NBI Clearance Re-issuance in the Philippines
A comprehensive legal-procedural guide (2025 edition)
1. What counts as “re-issuance”?
| Term | Statutory / regulatory meaning | Typical scenario |
|---|---|---|
| Renewal | A fresh NBI Clearance issued after the previous one has expired (one year from date of issue¹) | Annual requirement for employment or government licensing |
| Re-issuance (replacement) | A duplicate or updated NBI Clearance within the original validity period | Lost, stolen, or badly damaged clearance; change of civil status or correction of personal data |
| Reprint / re-validation | Re-printing of the same certificate for technical reasons (e.g., blurred QR code) | Done same‐day at the issuing branch, usually free of charge |
¹ Sec. 5, NBI Operations Manual (2021 rev.); DOJ Dept. Order # 566-18.
2. Legal foundations
- Republic Act No. 10867 (National Bureau of Investigation Reorganization and Modernization Act, 2016) — §4(k) vests the Bureau with authority to issue and re-issue clearances.
- DOJ Department Circular No. 030-2019 — adopts the e-Clearance System, recognizes on-line renewal/re-issuance.
- RA 11032 (Ease of Doing Business) — timelines: simple transactions ≤ 3 working days; does not apply while a name-matching “HIT” is under verification.
- RA 10173 (Data Privacy Act) — governs biometric and criminal-history data retention; requires consent for every re-capture of fingerprints/photo.
- NBI Memorandum Order 22-04 (March 2022) — “No Appearance Express Renewal” rules; sets 24-hour SLA for courier pick-up if no biometrics are required.
- Revised Penal Code, Arts. 171–172 & RA 10867 §32 — criminalize falsification or sale of NBI clearances.
3. When can you ask for re-issuance?
| Ground | Documentary proof needed | Personal appearance? |
|---|---|---|
| Lost or stolen certificate | Affidavit of Loss (notarized) + 1 valid government ID | Yes (ID verification & photo) |
| Damaged / illegible certificate | Surrender damaged original + 1 valid ID | Usually yes (branch decides) |
| Change of name or civil status | PSA marriage certificate / court decree / annotated birth certificate | Yes (new biometrics captured) |
| Systemic defect (blurred printing, wrong data keyed by NBI) | Original defective copy | Free reprint; may be processed the same day |
| Courier-delivery failure | Courier incident report + payment receipt | Appearance generally waived; new copy sent |
Tip: If your previous clearance was issued ≤ 6 months ago and your biometrics are still “live” in the system, you may opt for the No-Appearance Express channel (Section 4 below).
4. Channels and step-by-step procedure
4.1 Branch walk-in (standard)
Create/Log-in to your account at https://clearance.nbi.gov.ph.
Update profile → tick “Reissuance”.
Schedule an appointment at the branch of your choice (many are in malls under DOJ–NBI One-Stop Shops).
Choose payment mode and settle the fees (₱130 clearance fee + ₱25 e-payment service fee).²
Appear on appointment date: biometrics capture (if required) & submission of documents.
Quality Control (QC):
- If No HIT → printing in ~30 min.
- If HIT → verification desk issues a Verification Form; waiting time 5–10 working days.
Collect certificate or have it shipped via courier (additional ₱160 metro / ₱220 provincial).
² NBI Fee Table, DOF-DOJ Joint Circular 02-2020.
4.2 No-Appearance Express Re-issuance (online only)
(available since 2022 for holders whose biometrics were taken on or after October 16, 2016 and with no pending HIT)
| Step | Action |
|---|---|
| 1 | Log-in → “Renew/Re-issue Without Appearance”. |
| 2 | Enter previous Clearance ID Number (found above the QR code). |
| 3 | Upload selfie holding a valid ID + picture of the ID (Data Privacy compliance). |
| 4 | Pay fees (same as walk-in) + optional courier fee. |
| 5 | NBI auto-matches biometrics; if clear, clearance is printed within 24 hours and dispatched. |
Note: Any change in personal data disqualifies you from this express channel.
4.3 Philippine overseas posts / Labor Attachés
Re-issuance for Overseas Filipino Workers (OFWs) and seafarers
- Submit requirements to the nearest Embassy / Consulate or DFA-OSAEC center.
- Pay clearance fee US$ 5 (equiv.), plus courier to Manila (bulk twice weekly).
- Total turn-around: 7-15 working days door-to-door.
