I. Overview and legal nature of an NBI Clearance

An NBI Clearance is an official certification issued by the National Bureau of Investigation (NBI) indicating whether a person’s name appears in the NBI’s records, and if so, whether the record results in a “HIT” requiring further verification. In practice, it is commonly required for employment, travel/visa, licensing, business transactions, government applications, and other purposes that demand background screening.

Losing an old NBI Clearance does not cancel your identity in the NBI system. It simply means you no longer have the physical copy (and any printed reference information on it). Renewal remains possible because renewals are tied to the applicant’s personal data and NBI record, not to possession of the prior printed clearance.

II. Key concepts relevant to renewal when the old clearance is lost

A. “Renewal” vs “new application”

In everyday usage, applicants refer to a later application as a “renewal.” Procedurally, the NBI system may treat your transaction as either:

a renewal (using prior registration data), or
a new registration (if the system cannot match you, you have no retrievable old record, or your prior record is too old/inconsistent).

A lost old clearance is not automatically a barrier to either. The main practical issue is whether you still have access to the old NBI ID number (commonly printed on the clearance) or your prior registration details that allow the system to pull your profile more easily.

B. Validity and purpose matter

NBI Clearances are time-sensitive. Many requesting institutions require a clearance issued recently (often within a period they specify). A lost clearance—valid or expired—cannot be “reprinted” merely because it existed; what you typically need is a newly issued clearance. Whether you call it renewal or new issuance, the goal is an updated clearance tied to your current records.

C. The “HIT” system and delays

A HIT occurs when the name (and sometimes date of birth or other identifiers) matches or resembles a name in NBI’s database. A HIT does not automatically mean a criminal record; it triggers further verification. Applicants with HIT may be asked to return on a release date or undergo additional checks. Losing your old clearance does not cause a HIT by itself; name matches do.

D. Identity consistency

Renewal is smoother when your personal details are consistent across applications. If you changed your:

name (e.g., through marriage, annulment, adoption, correction of entry),
birth details, or
other key identifiers, you may need supporting civil registry documents to avoid mismatches and reduce the chance of delays.

III. Practical steps: how to renew when the old NBI clearance is lost

Step 1: Prepare your identification documents

You will generally need at least one (often two) valid government-issued IDs. Bring the original and, as a precaution, a photocopy.

Commonly accepted IDs (examples):

Philippine Passport
Driver’s License
UMID (where applicable)
PhilSys National ID (or ePhilID subject to acceptance rules at the site)
PRC ID
Postal ID (depending on current acceptance practice)
Voter’s ID/Voter certification (where applicable)
Senior Citizen ID (for seniors)
School ID (for students, typically with current registration/assessment; acceptance can vary)
PWD ID (supplementary; typically not standalone)

Practical guidance: Use IDs with clear photo and complete name details. If your name includes suffixes (Jr., III) or multiple surnames, ensure your IDs reflect this consistently.

Step 2: Attempt to access prior registration/renewal credentials (if available)

If you remember any of the following, it can help:

your prior NBI ID number (often printed on the old clearance),
the email used in prior registration,
login credentials, or
reference numbers from old appointments/receipts.

If none are available (typical when the clearance is lost), proceed as though you are applying again. The NBI system can still match you through biographic and biometric data.

Step 3: Complete the online application and set an appointment

NBI clearance processing is appointment-based. The usual workflow includes:

Registration or login
Encoding/confirming personal information
Selecting purpose (local employment, travel, etc.)
Choosing an NBI branch/site
Setting an appointment date/time
Payment through accredited channels
Generating/keeping your reference number/appointment details

If the site prompts for the old NBI ID number:

If you do not have it, choose the available alternative pathway (e.g., register anew).
Use consistent details matching your civil registry and IDs.

Step 4: Pay the fee and keep proof of payment

Payment is usually required before your appointment is confirmed. Keep:

the reference number, and
proof of payment (printed or digital copy).

Step 5: Appear at the NBI site for biometrics and photo capture

Bring:

your appointment/reference details,
valid IDs, and
any supporting civil registry documents if needed (see Section IV).

At the site, typical steps include:

document checking,
encoding verification,
photo capture,
fingerprint capture, and
final verification/releasing instructions.

Step 6: Release or return schedule (if HIT)

If no HIT: release may be same-day or within the site’s normal release time.
If HIT: you may be given a return date for release after verification.

Step 7: Keep the new clearance and record key details

Once issued, record and store:

your NBI ID number (if printed),
reference number,
issue date,
and a scanned copy (securely stored).

This reduces hassle if you lose it again.

IV. Requirements and special situations when the old clearance is lost

A. When you have no old NBI number and no account access

This is common. The practical approach is:

register again and proceed with standard issuance. Biometrics typically allow the system to identify duplicates and associate your record. Duplicate records can slow things down if your personal details were inconsistent, so be meticulous in encoding.

B. Name changes or discrepancies

If your current name differs from your past record or your IDs show differences, bring supporting documents, such as:

PSA-issued Marriage Certificate (for married applicants using married surname)
PSA-issued Birth Certificate (for identity verification)
Court decree/decision and certificate of finality (where applicable)
Annotated PSA documents if corrections/annotations exist
Government-issued IDs reflecting the updated name

Best practice: Align the online encoded name with what is shown on your primary ID, and ensure it is defensible with PSA documents.

