A practical legal article for applicants, employers, and counsel

1) Why this matters

An NBI Clearance is one of the most commonly required government documents in the Philippines for employment, licensing, travel/visa applications, transactions, and various government processes. A major pain point is the “HIT”—the result that prevents immediate issuance of a clearance and requires further verification.

A HIT can be harmless (often just a name match), but it can also reflect a real record (e.g., a pending case, warrant, or criminal history). Understanding what a HIT means—and what it does not mean—is essential to protect rights, avoid panic, and resolve the issue efficiently.

2) What is an NBI Clearance?

An NBI Clearance is a certification issued by the National Bureau of Investigation (NBI) that the holder has no criminal record or derogatory record on file—or that any record has been checked and cleared for the purpose of issuance, depending on the result and NBI’s verification.

Important:

An NBI Clearance is not a court judgment.
It is not proof of guilt or innocence.
It is a records-based certification subject to verification procedures.

3) What is a “HIT”?

A HIT is an internal NBI system result indicating that the applicant’s identity details (most often the name and birthdate) match or resemble an entry in NBI databases (or linked sources), requiring manual verification before issuance.

A HIT can happen even if you have never been arrested or charged

Common “innocent” reasons include:

Same/similar name (e.g., “Juan Dela Cruz”)
Similar birthdate, birthplace, or other demographics
Spelling variations, encoding differences, use of multiple names
Records belonging to another person that were encoded with incomplete identifiers

A HIT can also reflect a real “derogatory record”

This may include:

A criminal case filed in court (pending or concluded)
A warrant of arrest or standing order (depending on what is in the database)
A prior arrest/complaint record or investigative reference that NBI considers derogatory for clearance purposes
A record that requires confirmation of identity (e.g., same name + similar identifiers)

4) HIT vs. “Derogatory Record”: know the difference

HIT is a status (“needs verification”). Derogatory record is a substance (“there is a record connected to you or a record that may be you”).

Many applicants confuse the two. In practice:

Most HITs are name-matches and get cleared after verification.
If the match is confirmed as not you, NBI proceeds to issuance after checking.
If the record is you, you may be required to comply with additional steps or may be denied a clearance depending on the record and NBI policy.

5) How the NBI clearance process triggers a HIT

While procedures evolve, the typical flow is:

Application and identity capture (online details + in-person biometrics such as fingerprints and photo)
Database search using personal details (name and other identifiers)
If the system finds a match → HIT
Applicant is asked to return on a given date or proceed to a verification desk/unit, depending on the site workflow
Manual verification is conducted:
- comparing fingerprints (where available), photos, identifiers
- reviewing the underlying record entry
- checking whether the record is actually the applicant or a namesake

6) Typical timeline for HIT resolution

Timelines vary by branch volume and record complexity, but HITs often require a return visit after several working days for verification and printing. If a record requires deeper validation, the process can take longer.

Reality check: A longer wait does not automatically mean “you have a case.” It may simply mean manual verification queues are long.

7) What to do immediately if you get a HIT

A) Don’t panic; treat it as a verification step

A HIT is common, especially for frequent surnames.

B) Keep your reference/transaction information

Save your application number/reference, appointment details, and return date instructions.

C) Prepare identity documents (more is better)

Bring originals and copies commonly accepted for identity verification. If you have any history of:

a dismissed case
an old complaint that went nowhere
a case where you were a respondent but cleared prepare certified true copies or official certifications (see Section 9).

D) Avoid “fixing” your details midstream unless instructed

Changing your name spelling or birth details across IDs inconsistently can complicate matching. If there is a legitimate correction (e.g., civil registry correction), bring proof.

8) How NBI verifies and clears “name matches”

When the HIT is due to a possible namesake, NBI typically resolves it by:

checking additional identifiers beyond the name (birthdate, address, etc.)
comparing biometrics (fingerprints/photo) if linked to the record
confirming the record belongs to someone else

If they determine the record is not you, your clearance is released once verification is finished.

9) If the record appears to be yours: common scenarios and documents that help

If NBI finds a record that may belong to you, the requirements depend on the kind of record.

Scenario 1: You had a case that was dismissed

Helpful documents:

Certified true copy of the Order of Dismissal (from the court)
Certificate of Finality (if applicable/available)
Certification from the court branch/Clerk of Court confirming case status
If it was a prosecutor-level complaint (not yet filed in court), any resolution or certification from the prosecution office (where available)

Scenario 2: You were acquitted

Helpful documents:

Certified true copy of the Decision/Judgment of Acquittal
Entry of judgment / certificate of finality (if applicable)

Scenario 3: You have a pending case

Expect that NBI may:

require clarification of the case details
note a derogatory record
or deny clearance depending on policy and the nature/status of the case entry

Helpful documents:

Case docket details and proof of status (court certification)
Proof of identity to avoid mistaken identity outcomes

Scenario 4: There is an outstanding warrant (or a record indicating one)

This is serious. In general:

You should consult a lawyer promptly.
Remedies typically involve addressing the warrant with the issuing court (e.g., motion to quash/recall, posting bail where appropriate, or other lawful relief depending on circumstances).
Trying to “work around” this through repeated applications is usually futile and may create additional issues.

