Executive Summary

When you apply for an NBI Clearance, your name and biometrics are checked against the National Bureau of Investigation’s database of criminal records, pending cases, warrants, and derogatory information. A “HIT” means there is a name or data match that requires manual verification before the Bureau can release your clearance. A HIT is not automatically a criminal record. It can be as simple as a namesake who once had a case. This article explains what a HIT is, why it happens, how the verification works, what documents may be required, timelines, common outcomes, and how to avoid repeat delays.

Key idea: A HIT triggers Quality Control/Adjudication—you may be asked to return or submit proof to confirm you are not the person involved in the matched record, or to clear outstanding issues if you are.

What Exactly Is a “HIT”?

A database flag that your identity may match an entry with a derogatory record (e.g., pending case, warrant, conviction) or that you share identifiers (name, birthdate, alias) with someone who does.
Common causes:
- Namesakes (very common surnames or identical full names).
- Old cases you were involved in (even if later dismissed/archived/acquitted).
- Active cases, warrants, or watchlist entries.
- Data inconsistencies (different spellings, maiden/married names, birthdates).

Important: A HIT does not mean guilt or that you will be arrested at the NBI. The Bureau’s verification clarifies identity and case status.

What Happens After You Get a HIT?

1) On-Site Notice & “Verification” Slip

After biometrics and photo, the system shows HIT; you receive a verification/return slip with a date to come back or an instruction to proceed to Quality Control/Adjudication on the same day, if available.

2) Quality Control (QC) / Adjudication

NBI personnel compare your fingerprints/biometrics against the record that triggered the match and review the case abstract.
If it’s a namesake only, QC usually clears you and marks “No Record on File” or “No Derogatory Record”; your clearance is then released with your purpose (e.g., local employment, travel, visa).

3) If the Match Is Truly About You

NBI may require documents to show that the case is terminated, dismissed, or resolved, or to reflect its current status:

Court Disposition (e.g., Order of Dismissal, Judgment of Acquittal).
Prosecutor’s Certification/Resolution (e.g., case dismissed or for further investigation).
Certificate of Finality (if applicable).
Compliance records (e.g., probation completion).
Government ID updates for identity consistency.

If there is an active case or warrant, NBI will not “clear” it. You will be advised to appear before the proper court or prosecutor. The NBI is not the forum to contest an active criminal matter.

Possible Outcomes After Verification

Cleared (Namesake Only) – Clearance released with standard remark (often no remark or “No Record”).
Cleared With Annotation – If you previously had a case that was dismissed/acquitted, the clearance may bear an annotation such as “Noted case dismissed on [date]” depending on internal protocols.
For Compliance – You must submit supporting documents (court/prosecutor certifications) before release.
Not Cleared – If there’s a pending/active case or warrant, the NBI will withhold clearance for that purpose until the case is resolved or proper legal steps are taken.

Documents Frequently Requested

Government-issued IDs (consistent name/birthdate).
Court Order/Decision (showing dismissal, acquittal, or finality).
Prosecutor’s Resolution (case dismissed or withdrawn).
Affidavit of One and the Same Person (to explain variant spellings or name changes), with supporting IDs.
Marriage/Annulment/Change-of-Name papers if surname changed.

Bring originals and photocopies. Clear, legible documents speed up verification.

Practical Timeline & Tips

Namesake HITs can clear the same day or on your return date, depending on office load.
If supporting documents are needed, the timeline depends on how fast you secure court/prosecutor certifications.
Book early if you have travel/visa/employment deadlines.
Use consistent personal data across IDs (complete middle name, correct birthdate).
If you had a prior case (even dismissed), bring the disposition proactively to avoid repeat delays.

Special Situations

1) Dismissed/Archived Case in the Past

Even if a case was dismissed years ago, it may still trigger a HIT because the underlying entry exists in the database.
Provide the dismissal order or resolution; once verified, your clearance is usually released (sometimes with an annotation).

2) Sealed Juvenile Matters

Juvenile records are treated differently, but identity overlaps can still trigger a HIT. Bring any official paperwork you may lawfully possess; otherwise, QC will rely on biometrics and internal notes.

3) Warrants

The NBI cannot “cancel” a warrant. You (through counsel) must appear before the issuing court to address it (e.g., recall/quash or post bail). NBI may advise you of the case docket and court for coordination.

