NBI Clearance Renewal for Lost Certificates in the Philippines
A comprehensive legal guide (updated to April 2025)
1. Overview
The National Bureau of Investigation (NBI) Clearance is an official certification stating that, at the time of issuance, the holder is not the subject of any pending criminal case or derogatory record in the NBI’s database.
Losing the original printed certificate does not invalidate the fact that it was once issued, but you will need a replacement-copy (often called a “re-issuance” or “re-printing”) to present to prospective employers, licensing bodies, embassies, or government agencies. The replacement process is legally treated as a renewal because the Bureau must reconfirm that your record is still clear on the date the new certificate is printed.
2. Legal Basis
| Instrument | Key Provisions Relevant to Lost-Certificate Renewal |
|---|---|
| Republic Act No. 10867 (NBI Reorganization & Modernization Act, 2016) | • §4(b) designates the NBI to “issue and renew clearances.” • §6(j) authorizes the Bureau to fix forms, fees, and procedures for clearance services. |
| NBI Clearance Modernization Regulations (NBI MC No. 2018-01, as amended in 2021) | • Rule IV, §8 allows electronic appointments and mandates identity verification each time a certificate is released. |
| Data Privacy Act of 2012 (RA 10173) & NPC Advisory Opinions | • Holders may request re-issuance; NBI must ensure data accuracy and retain biometric/biographical information only for legitimate purposes. |
| Civil Code, Art. 24 | • Obliges government agencies to observe justice and fair play—groundwork for the Affidavit of Loss requirement. |
| 2017 Revised Rules on Evidence (Rule 132) | • Secondary evidence (Affidavit of Loss) is admissible to establish loss of the original public document. |
3. Is an “Affidavit of Loss” Mandatory?
Yes. Because a clearance is a public document, the NBI requires an original, notarized Affidavit of Loss to:
- Protect against multiple or fraudulent re-prints.
- Shield the Bureau from liability if the “lost” copy resurfaces with alterations.
Tip: The affidavit need not be issued by the same notary in the city where you originally obtained the clearance. Any Philippine notary public may validly acknowledge it.
4. Who May Avail of Renewal for a Lost Clearance?
| Applicant Category | Eligibility Notes |
|---|---|
| Filipino citizens | Must present any 1 valid gov’t-issued ID plus Affidavit of Loss. |
| Foreign nationals with ACR I-Card | Same as above; bring passport + ACR I-Card. |
| Authorized representatives | Allowed only if the applicant is abroad, hospitalized, or physically incapacitated; must present a Special Power of Attorney, their own valid ID, and photocopies of the applicant’s IDs. |
5. Step-by-Step Procedure (2025 Workflow)
Create/Log-in to your NBI Clearance Online Account
• Visit clearance.nbi.gov.ph and encode your personal data.
• Under “Purpose,” choose RENEWAL – LOST CLEARANCE.Set Appointment & Pay Fees
• Select your preferred NBI branch and date.
• Standard fee: ₱130.00 clearance + ₱25.00 e-payment service charge (total ₱155.00).
• Pay via e-wallet (GCash, Maya), bank over-the-counter, or 7-Eleven CLIQQ.
• System generates a reference number; keep the digital or printed receipt.Prepare Documentary Requirements (bring originals & 1 photocopy each)
- Notarized Affidavit of Loss (must describe when & where the original was lost).
- Any one valid government ID (Barangay ID no longer accepted).
- Old NBI online confirmation email or transaction slip, if available (helps the encoder locate your previous record faster—but not strictly required).
Biometric Verification & Photo Capture
• Appear at the branch on your appointment date.
• Fingerprints and photo will be retaken unless the system confirms your existing high-quality biometrics (Quick Renewal Lane).Name Check (“HIT”) Processing
Result Action Turn-around No HIT Clearance printed immediately. 15-30 minutes With HIT Manual vetting by Quality Control Division. 3–10 working days (email/SMS notice once cleared) Claiming the Replacement Certificate
• Present the ORIGINAL claim stub and ID.
• If represented, an Authorization Letter + photocopy of your ID is needed.Certificate Validity
• All certificates (renewal or fresh) issued after October 2, 2017 are valid for six (6) months from PRINT date, per MC 2017-08.
• Some foreign embassies accept only certificates not older than 3 months—check ahead.
6. Consequences of Failing to Report Loss
| Scenario | Possible Effect |
|---|---|
| Clearance is found and altered by another person | You may be implicated in fraudulent acts. |
| Employer discovers dual clearances with conflicting data | Grounds for adverse hiring decision or dismissal under Art. 297 [282] Labor Code. |
| Multiple re-issuances without an Affidavit of Loss | NBI may place a derogatory record flag pending investigation, delaying future processing. |
7. Frequently Asked Practical Questions
Can I skip the Affidavit if I only need the digital PDF?
No. The system still requires the affidavit before re-printing or emailing the e-copy.Is there an express lane?
• Yes, the NBI Main Building (U.N. Avenue, Manila) maintains a Senior, PWD & Pregnant Women lane.
• Several regional branches now pilot e-Clearance Kiosks—but renewal for lost certificates is excluded; kiosk prints require the affidavit.What if my previous clearance had a “hit,” but I was cleared later?
• The manual verification notes are saved. Still, each renewal triggers a fresh record-check. Bring court clearances, if any, to speed up the process.I applied under my maiden name but now use my married name. Do I still file as “renewal”?
• Yes. The database links biometrics, not merely your name. Present your PSA Marriage Certificate and update your Civil Status field online.
8. Tips for a Smooth Transaction
- Photocopy the new clearance immediately and keep a scanned PDF in secure cloud storage.
- Set a calendar reminder three months before expiry to book a fresh clearance—many agencies want a certificate with at least half its validity remaining.
- If working abroad, consider NBI’s Authorized On-Site Partner Centers (OSPC), such as Philippine embassies and accredited agencies, to avoid power-of-attorney hassles.
9. Penalties & Fees Schedule (as of April 2025)
| Item | Amount | Legal/LGU Add-On |
|---|---|---|
| Clearance Fee | ₱130 | RA 10867 allows annual adjustment via DOJ-NBI JAO; last hike was 2019. |
| e-Payment Service Charge | ₱25 | Third-party provider fee (not retained by NBI). |
| Notarial Fee (Affidavit of Loss) | ₱150 – ₱300 | Regulated by 2004 Rules on Notarial Practice; may vary by province. |
| Documentary Stamp on Affidavit | ₱30 | §188, NIRC (amended by TRAIN Law). |
10. Conclusion
Losing your NBI Clearance is inconvenient but straightforward to remedy. Legally, the process is classified as a renewal because the Bureau must reconfirm your criminal-record status on the date of re-issuance. By preparing a proper Affidavit of Loss, valid identification, and booking an online appointment, you can secure a replacement within the same day—provided no “hit” appears during the automated name check. Timely compliance not only fulfills statutory requirements under RA 10867 but also protects you from potential identity-misuse risks.
Annex A — Sample Affidavit of Loss (Essential Clauses)
- Declarant’s full name, age, civil status, address, and citizenship.
- Identification of the lost clearance (serial/control number, date issued, issuing branch).
- Circumstances of loss (date, place, manner).
- Statement that search was made but the document could not be found.
- Undertaking to return the original to NBI if later found.
- Verification and prayer for issuance of a replacement.
- Jurat (Notary’s signature, seal, and IBP/MCLE numbers).
End of Article