I. Overview: What an NBI Clearance Is—and Why “Hit” Matters

An NBI Clearance is a certification issued by the National Bureau of Investigation (NBI) showing whether the applicant has a “derogatory record” (i.e., a record that matches information in NBI databases such as criminal complaints/cases, warrants, or other law-enforcement records). It is widely required for employment, government transactions, licensing, travel/immigration requirements, and certain permits.

A “HIT” (often shown as “WITH HIT” or a delayed release) generally means:

The NBI system found a possible match between your name/biometrics and a record in its database; or
Your application triggered a verification/quality control step before a clearance can be printed and released.

A “hit” is not automatically proof that you have a criminal case. It often happens because of name similarity (e.g., common surnames, identical first and last names, suffixes like Jr./III, typographical variations, multiple aliases, or inconsistent birthdates).

II. Common Legal/Practical Reasons for an NBI “Hit”

A. Name-based matches (the most common)

The NBI clearance process uses personal information to check potential matches. A “hit” can occur when:

You share a name with someone who has a record
Your name spelling is close to another person’s name
You have multiple names, compound surnames, or aliases
Your birthdate/place of birth differs across documents (or is entered incorrectly)

B. Existing NBI record (old or current)

You may have a record due to:

A past complaint filed against you (even if you weren’t arrested)
A past criminal case (pending, dismissed, or decided)
A prior entry from older systems or legacy databases

C. Active warrants, pending cases, or derogatory entries

If the NBI’s verification confirms you are the person in the record, the clearance may be:

Delayed for further processing, or
Issued with a notation, or
Not released, depending on the nature of the record and NBI policy.

D. Biometrics/fingerprint quality issues

Sometimes fingerprints are unclear or inconsistent due to:

Worn ridges, certain occupations, age
Scanner quality
Incomplete capture at the time of application This may trigger manual review.

III. “Hit” vs. “Derogatory Record”: Key Distinctions

“Hit” is a flag for verification. It can end in either:

Cleared / No record → clearance released after verification; or
Confirmed record → further steps, possibly requiring documentation or personal appearance.

“Derogatory record” typically refers to a record that the NBI treats as relevant to clearance issuance (e.g., criminal case entries, warrants, or other negative records depending on classification). Not every database entry automatically results in denial, but it can lead to delay or additional requirements.

IV. How to Check Your NBI Clearance Status (Practical Guide)

A. During application (online appointment stage)

You’ll typically know you’re “with hit” when:

Your clearance is not released the same day, and
You are instructed to return on a later date, or
Your status shows a pending verification/releasing timeline.

B. At the NBI office (release/releasing window)

If you are told you have a “hit,” ask (politely, directly) for:

The release date they are assigning you
Whether you must go through Quality Control/Interview
Whether they need supporting documents

Tip: Keep your claim stub/appointment details and take a clear photo of any release instructions (where allowed).

C. Employer/agency verification of an issued clearance

Once released, many employers or agencies verify authenticity through the clearance number and QR/security features (processes vary by receiving institution). If your clearance is being questioned, the simplest fix is often to:

Ensure the clearance details match your ID exactly, and
Provide the employer the clearance reference information printed on the document.

V. What Usually Happens When You Get a “Hit”

Typical flow (simplified)

Biometrics captured (photo + fingerprints)
System flags a possible match (“hit”)
Your file goes to verification / Quality Control
You may be asked to return (often days later)
Outcome:
- Cleared → release of clearance; or
- For interview / documentation → further steps; or
- Confirmed derogatory record → resolution required

Important: The NBI’s internal processing times vary by branch volume, system load, and the complexity of the match.

VI. How to Resolve an NBI “Hit” (Step-by-Step, Lawful and Practical)

Step 1: Confirm whether the hit is “name-similarity” or “record-related”

At the NBI office, you may be told (in general terms) whether:

It’s a common-name hit needing routine verification; or
There is a possible record that needs clarification.

In many cases, NBI staff will not disclose detailed record information at the releasing window; you may be referred to Quality Control.

Step 2: Prepare identity documents (bring originals + photocopies)

Bring multiple government-issued IDs and supporting civil documents to reduce doubt:

Passport, driver’s license, UMID, PhilSys ID, PRC ID, etc.
PSA Birth Certificate (helpful when names are common)
Marriage certificate (if surname changed)
Any documents proving name variations (e.g., annotated PSA records, court orders for name correction)

Step 3: Attend Quality Control / Interview if required

You may be asked questions to confirm identity and rule out mistaken identity, such as:

Full name, aliases, maiden name (if applicable)
Date/place of birth
Parents’ names
Past addresses

Answer truthfully and consistently with your documents.

Step 4: If the “hit” is due to a case record—identify the case status and secure proof

If the NBI indicates the hit is linked to an actual case (or likely is), the lawful path depends on what happened:

A. If the case was dismissed, you were acquitted, or the case ended

Secure certified true copies (or official certifications) from the court/prosecutor’s office, such as:

Order of dismissal
Judgment of acquittal
Certificate of finality (if applicable)
Prosecutor’s resolution (for complaints that did not proceed)
Certification of no pending case (where relevant)

Submit these to NBI Quality Control for database updating/clearing purposes.

