Comprehensive Guide to NBI Clearance Renewal Using an “Old Number”
(Philippine legal and procedural perspective, updated to 15 July 2025)
1. What the NBI Clearance Is—and Why Renewal Matters
The National Bureau of Investigation (NBI) Clearance is a government-issued certificate stating that, at the time of checking, the holder is not the subject of any pending criminal complaint, warrant, or conviction in the NBI’s nationwide database. Employers, embassies, banks, and licensing bodies now routinely require it.
Because the certificate is valid for one year only, anyone who continuously needs it—jobseekers, seafarers, firearm licensees, public officials filing SALNs, visa applicants—must renew regularly. Since the NBI shifted to a centralized, barcode-based system in 2014, each clearance bears a unique alphanumeric code (“NBI Clearance Number”). That code is what practitioners call the “old number.”
2. Governing Legal Framework
| Law / Issuance | Key Provisions Relevant to Renewal |
|---|---|
| Republic Act (RA) 10867 – “NBI Reorganization & Modernization Act” (2016) | §4(e) makes the NBI the sole repository of nationwide criminal records; §7(b) authorizes digital capture & re-issuance of clearances. |
| RA 10173 – Data Privacy Act (2012) | Requires applicant consent, secure storage, and breach notification for all personal & biometric data collected during clearance processing. |
| RA 11032 – Ease of Doing Business / Anti-Red Tape Act (2018) | Mandates online transactions, fixed turnaround times, and grievance mechanisms for delays. |
| RA 8792 – E-Commerce Act (2000) | Recognizes electronic documents and payments, underpinning e-payment channels for clearances. |
| DOJ Department Circular Nº 11-2017 | Launched the NBI Clearance Online System; formally recognized the Renewal via Old Number workflow. |
| Memorandum Orders & Fee Schedules (latest: NBI Memo 2023-020) | Sets the base clearance fee at ₱130 plus e-payment service charges. |
Practice note: No statute or circular requires personal appearance for a straightforward renewal if biometrics on file remain readable and no “HIT” (database match) appears, but in practice most NBI satellite offices still insist on at least a quick photo verification.
3. Defining the “Old Number”
Location on the certificate: Upper right-hand quadrant, 18-character alphanumeric string (e.g., AB12-34C567-890D-EF).
Purpose: When entered in the online portal, it pulls up all previously captured identity data and biometrics.
Eligibility window:
- Clearance issued from 2014 onward (bar-coded).
- Not more than 3 years past its printed validity date. Older records are auto-archived and require a new application.
4. Who May Use the Old-Number Renewal Path
| Scenario | Eligible? | Additional Notes |
|---|---|---|
| Same name, same civil status, same biometrics | ✅ | Fast-track; often “No Appearance” if courier delivery chosen. |
| Married surname adoption | ✅ | Must tick “Change of Surname” and upload PSA Marriage Certificate. |
| Minor data correction (e.g., address) | ✅ | Edit fields online; appearance only if change is material (birth date, name). |
| Clearance lost but photo/scan of old number kept | ✅ | Input the code; print receipt as proof. |
| Clearance older than 3 years or handwritten (pre-2014) | ❌ | Must file as new applicant (fresh biometrics). |
| Prior HIT result unresolved | ❌ | Must appear personally for verification. |
5. Step-by-Step Renewal Procedure (2025 flow)
Create / log in at https://clearance.nbi.gov.ph.
Click “RENEW” → encode the old clearance number.
Update any personal data that has changed.
Select appointment date & branch (or Door-to-Door Delivery option).
Choose payment channel—GCash, Maya, 7-Eleven Cliqq, Bayad Center, LandBank Link.Biz, or over-the-counter bank partners.
Pay the fee (₱130 + ₱25–₱40 service fee). A reference number will confirm payment.
On appointment day:
- If system flags “NO APPEARANCE”, you need not show up; wait for courier.
- Otherwise, proceed to the selected NBI site for photo & fingerprint re-capture (≈5 minutes barring queues).
Claim / receive the printed clearance. Electronic PDF copies (digitally signed per RA 8792) are downloadable in your account dashboard.
HIT handling: If your name matches an unresolved criminal record, an NBI Quality Control Interview is scheduled; bring two valid IDs and any court clearances to expedite.
6. Fees, Turnaround, and Validity
| Item | Standard | Notes |
|---|---|---|
| Base NBI fee | ₱130 | Fixed nationwide under 2023 fee circular. |
| E-payment service | ₱25 – ₱40 | Varies by channel (lowest via GCash). |
| Courier delivery | Metro Manila: ₱200 • Outside MM: ₱250 | 3–7 working days. |
| Processing time (no HIT) | 10 minutes walk-in; 24 hrs online/courier | ARTA maximum: 3 working days. |
| Certificate validity | 1 year from date of issuance | No extension; renewal required for fresh validity. |
7. Special Situations
Lost Old Number & Certificate
- Retrieve via the email confirmation of your previous application, or
- Request a Record Retrieval at any NBI branch (₱200 search fee).
Overseas Filipino Workers (OFWs)
- Philippine embassies & consulates offer Renewal by Mail using the old number.
- Biometrics kits are deployed in high-volume posts (e.g., Jeddah, Hong Kong).
Applicants with disabilities
- Under RA 10754 and RA 7277, NBI satellite sites must provide priority lanes; a representative may process payment but biometric capture must be personal unless medically impossible (in which case the NBI Medico-Legal Division issues guidance).
Name Change by Judicial Decree
- Submit annotated PSA birth certificate or court order; the system converts the renewal into a new application because biometrics remain but identity record must be relabeled.
8. Data Privacy & Security Considerations
- Consent forms now embedded in the online portal comply with §12-§13 of RA 10173.
- Biometrics storage uses the NBI Automated Fingerprint Identification System (AFIS) encrypted to FIPS 140-2 standards.
- Applicants may file a Data Subject Access Request (DSAR) for correction or deletion under NBI Data Privacy Manual rev. 2024.
9. Penalties & Offenses
| Violation | Governing Provision | Penalty |
|---|---|---|
| False information or identity substitution | Art. 171 RPC (Falsification) + RA 10867 §20 | Prisión correccional + fine up to ₱100,000 |
| Unauthorized sale of appointment slots | RA 11032 §14 | 1st: 6-month suspension; 2nd: dismissal & perpetual disqualification; criminal prosecution. |
| Data breach due to employee negligence | RA 10173 §26-§27 | 1–3 yrs imprisonment + ₱500k–₱2m fine |
10. Frequently Asked Questions (FAQ)
Can I renew with my old number even if I changed jobs? Yes. Employment status does not affect eligibility.
What if I paid but forgot to take note of my reference number? Log in → “Transactions” tab; receipt is auto-saved.
Do I need barangay or police clearance first? No. The NBI Clearance is itself a national background-check document.
Is the PDF copy acceptable for online job portals? Generally yes. For foreign embassies and PRC license renewal, a printed hard copy is still required.
How early may I renew? Anytime, even months before expiry; the new certificate will simply carry a new one-year validity.
11. Key Takeaways
- Keep a clear scan or photo of every NBI Clearance; the old number is the golden key to a hassle-free renewal.
- Update personal data honestly; mismatches trigger a HIT and delay issuance.
- Leverage online payment and courier delivery to comply with RA 11032’s “zero-contact” mandate and avoid fixers.
- Check laws regularly; fees and procedural rules can change by memorandum without congressional action.
Disclaimer: This article is for general legal information only and does not constitute legal advice. Procedures and fees are accurate as of 15 July 2025 but may change by subsequent NBI memoranda or legislation. Always verify with the official NBI website or your nearest NBI branch before acting.