Executive snapshot

When you apply for an NBI Clearance, a HIT means your name (or a variation of it) matches a record in NBI’s database (e.g., a criminal case, complaint, warrant, or a namesake previously involved in a case).
A HIT is not automatically a finding of guilt. It pauses release of the clearance for manual verification.
Outcomes after verification: (a) clearance released (namesake only), (b) clearance released with annotation (e.g., case dismissed/terminated), or (c) hold pending your submission of court/prosecutor documents or resolution of a live case/warrant.
You typically must personally appear at the NBI Quality Control/Verification window on your appointment date (or on the date they set) and bring IDs and any disposition papers (if you had a prior case).

Why applicants get a HIT

Namesakes
- Same or similar first–middle–last name, plus variants (maiden/married names, hyphenated surnames, common nicknames).
- Minor differences in spelling/spacing/punctuation can still trigger a match.
Past or pending cases
- You, or someone with your exact identity details, has/had a criminal complaint, case, or warrant on record (even if later dismissed).
Data inconsistencies
- Alias use, inconsistent middle names/initials, incomplete birthdates, or prior encoding errors that need correction.

What a HIT means for release timing

Standard (no hit): clearance prints the same day after biometrics and payment.
With HIT: release is deferred until manual verification by NBI. Many centers provide a return date (or instruct you to monitor status) and require in-person verification before printing.

Tip: If you know you once had a case (even if dismissed), bring certified true copies of the disposition on your first visit to avoid a second trip.

What happens during verification (Quality Control / “Q.C.”)

Identity confirmation – You’ll be asked about your personal details, previous addresses, and any prior cases.
Record matching – Staff check your biometrics/photo and application data against the potential match.
Document review – If the match relates to a case involving you, you must show court/prosecutor documents proving its status (dismissed/acquitted/archived/terminated/paid fine/probation completed, etc.).
Outcome –
- Namesake only: clearance is printed (often with no remark).
- You had a case, now cleared: clearance may print with “No Derogatory Record” or with a remark noting disposition, depending on internal rules at the time.
- Live case/warrant: clearance is withheld; you’ll be guided to coordinate with the court/prosecutor. NBI does not erase or “fix” active cases.

Documents that resolve most verification issues

Bring originals + photocopies (certified true copies when possible):

Valid government ID(s) with the exact name you used to apply.
For former or pending cases involving you:
- Order/Decision (e.g., Order of Dismissal, Judgment of Acquittal, Decision imposing a fine already paid).
- Certificate of Finality, if available.
- Prosecutor’s Resolution (case dropped or dismissed).
- Certification of No Pending Case from the court/prosecutor with your complete details (name, birthdate).
- Official receipts showing fine paid/case archived/probation served, when applicable.
For namesake confusion:
- PSA Birth Certificate or PSA/Local Civil Registry documents showing full middle name and birth data.
- Marriage certificate (if surname changed).
- Any prior NBI Clearance bearing your photo and same identity (helpful for continuity).

Special naming situations

Married/maiden names – Apply using your current legal name and bring proof (marriage certificate). Consider also carrying an old clearance under your maiden name for cross-reference.
Hyphenated/compound surnames – Ensure the same styling across IDs and the application form.
Middle name vs. middle initial – Always use your full middle name consistently; a missing middle name often triggers a HIT.
Multiple first names or suffixes (Jr., II, III) – Include them exactly. A missing suffix can lead to a false match.

Corrections & data hygiene

If the HIT stems from an encoding error or wrong personal data printed on a previous clearance, request correction at the NBI window. Bring proof (PSA documents/valid IDs). Consistency across all your IDs reduces repeat hits.

Can you send a representative?

For HIT cases, NBI typically requires the applicant’s personal appearance (biometrics/identity questions).
Representatives can inquire or submit copies, but issuance usually waits for you—except in limited, clearly authorized scenarios (ask your issuing branch’s policy).

Clearances for overseas use (visa/employment)

Many foreign embassies/employers require an NBI Clearance that is recent (often within 3–6 months).
If your clearance bears an annotation (e.g., “case dismissed”), prepare to show matching court/prosecutor documents in visa interviews. Consider DFA Apostille if the receiving country asks for it.