4) Migrant Workers / Overseas Applicants

For tight schedules, bring a complete packet (IDs, prior dispositions). If you know you once had a case, prepare certified copies to avoid multiple visits.

Legal & Policy Touchpoints (Plain-English)

Purpose of Clearance: The NBI issues clearances for employment, licensing, travel, immigration, and other official uses; it is a character/record check, not a court judgment.
Data Privacy & Identity Verification: Your biometrics and personal data are processed to distinguish you from namesakes; mismatched data often explains a HIT.
Due Process: If a case truly involves you, the court/prosecutor is the proper venue to dispute it. The NBI’s role is to report, not to adjudicate the merits.

How to Prepare Before Applying (Avoid Repeat HITs)

Standardize Your Name: Use your PSA birth name (or most recent court-sanctioned name). Include a full middle name, not just an initial.
Check Your Documents: Ensure your IDs match (name, birthday). Fix discrepancies at the civil registry if needed.
Bring Proof of Disposition: If you ever had a case—even dismissed—carry certified true copies of court/prosecutor documents.
Use the Same Mobile/Email in applications to keep your reference number and updates straight.
Keep Copies of prior NBI clearances and verification slips; they help QC locate earlier annotations.

Step-by-Step: From HIT to Clearance

Apply & Enroll Biometrics (photo, fingerprints).
HIT Appears → Receive a verification/return slip.
Proceed to QC/Adjudication (same day or return on indicated date).
Identity Check (biometrics vs. record; interview).
If Namesake: Cleared → Release of clearance.
If You Had a Case: Submit disposition documents → QC reviews → Release (often with or without annotation).
If Active Case/Warrant: Referred to court/prosecutor; clearance withheld until resolved.

Frequently Asked Questions

Does a HIT mean I have a criminal record? No. It often means you share a name with someone who does. Verification sorts this out.

Will I be arrested at the NBI if I have a HIT? Routine HITs do not lead to arrest. If there is an outstanding warrant and law enforcement is present, arrests can happen anywhere—not specifically because of the NBI process. Consult a lawyer if you suspect a warrant.

My case was dismissed. Why do I still get a HIT? Because the system still flags historical entries. Bring proof of dismissal to speed up release.

Can the NBI delete old entries? The NBI maintains records for law-enforcement purposes. Dismissed entries are not “erased,” but verification will allow release of your clearance (sometimes with a benign annotation).

How long is an NBI Clearance valid? Validity is printed on the face of the clearance and depends on the purpose/policy at issuance. Always check the date shown on your document.

Can I change my name to avoid a HIT? A legal change of name requires a court/administrative process and does not guarantee you’ll avoid HITs if your new name is also common. The better approach is consistent data and keeping disposition papers handy.

Templates & Checklists

A) Personal HIT Pack (Bring These)

2 valid government IDs (matching name/birthdate).
Photocopies of IDs.
If applicable: Court Order/Decision, Certificate of Finality, Prosecutor’s Resolution, Probation discharge, or Affidavit of One and the Same Person with supporting IDs.
Prior NBI verification slip or old NBI clearance (if any).

B) “Affidavit of One and the Same Person” (Outline)

I, [Name], of legal age, state that [Name Variant 1], [Name Variant 2], and [PSA Name] refer to one and the same person, due to [reason: typographical error, married name, etc.]. Attached are copies of my IDs/PSA records. I execute this to clarify identity for NBI verification and other lawful purposes.

(Execute before a notary public and attach IDs.)

For Employers, Schools, and Agencies

A candidate with a HIT is not necessarily disqualified. Allow reasonable time for verification.
When an applicant submits a clearance with benign annotation (e.g., case dismissed), assess based on final disposition, not the fact of a past allegation.
Avoid retaining copies of raw verification slips that disclose sensitive details beyond the clearance; respect data privacy.

Key Takeaways

HIT = extra verification, not automatic guilt.
Namesakes are the most common reason.
If you had a past case, bring disposition documents.
The NBI cannot clear active warrants/cases—only courts and prosecutors can.
Consistent identity data and a prepared HIT Pack make future applications faster.

This article provides general information only and does not replace specific legal advice. For case-specific concerns—especially if you suspect an active case or warrant—consult a Philippine lawyer.