NBI CLEARANCE RENEWAL REQUIREMENTS IN THE PHILIPPINES
A comprehensive legal overview (2025 edition)
1. Legal Framework and Policy Basis
| Instrument | Key Points |
|---|---|
| Republic Act No. 157 (1947) | Created the National Bureau of Investigation (NBI) and vested it with the power to issue clearances certifying that the bearer has no pending criminal record or derogatory information in the national database. |
| Department of Justice (DOJ) Department Circular No. 11-94 | Consolidates rules on clearance issuance, defines “renewal,” and fixes official fees. |
| NBI Revised Manual of Rules & Regulations (2016) | Operational guidelines: biometric capture, “HIT” verification, validity period, and digital authentication. |
| Ease of Doing Business & Efficient Government Service Delivery Act (RA 11032) | Treats NBI clearance as a simple transaction—target processing time of one working day for renewals with no “HIT.” |
| Data Privacy Act of 2012 (RA 10173) | Governs collection, retention, and release of biometric and personal data. |
| Apostille Convention (PH accession 2019) | Allows foreign use of NBI clearances once apostilled by the DFA, replacing the old “red-ribbon” authentication. |
Validity: An NBI Clearance is valid one (1) year from date of issuance, after which a renewal is required for most official purposes.
2. Who May Renew
- Filipino citizens—resident or overseas.
- Resident aliens legally staying in the Philippines.
- Foreign nationals previously issued an NBI clearance for local employment, who need continuity (e.g., visa extension).
Tip: A clearance may be renewed even before expiry if an employer, embassy, or licensing agency demands a document with a longer validity window.
3. Core Documentary Requirements (Walk-in or Online-assisted)
| Requirement | Notes |
|---|---|
| a. Old or Expired NBI Clearance | Preferred but not strictly mandatory—the NBI I.D. number accelerates retrieval of your record. |
| b. One (1) Valid Government-issued I.D. (original & photocopy) | Accepted IDs include: Passport, Driver’s License, UMID/SSS, PhilHealth, PRC License, Postal ID, Voter’s ID, Barangay Certificate, Senior Citizen, PWD, OFW, TIN, ACR I-Card, School ID (for students). |
| c. Printed Online Application Form (QR-coded) | Generated after scheduling an appointment in the NBI Clearance Online System. |
| d. Payment Proof / Reference Code | ₱130 statutory fee + ₱25 e-payment service fee. Additional courier charge for Quick Renewal (₱160 – ₱200 Metro/provincial; variable for overseas). |
| e. Authorization Letter & IDs (if renewing by proxy) | Both proxy and applicant must provide valid IDs; biometrics are skipped only if applicant’s fingerprints/photo are still usable. |
4. Renewal Pathways
Standard Online Appointment (Recommended)
- Log in or create an account at clearance.nbi.gov.ph.
- Choose “RENEW”, input your Old NBI I.D. No.
- Select branch, date, and time slot.
- Pay via GCash, Maya, 7-Eleven CliQQ, Bayad Center, or partner banks/OTC.
- Visit branch on schedule for photo & fingerprint capture (unless system says “Biometrics Not Required”).
- Claim within the day if “No HIT”; otherwise after DOJ/NBI Quality Control (5-15 working days).
Quick Renewal / Door-to-Door Delivery
- Still online, but you pick “NBI Clearance Quick Renewal.”
- No appointment; no personal appearance unless you have a “HIT” or outdated biometrics.
- Pay clearance fee plus courier.
- Delivery: 3-7 working days Metro Manila; 7-15 working days provincial; 2–4 weeks overseas.
Kiosk Renewal (select malls)
- Self-service kiosks verify old I.D. number, collect payment, and print new clearance in minutes if no “HIT.”
- Limited rollout; check NBI or mall advisories.
