Renewing an NBI Clearance When You No Longer Have the Old Reference (ID) Number A 2025 Philippine Legal Guide
1. Why the “reference number” matters
Every NBI Clearance issued since October 2016 bears an 18-character NBI ID Number (also called the reference or multi-purpose number). The online system uses that identifier to:
- pull up your biometrics and personal data for Quick Renewal;
- match your fee payment to your appointment; and
- verify you at the releasing window.
Because the ID number is a system key, losing it prevents the portal from treating you as a “renewal” and, by default, forces the system to treat your request as a new application. (Moneymax)
2. Legal framework
| Instrument | Key points for clearance renewal |
|---|---|
| Republic Act 10867 (NBI Reorganization and Modernization Act, 2016) | Sec. 4 (i) empowers the Bureau to keep a centralized records system to “ensure expeditious issuance of clearances” and authorizes fees in an amount fixed by the DOJ. (Lawphil) |
| Data Privacy Act, RA 10173 | Personal data in the clearance database are protected; retrieval must observe purpose, proportionality and transparency principles. (Lawphil) |
| Fee schedule | Current multipurpose clearance fee = ₱130 + ₱25 e-payment service fee (total ₱155) for walk-in/regular renewal, or ₱330 + ₱25 for Quick Renewal (courier already included). (NBI CLEARANCE ONLINE, Moneymax) |
3. Your practical options when the number is missing
| Option | When advisable | How it works | Caveats |
|---|---|---|---|
| A. Retrieve the ID number online | You once created an NBI Online account and still remember the email/password. | 1. Log in at https://clearance.nbi.gov.ph. 2. Go to Transactions ▸ previous applications. The reference number appears beside each paid transaction. 3. Screenshot or write it down. (NBI CLEARANCES.COM) | Works only if the old transaction was tied to your account (2014 onwards). |
| B. Recover the number via e-mail/SMS search | You paid online and kept the DragonPay/GCash receipt or the portal’s SMS. | Look for an 18-character alphanumeric code. That is the same ID number accepted by the portal. | |
| C. Ask NBI to locate it (“manual search”) | You no longer have access to the old account and badly need the renewal tag (e.g., for overseas mail-in). | Proceed to any NBI Clearance Center with two valid government IDs. Explain that the ID number is lost and request a manual record search; staff can pull your earlier clearance using name, date of birth and biometrics. (policenbiclearance.ph) | Queue times are longer; some branches still require an Affidavit of Loss (see § 4). |
| D. Skip renewal and file as a new application | Your last clearance was <2016 data-preserve-html-node="true" or records cannot be found. | Sign up again, tick “NO” to “Do you have an old clearance?” and book an appointment like a first-timer. (Moneymax) | You will pay only ₱155 but must appear for fresh biometrics. |
4. The role (and limits) of an Affidavit of Loss
There is no national rule that an affidavit is mandatory, yet many branches (and almost all provincial satellite offices) ask for it before encoding a lost-number case. A concise affidavit should:
- identify you and the lost document;
- narrate the circumstances of the loss; and
- contain a sworn undertaking that the document is not pledged or under litigation. (Respicio & Co., Respicio & Co.)
Notarization fees range from ₱150 – ₱250. Bring the original plus one photocopy for NBI files.
5. Step-by-step guides
5.1 If you recovered the ID number
Quick Renewal (no appearance)
- Go to the portal ➜ NBI Clearance Online Renewal button.
- Enter the ID number, mobile no., complete name + birthdate.
- Verify, choose delivery address, pay ₱355 (or ₱510 if courier is MyEG Metro Manila).
- Wait 3–10 working days for delivery (longer if you have a “HIT”). (MYEG, Moneymax)
5.2 If you could not retrieve the number
Regular appointment (personal appearance)
Create (or recreate) an account ➜ tick NO to the “old clearance” question.
Fill in personal data exactly as it appears on your last clearance; this helps the verifier match you quickly.
Set an appointment at your preferred branch.
Pay ₱155 via any e-payment partner.
On the appointment day:
- Bring two valid IDs + (optional) affidavit of loss.
- Biometrics will be retaken; if your previous biometrics are recognized, the transaction is flagged as renewal internally, avoiding duplicate records.
Printing/releasing: same-day if no hit, or within 10 working days if under verification. (Moneymax)
6. Special scenarios
- Married women – The system still asks for the previous clearance surname. If you changed your last name after marriage and lost the old ID number, file as new and bring your PSA marriage certificate.
- OFWs & mail-in renewal – The Manila Mailed Clearance section honors renewals only if you supply the old ID number; otherwise, your representative must process a new application in person. (Moneymax)
- Name-Hit applicants – If your name consistently hits, consider keeping a scanned copy of the clearance in a secure cloud drive; it is admissible proof of the ID number for future renewals.
- First-Time Job-Seeker privilege – Under RA 11261, the ₱130 processing fee is waived once in your lifetime, but only for new applications, not for renewal. Proof: Barangay certification of job-seeker status.
7. Fees and payment channels (2025)
| Renewal mode | NBI fee | System fee | Delivery/Courier | Total outlay |
|---|---|---|---|---|
| Regular (pick-up) | ₱130 | ₱25 | – | ₱155 |
| Quick Renewal (door-to-door Metro Manila) | ₱330 | ₱25 | included | ₱355 |
| Quick Renewal (provincial) | ₱330 | ₱25 | ₱100 – ₱150 | ₱455 ≈ ₱505 |
Payment channels: 7-Eleven, GCash, Maya, ShopeePay, online/OTC banking, Bayad Center, ECPay partners. (Moneymax, NBI CLEARANCE ONLINE)
8. Data privacy & record retention
- The NBI keeps biometric and criminal-records data indefinitely for law-enforcement purposes under RA 10867.
- Under RA 10173, you have the right to access and correct your personal data; file a Data Subject Request at the NBI ICTD for rectification (e.g., wrong birthdate captured in an earlier clearance).
- The Bureau’s privacy notice (displayed in branches) cites Sec. 12(b) of RA 10173 as its lawful basis for processing clearances. (Lawphil)
9. Frequently-asked questions
| Question | Short answer |
|---|---|
| Can I simply enter “0000” to bypass the ID-number field? | No. The system validates the exact 18-character string. |
| Does a police clearance substitute for the lost NBI ID number? | No; police clearance is a different document, though it can serve as one of the two IDs on appointment day. (Moneymax) |
| Will the Bureau penalize me for losing the old clearance? | There is no penalty; you only lose the convenience of online quick renewal. |
| Is the affidavit of loss notarized abroad acceptable? | Yes, if apostilled or authenticated by a Philippine embassy/consulate. |
10. Best practices to avoid future hassles
- Digitize: Keep a PDF copy of every clearance in your e-mail/cloud.
- Add to password manager: Store the 18-character ID number as a secure note.
- Update your online account: Whenever you change civil status or address, edit your NBI profile before the next renewal cycle.
- Set a calendar reminder: The multipurpose clearance is valid for one year from the date of issue—schedule renewal 1 month in advance.
Disclaimer
This article is for general information and does not constitute legal advice. Procedures and fees are based on publicly available issuances and portal guidelines as of 21 May 2025. Always verify with the NBI or your legal counsel for case-specific concerns.