A practitioner’s guide to how “hits,” warrants, and pending cases affect PNP police clearances—and what applicants and counsel can do about it

1) What a Philippine police clearance is (and isn’t)

A police clearance is an official certification—now typically issued through the PNP National Police Clearance System (NPCS)—stating whether an individual has any “derogatory record” found in PNP databases at the time of verification. It is widely requested for employment, business permits, professional licensing, visa processing, and local requirements.

Important distinctions:

PNP Police Clearance vs. NBI Clearance. The PNP checks its national and local crime information systems (including, where integrated, warrant databases and blotters). The NBI runs a broader national name/biometric check across court dockets and prosecutorial records. Many employers/embassies prefer NBI as the more comprehensive, single-source “no pending case” proof. It’s common—and prudent—to secure both when stakes are high.
“No case” vs. “no recent match.” A “no derogatory record” result simply means no match was found across the connected PNP datasets as of that date. It is not a judicial declaration that the person has never been investigated, charged, or convicted.

2) How pending cases interact with police clearance

A. Stages that may trigger a “hit”

Blotter/report stage (pre-complaint). Entries in the blotter (complaint reports at stations) may appear as local derogatory notes, but practice varies. Mere blotter entries do not equal criminal liability; they can nevertheless produce a “hit” or require manual verification.
Prosecutor stage (inquest or regular filing). A criminal complaint under preliminary investigation can surface as a pending case or derogatory record if the PNP database is fed by the prosecutor’s case-tracking or if local coordination notes exist. This is inconsistent nationwide; some pending prosecutor cases won’t appear in PNP checks but will show in NBI.
Filed in court (Information filed). Once an Information is filed and a case number exists, police clearance checks are more likely to register a hit—especially if the court has issued a warrant of arrest or if the case is listed in integrated watchlists.
Warrants of arrest and alias warrants. Active warrants are a primary driver of automatic denial or a derogatory result. Even if bail is recommended, the warrant’s existence governs the outcome until served/recall/lift is recorded.
Post-judgment (conviction or acquittal). Convictions typically register as derogatory; acquittals and dismissals should clear records once the order becomes final and is transmitted—but delays in updating are common, creating clearance bottlenecks.

B. What the printed clearance will (and won’t) say

Most police clearances will show “Cleared” or “With Derogatory Record”; some systems print a reference to a case/warrant, while others instruct the applicant to report to a desk officer for manual resolution.
Clearances rarely narrate facts. They certify presence/absence of hits, not guilt.

3) Practical consequences of a “hit” during application

Immediate hold or denial. The issuing station may withhold the clearance and require verification or supporting documents (e.g., order of dismissal, bail documents, Certificate of Finality, recall of warrant).
Single Station Rule vs. National Scope. You can apply at any NPCS-enabled station; if you have a hit, transferring stations won’t help—the same national data will be queried.
Employment and licensing delays. HR or licensing bodies often treat any hit as a red flag pending proof of disposition—even if the case is minor or already dismissed but not yet reflected in police systems.
Travel and permits. Some LGUs and agencies (e.g., firearms licensing, private security industry) consider any pending criminal case or active warrant as a ground to hold or deny applications until cleared.

4) Clearing or explaining a “hit”: the remedy toolkit

A. If there is an active warrant

Coordinate counsel-led surrender to the issuing court or nearest police unit; post bail if bailable.
Secure the court’s order of release and order recalling/lifting the warrant.
Ensure transmittal of the recall to the PNP records unit and, where relevant, to NBI. Keep certified copies for future clearance applications.

B. If the case is pending in the prosecutor’s office

A pending preliminary investigation can still block a clean clearance in some jurisdictions. If a dismissal resolution issues, obtain certified copies and ask the station records or PNP regional records to annotate or update.
If the complaint was dismissed for lack of probable cause, request a Certificate of No Case Filed (if available) or a certified resolution to present during clearance issuance.

C. If a court case was dismissed/acquitted

Get certified true copies of the Order of Dismissal/Acquittal and the Certificate of Finality.
Proactively submit to the PNP records section for system update. Don’t assume inter-agency updates are instantaneous.

