Replacement Procedure for a Lost NBI Clearance in the Philippines
(Comprehensive legal guide as of 16 June 2025)
1. Nature and Legal Basis of the NBI Clearance
Purpose. The National Bureau of Investigation (NBI) Clearance is an official certification that, as of the date of issuance, the holder is not the subject of any pending criminal complaint filed with or being investigated by the NBI. It is routinely required for employment (local and overseas), professional licensure, firearms licensing, visa applications, adoption, and other transactions involving character verification.
Governing Law.
- Republic Act (RA) 10867 (2016), the NBI Reorganization and Modernization Act, vests the Bureau with authority to preserve and maintain criminal records and to issue clearances.
- RA 9485 (Anti-Red Tape Act) and RA 11032 (Ease of Doing Business and Efficient Government Service Delivery Act) mandate time-bound, customer-friendly clearance processes.
- The Data Privacy Act of 2012 (RA 10173) governs personal data collected during clearance application or re-issuance.
Validity. Since 2011, each clearance is valid for one year from the date printed, regardless of the purpose originally chosen (e.g., “LOCAL EMPLOYMENT,” “TRAVEL ABROAD,” “VISA SEAMAN,” etc.).
2. When Is a Replacement Required?
| Scenario | Appropriate Remedy |
|---|---|
| Clearance was lost, stolen, or destroyed before expiry. | Replacement (follow the procedure below). |
| Clearance has expired. | Treat as a new application; no affidavit of loss required. |
| Clearance was lost after signing a contract that still requires proof. | Replacement is still the proper route; present affidavit of loss plus employer communication, if any, during release. |
Practical tip: Because the document is valid only for one year, replacing a clearance that is already nearing expiry often makes more sense than waiting for a “Quick Renewal” arrangement.
3. Documentary Requirements for Replacement
| Document | Notes | Where to Obtain |
|---|---|---|
| Affidavit of Loss | Must narrate facts of loss, theft, or destruction and state that the original has not been confiscated by any authority; must be notarized. | Any notary public; some NBI satellite centers have on-site notaries. |
| At least one (1) Government-issued ID | Must be valid and show same personal data originally used (e.g., Philippine Passport, PhilSys ID, Driver’s License, UMID, PRC ID, Voter’s ID, Postal ID, etc.). | Issuing agency. |
| Online appointment reference number | Acts as your proof of payment and reservation. | Generated on the NBI Clearance Online System. |
| Official receipt / e-payment confirmation | Hard copy or screenshot is acceptable. | Partner payment centers, e-wallets, or banks. |
| Police Blotter (optional but often recommended) | Helpful if the clearance was stolen with other identification documents. | Local PNP station of the place of loss. |
For married women using their husband’s surname, bring the Marriage Certificate (PSA-issued). For dual citizens or naturalized Filipinos, bring the Identification Certificate or Report of Birth.
4. Step-by-Step Replacement Procedure
Prepare the Affidavit of Loss.
- Include your complete name, current address, clearance number (if known), date and place of issuance, date and place of loss, and a declaration that you will surrender the original if found.
Create/Log-in to an NBI Clearance Online Account.
- Visit https://clearance.nbi.gov.ph (or the current official URL).
- Use the REGISTER button if you do not have an account; otherwise SIGN IN.
- Encode personal data exactly as it appeared in the lost clearance to avoid a “multiple records” hit.
Set an Appointment and Select “RENEWAL – LOST CLEARANCE.”
- Choose an NBI Branch or e-Clearance center (Robinsons malls, LGU satellite offices, or Regional NBI offices).
- Pick your preferred date and time.
- Pay the standard fee: ₱130.00 clearance fee ＋ ₱25.00 e-payment service charge (subject to change by third-party providers).
Payment and Confirmation.
- Pay via e-wallet (GCash, Maya), 7-Eleven, Bayad Center, online banking, or over-the-counter in accredited banks.
- Record the 8- to 10-digit Reference Number generated by the system.
Personal Appearance on Appointment Date.
