NBI Clearance Replacement in the Philippines
A detailed legal-practice guide (2025 edition)
1. What “replacement” means
In NBI parlance, replacement is the issuance of a fresh clearance while the previous one is still within its one-year validity but can no longer be produced or used—because it was lost, stolen, destroyed, mutilated, or bears an error that must be corrected. Renewal, by contrast, is sought after the old clearance has expired. (How to Replace a Missing NBI Clearance in the Philippines, How to Replace a Missing NBI Clearance in the Philippines)
2. Statutory and regulatory foundations
| Source | Key provisions for clearance replacement |
|---|---|
| Republic Act No. 157 (1947) | Created the Bureau of Investigation (now NBI) and empowered it to issue criminal-record certifications. (REPUBLIC ACT No. 157 June 19, 1947 - The Lawphil Project) |
| Republic Act No. 10867 (2016) | Reorganized the NBI; s. 4(c) designates it as the national clearing-house of criminal records, while s. 11 allows it to retain 30 % of clearance fees for modernization. (REPUBLIC ACT NO. 10867 - AN ACT REORGANIZING AND ... - ChanRobles) |
| Data Privacy Act (RA 10173) & NPC issuances | Require legitimate purpose, proportional data collection, and secure processing of biometrics and criminal-record data. |
| Revised Penal Code arts. 171-172 | Penalize falsification or use of falsified NBI clearances. |
| NBI Internal Memo 001-2023 (publicly released via clearance.nbi.gov.ph) | Consolidated online appointment, e-payment and biometrics rules—applies equally to first-time issuance, renewal and replacement. (NBI CLEARANCE - National Bureau of Investigation) |
3. When must you apply for a replacement?
| Scenario | Replacement needed? | Extra document(s) |
|---|---|---|
| Lost or stolen clearance (still valid) | Yes | Notarized Affidavit of Loss; police blotter if theft |
| Damaged/illegible print | Yes | Bring damaged copy for cancellation |
| Wrong personal data printed | Yes | Documentary proof of correct data (e.g., PSA birth certificate) |
| Change of civil status/name | Yes (treated as correction) | PSA marriage certificate / court order |
| Clearance expired or expiring | No → file renewal instead | — |
4. Documentary requirements (2025 list)
- Online appointment confirmation page & reference number (mandatory for all NBI sites). (Requirements for NBI Clearance| September 2024)
- One (1) valid government-issued ID (original). List mirrors DFA guidelines (e.g., Philippine passport, PhilSys Card, UMID, driver’s license, etc.). (NBI Clearance Requirements: Complete and Updated List for 2024)
- Affidavit of Loss (for lost/stolen) or supporting civil-status documents (for corrections). (Affidavit of Loss Submission to NBI - respicio.ph)
- Payment receipt of the statutory fee (₱130) plus e-payment service charge (₱20–₱40) and, where required, a nominal re-printing fee (₱25–₱50). (How to Replace a Missing NBI Clearance in the Philippines, How to Get a Replacement NBI Clearance When Your Receipt Is Lost in the ...)
5. Step-by-step procedure (walk-through)
| Stage | Action |
|---|---|
| 1. Online registration | Log in or create an account at clearance.nbi.gov.ph, choose “APPLY FOR CLEARANCE” → “REPLACEMENT (LOST/DAMAGED/ERROR)”, select branch, date & time. (NBI CLEARANCE - National Bureau of Investigation) |
| 2. Fee payment | Pay via e-wallet (GCash, Maya), 7-Eleven CliQQ, or bank OTC within the reference’s validity period. Keep the receipt. |
| 3. Personal appearance | Arrive 15 min early in proper attire. Present ID, receipt, and Affidavit of Loss/supporting papers. Your old record is pulled from the NBI database; fresh photo and biometrics are captured if systems show any change in appearance or after 12 months from last capture. |
| 4. Quality control / “HIT” verification | If your name yields a “HIT”, verification investigators have 5–15 working days to clear or match records. Provide additional affidavits if summoned. |
| 5. Release | Normal clearance: same day; with HIT: up to 15 working days. Claim at window or choose courier delivery (extra ₱200). |
6. Overseas, minor & representative applications
- Filipinos abroad may file through the nearest Philippine embassy/consulate following DFA-NBI joint guidelines; notarised Special Power of Attorney lets a representative complete biometrics in Manila. (Download | Philippine Embassy of Wellington New Zealand)
- Applicants under 18 must appear with a parent/guardian and present a PSA birth certificate plus guardian’s ID.
- Authorized representative collecting the printed clearance presents: (a) claimant’s authorization letter, (b) photocopy of claimant’s ID, (c) representative’s original ID.
7. Fees, validity & record retention
| Item | Amount / period |
|---|---|
| Standard replacement fee | ₱130 (all purposes) (How to Replace a Missing NBI Clearance in the Philippines) |
| E-payment service fee | ₱20–₱40 (varies by channel) (How Much Is an NBI Clearance Fee?) |
| Optional re-printing fee | ₱25–₱50 (depends on NBI branch) (How to Get a Replacement NBI Clearance When Your Receipt Is Lost in the ...) |
| Courier delivery | ₱200 (Luzon/Visayas/Mindanao flat rate) |
| Validity of new clearance | 1 year from date of issue (same as first issuance) |
| NBI retention of biometrics & record | Minimum 5 years; longer if subject’s name generated a verified HIT, pursuant to RA 10173 “retention period proportionality” rule. |
8. Affidavit of Loss (quick template)
AFFIDAVIT OF LOSS
I, [Name], Filipino, of legal age, residing at [address], after having been sworn in accordance with law, depose and say:
- That I was issued an NBI Clearance bearing number [number] on [date] for [purpose].
- That on or about [date], while at [place], said clearance was [lost/stolen/destroyed] and has since been impossible to locate despite diligent search.
- That I execute this affidavit to attest to the truth of the foregoing facts and to request the NBI to issue me a replacement.
IN WITNESS WHEREOF…
Notarization fee ranges ₱100–₱200. (Guidance on Lost NBI Clearance: Legal Recourse and Procedures Under ...)
9. Liabilities & red flags
- Using or presenting a falsified clearance is falsification of an official document (RPC arts. 171–172) and estafa through falsification if done for gain.
- Selling appointment slots violates the Anti-Red-Tape Act (RA 9485, as amended) and Anti-Fixing statutes.
- Attempting to “reactivate” a clearance whose data was deliberately hidden (e.g., to dodge an arrest warrant) may lead to obstruction charges under PD 1829 and RA 10867 s.6(b).
10. Best practice tips for 2025
- Keep a scanned soft copy and note your NBI Clearance ID Number; you can often retrieve the document through the NBI portal if merely misplaced.
- Book at least two weeks ahead—Manila & Cebu slots for replacements fill quickly because they share queues with renewals.
- Dress per NBI attire code (no sleeveless, shorts, slippers) to avoid refused entry.
- Monitor your e-mail/SMS for verification notices; failure to appear within 30 days cancels the application and fees are forfeited.
- Mind your data privacy: hand your clearance only to trusted parties; it contains your full name, birthday, and biometrics barcode.
Key take-away
Replacing an NBI Clearance is legally equivalent to applying anew, but with the added onus of explaining the loss or error. Knowing the statutory bases, gathering the correct papers (especially the Affidavit of Loss), and following the NBI’s online workflow ensure a smooth, same-day release in most cases—and help you avoid needless legal exposure or hiring delays.