C. Two people with similar names (common source of HIT)

If you often get HIT due to a common name, expect:

possible verification delay, and
a return date for release.

Bring additional IDs and, if available, documents showing distinguishing details (middle name, complete birth date, address history) to reduce confusion.

D. Applicants with existing cases/records

If your name is associated with a record, release may require further verification. Depending on the situation, you may be asked for:

court orders,
certificates of disposition,
dismissal/acquittal documents, or
other proof clarifying the status of a record.

The NBI evaluates whether the record affects clearance issuance and what annotation (if any) is appropriate.

E. Lost clearance that is still within validity

Even if the old clearance was “still valid,” many institutions require an original physical copy. In most cases, you still need a newly issued clearance because:

replacement/reprint policies are not guaranteed across time and sites, and
requesting institutions may demand a fresh issuance date.

Practically, treat it as a new issuance/renewal: reapply and obtain a replacement clearance with a current issuance date.

F. Applicants outside the Philippines (abroad)

For Filipinos abroad, NBI Clearance is commonly applied for via:

authorized representatives in the Philippines (subject to NBI rules), or
processes involving fingerprint cards and consular authentication (depending on the current system design in effect).

When the old clearance is lost, the key is still identity verification. The difficulty abroad is biometrics capture. Requirements can be document-heavy: passports, authorization letters, and properly taken fingerprints. Where possible, verify that you can comply with the current biometrics method for overseas applicants.

V. Step-by-step checklist (lost old clearance)

Before the appointment

At least 1–2 valid IDs (original; bring photocopies)
Online application completed with accurate details
Appointment scheduled
Payment completed
Reference number/appointment details saved/printed
Supporting PSA/court documents if name/birth details differ from prior records

At the appointment

Present IDs and appointment details
Verify encoded information
Biometrics and photo captured
Receive release instruction (same day or return date)

After issuance

Store original securely
Keep a scanned copy
Record clearance identifiers for future renewals

VI. Common issues and how to avoid delays

1) Encoding errors

Typos in name, birthdate, birthplace, or address can cause mismatches and HIT-like complications. Double-check entries before confirming.

2) Using inconsistent names across documents

Example: using a married surname online but presenting IDs still in maiden name. Choose one naming convention consistent with your strongest ID set and supported by PSA documents.

3) Missing middle name or wrong suffix

In Philippine records, middle name and suffix matter. Encode exactly as shown on your primary ID and PSA record.

4) Expecting instant release despite HIT

Plan for return dates if you have a common name or prior HIT history.

5) Not bringing enough IDs

Bring two IDs when possible. If one ID is not accepted at the site, a backup prevents wasted trips.

VII. Fees, payment, and receipts (practical points)

NBI Clearance involves a processing fee plus possible e-payment convenience fees depending on channel. Keep proof of payment. If you reschedule or miss an appointment, follow the platform’s instructions on whether the payment can be reused within a certain period.

VIII. Data privacy and handling

Because NBI Clearance processing involves sensitive personal information and biometrics, applicants should:

avoid sharing reference numbers publicly,
keep digital copies in secure storage, and
be cautious with fixers or unauthorized intermediaries.

Engaging fixers can expose you to fraud risk, identity misuse, or administrative complications.

IX. Frequently asked questions

1) Is an affidavit of loss required to renew an NBI clearance?

For most applicants, renewal/issuance is handled by reapplying through the standard process without requiring an affidavit of loss. However, an affidavit may become relevant in specific scenarios where a requesting institution asks for it, or where a particular transaction requires a sworn statement about loss. As a practical matter, bring one only if you already know it will be demanded for your purpose.

2) Can the NBI reprint my lost clearance?

Policies and capabilities can vary by system version and site practice. Many applicants are issued a new clearance rather than a “reprint.” The most reliable way to replace a lost clearance is to apply again and obtain a newly issued clearance.

3) Will losing my old clearance affect my status or cause a HIT?

No. HIT results from database matches, not from losing a document.

4) What if my old clearance had an annotation but I lost it?

If the database record remains, the new issuance may reflect the same underlying record considerations. Bring supporting documents (e.g., court dispositions) if your case status has changed or if you anticipate verification issues.

5) What if I can’t remember the email used before?

Proceed with a fresh registration/application. Your biometrics and personal data can still be matched during processing.

X. Practical template: documents to bring for common profiles

A. Standard employee applicant (no name change)

Passport or Driver’s License + one other ID
Appointment details and reference number

B. Married applicant using married surname

Primary ID reflecting married name
PSA Marriage Certificate
Secondary ID (preferably reflecting the same name)

C. Applicant with corrected/annotated birth record

Annotated PSA Birth Certificate
Updated government IDs
Supporting court/administrative documents if applicable

D. Applicant with prior HIT history

Two strong government IDs
Any prior NBI release slips (if still available)
Documents that clarify identity and distinguish you (optional but helpful)

XI. Notes on compliance and lawful processing

NBI Clearance issuance is an official government process. Applicants must provide accurate information and submit to identity verification. Misrepresentation can result in denial of issuance and potential legal consequences, depending on the nature of the falsehood and how it is used.

XII. Bottom line

When an old NBI Clearance is lost, the process is effectively replacement through renewal/new issuance: prepare valid IDs, complete the online application and payment, appear for biometrics, and obtain a newly issued clearance. The absence of the old physical clearance is usually not a legal obstacle; accuracy of identity details and the presence or absence of a HIT are what typically determine speed and outcome.