- Bring the Affidavit of Loss, valid ID, and reference number print-out or screenshot.
- Proceed to: Data Verification → Photo-and-Biometrics Capture → Evaluation.
- Present originals for inspection; staff will tag the transaction as LOST CLEARANCE REPLACEMENT in the system.
Name Hit Verification (if applicable).
- If the system flags a “HIT,” you will undergo an NBI Quality Control Interview.
- Bring any supporting court or prosecutor documents if you have a namesake or a past criminal case that was dismissed.
- Resolving a HIT typically takes 3–10 working days; follow-up personally or via the NBI website’s “Check Status” feature.
Claiming the New Clearance.
- Return on the release date indicated in your online dashboard (or the text/email notification).
- Check that the replacement bears the new date of issuance and the phrase “For Lost Clearance Replacement” in the remarks section.
Update Agencies or Employers (optional but prudent).
- Provide the new clearance to any institution still evaluating your background (POEA, DFA, PRC, BI, HR, embassy, etc.).
- Retain a scanned copy to mitigate future inconvenience.
5. Frequently Asked Questions
| Question | Answer |
|---|---|
| Is the affidavit of loss absolutely required? | Yes. Unlike “Quick Renewal,” a physical affidavit is mandatory for lost clearances because it protects against potential identity fraud. |
| Can I authorize someone else to process the replacement? | No. NBI biometrics capture remains compulsory, so the applicant must appear personally. The lone exception is for bedridden or medically-incapacitated applicants, who may request Home Service Clearance (RA 10867, §13); additional medical certificates and an Authorization Letter are required. |
| Will the replacement extend the original one-year validity? | No. The new certificate carries its own one-year validity counted from the date of replacement issuance. |
| What if my lost clearance was a "Multi-Purpose" version? | Since 2017, all new NBI clearances are multi-purpose by default. Your replacement will likewise be multi-purpose. |
| Do minors need a guardian during appearance? | Applicants 16 years old and below must be accompanied by a parent or legal guardian who can present the child's Birth Certificate plus the guardian’s valid ID. |
| What happens if I recover the original after receiving the replacement? | Surrender the recovered copy to the nearest NBI office for cancellation to prevent duplicate usage under RA 8239 (Philippine Passport Act) analogously prohibiting multiple active identity certificates. |
6. Penalties and Liabilities
False Affidavit.
- Deliberately executing a false affidavit of loss is punishable under Article 183 (False Testimony in Other Cases) of the Revised Penal Code and/or RA 9105 (Anti-Photo and Video Voyeurism Act) if forged documents or images are used.
Tampering or Falsification of Clearance.
- Offense under Article 172 (Falsification by Private Individual) and Article 171 (Falsification by Public Officer) of the Revised Penal Code, plus administrative sanctions if committed by a public employee.
Use of Another Person’s Clearance.
- Violates Article 315 (Estafa) and, when used for overseas employment, RA 8042 (Migrant Workers Act) and its 2010 amendments.
7. Best Practices to Avoid Future Loss
- Digitize at once. Save scanned PDFs or clear photographs of the clearance (front and back) in a password-protected cloud folder.
- Laminate only after multiple photocopies. Some receiving agencies reject laminated clearances because ink security features may blur.
- Track expirations. Set a phone calendar reminder 11 months from the issuance date to schedule early renewal.
8. Key Takeaways
- Replacement requires both an online appointment and a notarized affidavit of loss.
- The applicant must still undergo biometrics capture; NBI does not waive personal appearance.
- Fees and validity remain the same as for a new clearance.
- Failure to surrender a recovered lost document once a replacement is issued can expose the holder to criminal liability.
- Because procedures evolve with new administrative orders, always verify with the official NBI website or hotline (-523-8231 local 5772/5773) before following blog-based advice.
Disclaimer: This article summarizes prevailing rules and issuances up to 16 June 2025. While grounded in statute and NBI’s latest published guidelines, internal memos or future circulars may refine or replace some steps. Always consult the NBI or a qualified Philippine lawyer for situation-specific advice.