Scenario 5: You were a victim of identity confusion or identity theft

If someone used your name or details, you may need:

Affidavit explaining the situation
Supporting proof (e.g., different addresses, employment records, IDs)
In some cases, a report to law enforcement and coordination for record correction

10) Your legal rights and principles involved (Philippine context)

Even though NBI Clearance issuance is administrative, several legal principles shape what should happen:

A) Due process and fairness

Government processes must be conducted fairly. At minimum, an applicant should be able to:

know that a HIT exists
undergo verification
submit supporting documents if a record is attributed to them
seek correction if the record is wrong or not theirs

B) Presumption of innocence

A HIT is not proof of wrongdoing. Even an accusation is not a conviction. Employers and agencies should treat HITs with caution and avoid automatic adverse conclusions.

C) Data privacy and data accuracy

Personal information used in clearance systems must be handled with appropriate safeguards. If records are inaccurate, mismatched, or wrongly attributed, applicants may pursue correction through proper channels (see Section 12).

11) Practical guidance for employers and HR

A) Don’t treat a HIT as automatic disqualification

A HIT often clears after verification. A fair approach is:

ask for the final issued clearance or proof of follow-up schedule
provide reasonable time for the applicant to resolve it

B) Assess relevance and legality

If an adverse record is confirmed, consider:

relevance of the offense to the job
whether there is a conviction vs. pending case
legal constraints and company policy Overbroad “no record ever” policies can become discriminatory in effect.

12) How to correct or contest wrong or outdated records

If you believe the HIT or derogatory record is incorrect (wrong person, wrong case status, duplication, outdated entry), typical options include:

A) Administrative correction within NBI

You may request review through the relevant NBI records/quality control channels at the clearance site. Bring:

government IDs
any court/prosecutor certifications that prove status (dismissal/acquittal/no case)
documentation showing the mismatch (different birthdate, address history, etc.)

B) Data privacy remedies (where applicable)

If the issue is an incorrect personal data record that affects you, you may consider remedies related to:

rectification/correction of personal data
complaints for improper processing if there are grounds (handled through the appropriate privacy regulator processes)

C) Judicial remedies (exceptional cases)

In rare cases where there is an unjust refusal to act or a clear legal duty to issue/rectify is being unlawfully withheld, counsel may consider court remedies (e.g., actions compelling performance or protecting informational privacy). This is fact-specific and should be lawyer-handled.

13) Common pitfalls that delay resolution

Arriving on the wrong return date or missing the verification window
Bringing only one ID when additional proof is needed
Not obtaining certified court documents (photocopies may be rejected)
Confusing barangay/police clearance with NBI clearance (they are different)
Assuming “dismissed” automatically updates everywhere (records often need documentary proof to clear)
Multiple inconsistent names across IDs without explanation (e.g., missing middle name, different surname order)

14) Special situations

A) Married women / name changes

Name variations (maiden vs. married surname) frequently trigger HITs. Use consistent naming and bring proof (marriage certificate if needed for clarification).

B) People with multiple names, suffixes, or common aliases

“Jr.,” “III,” compound surnames, and spacing differences cause matching problems. Use what appears on your civil registry and primary ID(s).

C) Foreign nationals

Procedures differ and may involve different identifiers and documentation. Expect additional verification steps.

15) Practical checklist for resolving a HIT

Bring the following on your return/verification date:

Two valid government IDs (originals)
Application reference/appointment/receipt
If you have any past case involvement (even dismissed):
- certified true copy of the relevant court order/decision
- court certification of status
If mistaken identity is likely:
- documents showing different identifiers (birth certificate, old IDs, proof of address history)
A calm, consistent explanation of name variations (if any)

16) Key takeaways

A HIT is a verification flag, not a conviction and not automatic proof of a case.
Many HITs are caused by name similarity and resolve after manual verification.
If a record is attributed to you, resolution usually depends on official court/prosecutor documents proving the true status (dismissed/acquitted/pending).
If the record is wrong, pursue administrative correction first, then consider privacy/legal remedies if necessary.
Employers should avoid treating HITs as automatic disqualifiers and should allow reasonable time for resolution.

If you want, paste (1) the exact wording shown to you at the NBI site/portal (remove personal numbers) and (2) whether you have ever been a respondent/accused in any case—even if dismissed—and I’ll map the most likely resolution path and the specific documents typically needed for that scenario.