D. If it’s a namesake/homonym problem

Present two valid government IDs, PSA birth certificate, and, ideally, NBI clearance showing the identity cleared (“with HIT settled”).
Ask for a biometric match and, if allowed, a desk officer’s notation or affidavit of identity to attach to your application.
For chronic namesake issues, maintain a packet: recent NBI clearance, clear police clearance, and ID set.

E. If the blotter entry is the only derogatory note

You can request a certification from the station clarifying that no criminal case was filed, or that the matter is civil/administrative, then ask that this be attached to your application.

5) Counsel’s strategy: sequencing clearances with case milestones

During preliminary investigation: Prioritize NBI if the PNP system is known to under-capture prosecutor data; prepare to explain the status with certified filings.
After filing of Information but before warrant: Apply for police clearance only if necessary, and be ready with motions (e.g., to recall hold orders) and proof of voluntary appearance.
After warrant issuance: Do not attempt routine clearances before addressing the warrant; this can trigger arrest at the station.
Post-dismissal/acquittal: Wait until you have finality documents; then update PNP/NBI before reapplying.

6) Data accuracy, privacy, and record correction

Right to accurate data. If the clearance report misstates your status (e.g., shows a case that’s been dismissed), request rectification with supporting certified court documents.
Data Privacy principles apply to the processing of personal data in clearances. Disclosures should be proportionate—police clearances should not publish sensitive case details to third parties. Where over-disclosure occurs, you may protest and, if necessary, pursue administrative remedies for data misuse.
No expungement regime. The Philippines has no general “expungement” statute for adult criminal records. Accurate annotation and updates—not deletion—are the norm, except for sealed juvenile records or where a specific court order directs confidentiality.

7) Special applicant groups

Minors/Students. Schools and youth programs typically require barangay clearance and sometimes police clearance; juvenile records are handled under confidentiality rules.
OFWs and visa applicants. Most embassies accept NBI clearance as the baseline document; a police clearance is sometimes supplemental. Any pending case can delay visa action until an official disposition is produced.
Security, firearms, and sensitive posts. Agencies may impose stricter standards than ordinary employers; any pending case or unserved warrant can be disqualifying until cleared.

8) Frequently encountered edge cases

Case archived due to accused at large. Even if archived, an outstanding warrant persists. Expect a derogatory result until the warrant is served or recalled.
Provisional dismissal (Speedy Trial). If a case was provisionally dismissed, some systems still show a pending status until the dismissal becomes permanent or final.
Plea-bargained/Probation cases. A conviction (even via plea) will often register until final discharge from probation and proper notice reaches records units.
Civil compromise of an estafa/theft complaint. Settlement does not automatically erase criminal entries; only a prosecutor’s dismissal or court order updates the status.

9) Applicant checklist (to avoid surprises)

Bring two valid IDs, PSA birth certificate (if namesake issues likely), and latest NBI clearance.
If you have a pending case, carry certified copies of the latest order (e.g., dismissal, bail order, or minute order).
If you had a warrant recalled, bring the recall/recall notice and proof of service to PNP records.
For blotter-only matters, get a station certification that no criminal case was filed.
Re-check your name spelling, middle name, and biometrics at enrollment; homonym errors are common.
Keep digital scans of all court/prosecutor certifications for quick reprint.

10) Employer/HR compliance notes

Avoid overreach. A police clearance is not a legal determination of guilt. Use it together with other vetting tools and observe due process in employment decisions.
Data minimization. Keep copies secure; limit access; delete after the purpose is achieved consistent with policy.
Fair-chance practices. Consider nature of offense, job-relatedness, time elapsed, and evidence of disposition before adverse actions.

11) Bottom line

A clean police clearance means no matching derogatory record at that moment—nothing more.
A pending criminal case (especially with an active warrant) will likely produce a “hit” or denial until addressed, documented, and properly updated in records.
The fastest path to clearance after trouble is legal housekeeping: fix warrants, secure final orders, and push updates to PNP/NBI databases—then apply.