3: Submit to NBI for Record Update

Present the CTCs to NBI so they can annotate/clear your record.
Keep photocopies; submit the CTCs or as instructed.
Ask if additional biometrics/photo capture is needed to bind the clearance to your identity.

Step 4: Re-Issuance

Once NBI updates the record, your clearance can be released without the derogatory flag.
For international use, consider Apostille (via DFA) if the receiving country requires it.

Special Notes

Active Warrant or Pending Case: Consult counsel immediately. Address the case (e.g., posting bail, filing appropriate motions) and obtain court orders recalling warrants or reflecting case disposition; then submit to NBI for record update.
Compromise-eligible offenses (e.g., certain BP 22 scenarios): If the case is dismissed after settlement, submit the dismissal order and (if issued) certificate of finality.
Old, long-disposed cases: Even if you were acquitted years ago, NBI may still show a HIT until proof reaches them. Bring the dismissal/acquittal papers so they can annotate.

Correcting Personal Data to Prevent Future HITs

If HITs recur due to inconsistent identity data:

Name/Surname Changes (marriage/annulment/court-ordered change): bring PSA CTCs or the court order.
Spelling Errors/Mismatched Middle Name: request correction with supporting PSA records.
Suffix Consistency: ensure IDs and applications consistently reflect Jr., Sr., II, III, etc.

Data Privacy and Accuracy Under the Data Privacy Act of 2012 (RA 10173), you have the right to have inaccurate personal data corrected and to be informed about processing of your data. NBI’s verification is partly a compliance step to ensure accuracy before releasing your clearance.

Practical Checklists

Documents to Bring (pick what applies)

Government IDs (with photo and signature)
PSA Birth Certificate; PSA Marriage Certificate (if applicable)
Court-issued Order of Dismissal/Acquittal, Certificate of Finality, Order recalling Warrant
Prosecutor’s Resolution dismissing the complaint
Certificate of No Pending Case (if helpful/available)
Photocopies of all documents plus originals for verification

If You’re Rushing (e.g., job/visa deadline)

Go to your scheduled verification date with complete documents.
Prepare CTCs (not just photocopies).
If the record is a namesake, ID consistency often clears it quickly.
If it’s your case but already dismissed, bring the disposition + finality to fast-track the update.

Frequently Asked Questions

1) Does a HIT mean I have a criminal record? No. It means there’s a possible match that requires human verification.

2) Can I get a clearance while I have a pending case? NBI may issue a clearance that reflects the existence of a pending case (depending on the receiving institution’s requirements). Many employers or embassies require the final “no record” result, so you may need to resolve the case or show official documents proving dismissal/acquittal and have NBI annotate its database.

3) I settled with the complainant; why is there still a HIT? Because settlement alone does not update government databases. The court must dismiss the case (or the prosecutor must resolve it), and you should submit those official documents to NBI for annotation.

4) Will the HIT disappear forever once cleared? A namesake HIT can still reappear in future applications if your name matches new or existing records of other people. However, after proper identity annotation and consistent use of your full legal name and suffix, future verifications are usually faster.

5) Do I need an Apostille? For use abroad, some foreign institutions require apostilled NBI clearances. Check the receiving authority’s rules; if required, have the clearance apostilled by the DFA.

6) What if I believe NBI holds outdated/inaccurate data about me? Invoke your data privacy rights (RA 10173) and submit proof (court/prosecutor documents, PSA records) to update or correct the data. Keep copies of your request and the documents you provided.

7) Can a lawyer handle this for me? Yes. A lawyer or an authorized representative (with SPA/authorization and IDs) may assist, especially for securing court CTCs and coordinating updates.

Good Practices (Do’s & Don’ts)

Use consistent full name, middle name, and suffix across all IDs and forms.
Keep a personal file of all court/prosecutor documents and prior clearances.
Obtain certified true copies; bring both originals and photocopies.
Ask NBI staff which specific document will clear the flag.
If you have a case, coordinate with counsel promptly.

Don’t

Don’t rely on verbal assurances; secure written, certified dispositions.
Don’t pay fixers. Transactions must be with official NBI personnel and official receipts.
Don’t assume a private settlement automatically updates government databases.

Template: Letter Requesting NBI Record Update/Annotation

To: Records/Verification Section, National Bureau of Investigation Subject: Request to Update/Annotate NBI Record

I, [Full Name], born on [Date of Birth] in [Place of Birth], respectfully request the update/annotation of my NBI record. My NBI application encountered a “HIT” due to [brief reason, e.g., namesake/past case].

Attached are certified copies of [list documents: court order of dismissal dated __; certificate of finality dated __; prosecutor’s resolution dated __; PSA documents for identity consistency].

I request that my NBI record be annotated to reflect [e.g., “case dismissed on [date], no pending case,” or “namesake; not the same person”] and that my clearance be released accordingly.

Contact Details: [Mobile/Email]

Signature over Printed Name Date

Key Takeaways

An NBI HIT is a flag for verification, not a verdict.
Namesake issues clear with consistent IDs and manual checks.
If the record is yours, provide CTCs of dismissal/acquittal/recall of warrant or resolve the pending case, then submit proof to NBI.
Maintain consistent identity data and exercise your data privacy rights to have inaccurate data corrected.
Keep a document trail—it’s the surest way to lift a HIT quickly and cleanly.

This article provides general information for the Philippine context and is not a substitute for formal legal advice. For complex or urgent matters, consult counsel who can review your specific documents and timelines.