5. Special Scenarios & Additional Documents
| Scenario | Additional Requirements |
|---|---|
| “HIT” (Name Match) | Wait for adjudication. NBI may ask for an Affidavit of Denial/Explanation, court clearance, or police certification. |
| Change of Name / Civil Status | PSA Marriage Certificate, Court Order, or Annotated Birth Certificate. |
| Correction of Birth Date/Gender | Supporting civil registry documents. |
| For Minors (15–17 years) | Birth Certificate & parental consent; parent’s valid ID. |
| OFWs currently abroad | Passport copy, authorization letter to Philippine representative (for pick-up) or Quick Renewal overseas shipping. |
6. Step-by-Step Walk-in Renewal (Illustrated)
- Register / Log-in ➜ 2. Select RENEW ➜ 3. Fill Personal Details (must exactly match valid ID) ➜
- Appointment & Payment ➜ 5. Biometrics / Photo ➜ 6. Verification & Release ➜ 7. Apostille (optional).
Processing Time: • No HIT – 1 hour to same day • With HIT – 5–15 working days (investigation & database validation)
7. Apostille / Foreign Use
- Secure fresh NBI Clearance.
- Submit to DFA-OCA (Aseana) or any DFA Consular Office for Apostille; fee: ₱200 (regular, 3 working days) or ₱400 (express, 1 day).
- For countries not party to the Apostille Convention, request traditional Authentication/Legalization at the foreign embassy after DFA certification.
8. Fees & Charges (2025 Schedule)
| Item | Amount |
|---|---|
| NBI Clearance (statutory) | ₱130 |
| E-payment service | ₱25 |
| Courier – Metro Manila | ₱160 |
| Courier – Provincial | ₱190 ± |
| Overseas Courier | Depends on destination (₱1,500 – ₱2,500 typical) |
| Apostille (DFA) | ₱200 (regular) / ₱400 (express) |
Fees are non-VAT and subject to revision by DOJ / NBI.
9. Rights, Liabilities, and Penalties
- Data Subject Rights – Access, correction, erasure under RA 10173.
- Falsification of Public Documents – Art. 171, Revised Penal Code (prision mayor & fine).
- Fixer Prohibition – Anti-Red-Tape Act; administrative and criminal sanctions on “fixers.”
- Processing Deadlines – Failure of the NBI to release renewal clearances within one working day (simple transaction) absent a “HIT” exposes officials to penalties under RA 11032.
10. Frequently Asked Questions
| Question | Answer |
|---|---|
| Can I renew without my old clearance? | Yes, but you must provide additional personal data; expect a slightly longer encoding time. |
| Does a “HIT” mean I have a case? | Not necessarily; it only indicates a namesake or pending record that needs manual review. |
| Is personal appearance always required? | No. If your biometrics are less than 5 years old and there is no HIT, Quick Renewal skips appearance. |
| May I authorize someone to claim my renewed clearance? | Yes—with an authorization letter and both parties’ valid IDs. |
| How soon should I renew before the expiry date? | Anytime; most employers/embassies want at least 6 months validity left, so renew accordingly. |
11. Practical Tips
- Use the exact name format on your passport or birth certificate to avoid “HIT.”
- Double-check email and mobile number—all status updates and e-receipts go there.
- Schedule early morning slots to beat queues; senior citizens, PWDs, pregnant women, and solo parents have priority lanes (RA 9994 & RA 8972).
- Keep digital copies (PDF scan) of your clearance for easy reference, but remember only the printed, original security paper is normally accepted.
12. Conclusion
Renewing an NBI Clearance in 2025 is largely streamlined through mandatory online appointment-setting and nationwide payment channels. While the essential documentary load is light—valid ID plus the old clearance—one must still be prepared for contingencies such as a “HIT” or civil-status changes. Given its breadth of use—from local employment and firearms licensing to overseas migration—timely renewal is a prudent legal habit.
Disclaimer: This article summarizes rules and fees current as of July 10 , 2025. Regulations may change; always confirm with the official NBI portal or the DOJ for the latest circulars.