5. Documentary requirements (accepted IDs)
- Philippine Passport (valid)
- PhilSys (National ID) / UMID / e-Card
- Driver’s License
- SSS / PRC / IBP / PWD / Senior Citizen card
- School ID (current term) for students age ≥ 16
Only one primary ID is required, but bringing two speeds QC. Affidavit-based IDs (Barangay Certificate, Postal ID) are not accepted for first-time capture but are allowed for re-issuance when paired with a biometric record on file.
6. Fees & timelines snapshot (2025)
| Item | Metro Manila | Outside NCR | Overseas | Legal basis |
|---|---|---|---|---|
| Clearance/Re-issuance fee | ₱130 | ₱130 | US$ 5 | DOF-DOJ JC 02-2020 |
| E-payment service fee | ₱25 | ₱25 | — | BSP-approved PSP rates |
| Courier (optional) | ₱160 | ₱220 | Local courier rate | NBI Memo 07-2021 |
| Processing time (no HIT) | 3 hrs | 3 hrs | 24-48 hrs printing + transit | RA 11032 |
| Processing time (with HIT) | +5-10 WD | +5-10 WD | +5-10 WD | NBI Memo 09-2019 |
7. “HIT” verification & due-process safeguards
Notice of Preliminary Hit (electronically generated).
Applicant may:
- Submit Clearance Certificate or Case Disposition from the trial court / prosecutor; or
- Execute a Sworn Statement of Non-Identity if mistaken identity.
NBI Legal Division must act within 10 working days (RA 11032, Art. V).
If denied, the applicant may appeal to:
- DOJ Office for Corrections & Pardons (30-day period).
- OP / OMB for abuse of discretion.
Final adverse action is judicially reviewable under Rule 65, Rules of Court.
8. Data privacy, retention & destruction
| Subject | Period | Authority |
|---|---|---|
| Biometric templates | 5 yrs from last interaction | NPC Advisory 2019-01 §14 |
| Criminal-history “Negative” record | Purged after 5 yrs | NBI Records Manual §12 |
| “HIT” archive | Permanent, access-controlled | RA 10867 §18(c) |
| CCTV at centers | 30 days minimum | NPC Circular 16-01 |
Individuals have the right to access, correct, or delete personal data in the NBI database (Sec. 16, RA 10173). File a Data Subject Request with the NBI Data Protection Office; denial is appealable to the National Privacy Commission.
9. Penalties & liabilities
- Use of falsified NBI Clearance — Prisión Correccional (6 months-6 years) & ₱100 000 fine.
- Fixer’s facilitation — Administrative fines under the Ease of Doing Business Law; perpetual disqualification from government service if an insider.
- Selling authentication stickers — RA 10867 §32 imposes up to 6 years imprisonment.
10. Frequently-encountered special cases
- Minors (16–17 y/o) — Need parent/guardian consent + school ID.
- Naturalized foreign nationals / long‐stay aliens — Alien Certificate of Registration (ACR-I-Card) + passport data page.
- Transgender applicants — May request to reflect preferred name used in commerce aside from legal name; must still disclose birth name for record matching (2023 NPC-NBI Joint Advisory).
- Court-ordered alias / correction — Bring certified true copy of order and Certificate of Finality; the new clearance will list both names for one year.
11. Good practices to avoid delays
- Keep your old clearance—its barcode quickly pulls up your biometrics.
- Book morning slots; QC desks batch check “HITs” by noon.
- Use the same spelling of your name across government IDs; even differing middle initials trigger “HIT” review.
- Pay via e-wallet (LANDBANK LinkBiz, GCash, Maya) to skip bank validation delays.
- Screenshot your Reference Number; needed for follow-ups.
12. Checklist (print-friendly)
□ Online appointment confirmed (date, branch)
□ Screenshot / printout of Reference Number
□ One (1) primary ID — original & photocopy
□ Affidavit of Loss / court document (if applicable)
□ Exact cash / proof of e-payment
□ Ballpen (black) for forms
□ Courier envelope (if opting for delivery)Conclusion
The National Bureau of Investigation has progressively streamlined the re-issuance of NBI Clearances, balancing speed (RA 11032’s service standards) with security (RA 10867 and the Data Privacy Act). Whether you misplace your certificate, need to reflect a new surname, or simply want a cleaner print-out, understanding the legal bases, required documents, and the two main channels—walk-in and No-Appearance Express—will save you time and spare you from fixers. Always verify the latest fee bulletins and advisories on the NBI e-Clearance portal, and exercise your data-privacy rights whenever your personal data is processed.
Disclaimer: This article is for general informational purposes as of July 2025 and is not a substitute for formal legal advice. Regulations may change; consult the NBI or the DOJ for the most current rules.