B. If the case is pending

You may need to consult counsel and comply with lawful processes (court appearances, bail if ordered, motions, etc.). The NBI clearance outcome will depend on:

The existence of warrants
The nature of the pending case
NBI internal clearance policy for unresolved derogatory records

C. If you have a warrant

Treat this as urgent and serious. Warrants are court orders. Resolution generally requires:

Coordinating with counsel
Addressing the warrant through the issuing court (e.g., voluntary surrender, bail where available, quashal only if legally grounded)

Do not attempt shortcuts; this can worsen legal exposure.

Step 5: If it’s mistaken identity—request correction/annotation through NBI channels

When the issue is mistaken identity, your goal is to show you are not the person in the record. Helpful items:

More robust IDs and civil registry documents
Documentation showing different middle name, parents, birthdate/place
If available, certifications indicating you are not the respondent/accused

The NBI may:

Clear you after further checking, or
Ask for additional documents, depending on the match strength.

VII. Special Situations and How They’re Typically Handled

A. You’re a “Namesake” (same name as someone with a record)

This is extremely common. Best practice:

Always bring PSA birth certificate + 2 valid IDs on the release date.
Ensure your application details match your IDs exactly (including middle name, suffix).

B. You used different names across records (nickname, alias, spelling variants)

Expect additional verification. You may need:

Affidavit explaining name usage (sometimes requested depending on circumstances)
PSA documents or court documents for formal name changes

C. Previously issued clearances were “clean,” but now you have a hit

Possible explanations:

New data was encoded/linked in the database
Improved matching algorithms
A complaint/case was filed more recently
Inconsistency in your information (birthdate/address/name spelling)

D. Errors in your application data (typos)

If your name or birthdate is inconsistent with your IDs, it can trigger a hit. Correcting entries may require:

Re-application or correction procedures at the branch (varies by policy)
Presenting ID proof of correct data

VIII. Legal Context: Rights, Responsibilities, and Compliance

A. Data Privacy considerations (RA 10173)

The Data Privacy Act of 2012 recognizes rights such as access, correction, and dispute of personal data—subject to lawful limitations, including national security and law enforcement considerations. Practically:

You may request correction of inaccurate personal data.
The NBI may limit disclosures of sensitive law-enforcement information, especially about third parties.

B. Ease of Doing Business / Anti-Red Tape (RA 11032)

Government agencies are expected to provide efficient service and clear processes. While this does not eliminate verification steps, it supports expectations for:

Transparent procedures
Standard processing times where applicable
Action against fixers and under-the-table arrangements

C. Avoid “fixers” and falsification

Using fixers or submitting false documents can expose you to serious liability, including potential offenses relating to falsification under the Revised Penal Code and administrative consequences. If you legitimately need faster processing, use official options only (if available).

IX. Practical Checklist: What to Bring When You Expect a “Hit”

Always bring:

Claim stub / appointment reference
At least two valid government IDs
PSA Birth Certificate (highly recommended)
If married and using spouse’s surname: PSA Marriage Certificate
If there was a case: court/prosecutor documents showing current status

If you had a past case:

Certified true copy of dismissal/acquittal/judgment
Certificate of finality (if applicable)
Any certification proving resolution and identity details

X. Frequently Asked Questions (FAQ)

1) Does “Hit” mean I have a criminal record?

Not necessarily. Many hits are due to name similarity and are resolved after verification.

2) Can I still get my clearance the same day if I have a hit?

Sometimes yes, but commonly no. Many branches require additional verification time.

3) What if the case is not mine—just someone with the same name?

Bring stronger identity proof (PSA birth certificate + multiple IDs). NBI Quality Control can clear namesakes after checking.

4) What if my case was dismissed—why is it still appearing?

Databases can retain historical entries; clearance release depends on how the record is tagged and whether NBI needs proof of disposition. Present certified court/prosecutor documents to update or clear the record.

5) Can my employer see the details of the “hit”?

Typically, employers only see the issued clearance and its notations/security features—not the underlying database details. If your clearance includes a notation, that may raise questions, but underlying records are generally handled through official channels.

XI. Suggested (Non-Adversarial) Script When Dealing with NBI Quality Control

“I was advised my application has a ‘hit.’ I’d like to comply with the verification requirements. What documents do you need from me to confirm identity and resolve this?”
“If this is a namesake issue, I brought my PSA birth certificate and multiple IDs to help confirm I’m not the person in the record.”
“If this relates to an old case, I can provide certified court documents showing the case outcome.”

XII. When to Consult a Lawyer

Consider legal counsel if:

You are told there is an active warrant
You have a pending criminal case
You need help obtaining or interpreting court/prosecutor records
There are complex identity issues (e.g., formal name change, multiple records, conflicting civil registry entries)

XIII. Bottom Line

An NBI “hit” is best treated as a verification flag, not an automatic finding of wrongdoing. Most applicants resolve it by (1) confirming identity and (2) providing official documents when a past or mistaken record is involved. The lawful approach—accurate documents, consistent personal data, and proper court/prosecutor certifications—remains the fastest and safest path to resolution.

If you want, paste (remove personal identifiers) the exact wording of what you saw on your status/claim stub and the general scenario (namesake vs. past case vs. unknown), and I’ll tailor a step-by-step action plan and document checklist.