If you have (or think you have) an active case or warrant

Do not ignore the HIT. Verification will surface it.
Ask NBI what court/prosecutor office shows the record.
Go to that office to verify status; if a warrant exists, consult counsel immediately to arrange voluntary appearance and resolve it lawfully.
Once the case is dismissed/terminated or your obligations are completed, secure certifications and orders; then re-apply for clearance.

NBI Clearance vs. Police Clearance

Police Clearance is issued by your LGU/PNP and reflects locality checks.
NBI Clearance is a national check across NBI’s centralized database. Employers and embassies typically require NBI, not police, for nationwide scope.

Validity & re-issuance

An NBI Clearance is commonly valid for one year from the date of issuance (check the printed validity).
If you repeatedly get a HIT because of a common name, keep scanned copies of your disposition papers; bring them each renewal to speed up verification.

Fees, refunds, and schedules (general notes)

The application fee covers database search and printing. If you get a HIT, the fee is not refunded; it covers the manual verification work.
Release after HIT depends on queue volume and the completeness of your documents. Missing court papers typically cause the longest delays.

Data privacy & scam warnings

NBI staff will not ask you to pay extra to “clear” a HIT. Beware of fixers.
Do not share your raw clearance PDF or reference numbers publicly.
If you must email documents, send only to official channels and redact extraneous personal data.

Quick checklists

What to bring on verification day

Valid government ID(s) with exact name format.
PSA Birth Certificate / Marriage Certificate (if name changed).
Court/Prosecutor papers (if you ever had a case): Decision/Order, Certificate of Finality, Prosecutor Resolution, receipts.
Old NBI Clearance(s) (if any) for reference.
Photocopies of everything; keep your originals.

If the HIT is a namesake

Confirm exact spelling of your names and complete middle name.
Provide supporting identity documents (PSA, old clearances).
Ask the verifier to note the namesake issue so future renewals are smoother.

If the HIT relates to your past case (now closed)

Bring the dismissal/acquittal/termination order.
If available, bring a Certificate of Finality or Certification of Case Status.
Politely request that the clearance print without derogatory remark or with an accurate annotation reflecting closure.

Frequently asked questions

Is a HIT bad for job applications? Not necessarily. If it’s a namesake, your clearance should print clean after verification. If you had a closed case, bring proof so the clearance can reflect the true status.

Can I avoid a HIT? You can’t control namesakes, but you can reduce false hits by using consistent, complete identity data (full middle name, correct suffix) and by carrying supporting documents.

The printed clearance shows a remark about a case that’s already dismissed. What do I do? Return to the issuing NBI office with your disposition papers and request re-printing or annotation correction.

How long does verification take? It depends on volume and whether you have the documents. A namesake with clean documents often clears quickly; missing court papers can take longer.

Can NBI delete old case references? NBI maintains historical records. What matters for your clearance is that the current legal status (e.g., dismissed/acquitted) is recognized and, where applicable, reflected.

Model request notes (short, for use at the window)

For namesake HIT

“I believe this is a namesake HIT. Here are my PSA Birth Certificate and old NBI Clearance showing consistent data. Kindly verify and release if clear. Thank you.”

For closed case HIT

“I previously had Case No. ___ which was dismissed on [date]. Here are the Order of Dismissal and Certificate of Finality. Kindly update/annotate and release my clearance.”

Key takeaways

A HIT flags a possible match; it’s a verification step, not a conviction.
Arrive prepared: IDs, PSA documents, and—if applicable—case disposition papers.
Personal appearance is usually required for HIT resolution.
After verification, clear cases print; live cases require you to face the proper court/prosecutor first.
Keep your identity data consistent to minimize repeat hits, and retain copies of your court clearances for future renewals.

This article provides general guidance on NBI HIT verification in the Philippines. For complex or sensitive situations (e.g., active warrants, multiple name identities, or overseas processing timelines), consult a Philippine lawyer for tailored advice.