Retrieval of a Lost NBI Clearance Number (Philippines): The Complete Guide

Philippine context • For applicants, HR/compliance officers, and agencies who need to verify or re-present an NBI Clearance number that’s been misplaced • Practical + procedural, with privacy and edge-case notes. General info, not legal advice.

1) First, identify which “number” you lost

People often call different codes the “NBI number.” Pin down what you actually need:

NBI Clearance Number / NBI ID No.
- Printed on the face of the issued clearance (multi-purpose NBI Clearance).
- Used by HR/licensing offices to verify a specific clearance.
Application/Reference Number
- Generated during online application/appointment/payment.
- Used to locate your transaction at the NBI system prior to release.
OR / E-payment Reference (GCash, 7-Eleven, bank, etc.)
- Proof of payment/booking; can help staff pull your record but is not the clearance number.

Why it matters: The recovery path and proof you must show depend on which of the above you lost.

2) What offices will (and won’t) do: privacy & verification

NBI will not disclose your clearance details or number over an unverified phone call or casual email because of data-privacy obligations.
Staff need you (or your properly authorized representative) to prove identity first. Expect to present valid government ID(s) and answer match questions (birth date, mother’s maiden name, appointment date, etc.).
HR or a third party cannot obtain your number from NBI without your written consent/authorization (and usually a copy of your ID).

3) “Self-help” retrieval (no branch visit yet)

Try these first—they solve a majority of cases:

Your NBI online account
- Log in to the account you used to apply.
- Check “Transactions”, “History”, or the print/issued page. Many users can view a PDF/print image that contains either the clearance number or enough info (date, branch, application no.) for staff to trace it quickly.
Email & SMS archives
- Search your inbox (and Spam) for subject lines containing “NBI”, “clearance”, “reference”, or your appointment date.
- Payment partners send the Reference Code—keep those; staff can use them to pull your transaction and transition to the issued record.
HR/agency photocopies
- If you already submitted your clearance somewhere, ask for a scanned copy or certified photocopy of the page with the NBI ID number.
E-wallet/bank history
- Pull the payment confirmation screenshot/receipt. It won’t show the clearance number but will show reference IDs and timestamps that help NBI staff locate your file.

If one of these yields at least your Application/Reference No., you’ll usually avoid extra steps at the branch.

4) Walk-in retrieval at NBI (reconstruction at the source)

If self-help fails, go to any NBI Clearance Center and request assistance in retrieving the clearance/number.

Bring:

1–2 valid government IDs (original).
Any supporting clues you have: application date/time, branch, payment reference, old OR, or a screenshot of your online booking—even partial info helps.
(Optional but helpful) Affidavit of Loss if your clearance itself was lost and you also want a re-print/re-issuance (see §7).

What they do:

Search the database by name + birth date + sex, and, if needed, by biometrics (you enrolled when you last applied).
Once the issued record is pulled, staff can read the NBI ID/clearance number from the system.
If your clearance is still valid (see §6), you may request a certified re-print or certification carrying the same number.

Tip for speed: Give your exact full name (with suffixes Jr./III), mother’s maiden name, and prior names/aliases if any (married/maiden), plus your last issuance date and branch. These are common search keys.

5) Retrieval via authorized representative (you can’t go personally)

You may empower someone to handle retrieval/re-print:

Required pack:

Authorization Letter signed by you (or Special Power of Attorney if the office requests stricter formality).
Photocopy of your valid ID (front/back).
Representative’s valid ID (original for inspection).
Any reference numbers or old receipts.

Some branches accept a simple authorization letter for number retrieval; others prefer an SPA—especially if the request includes re-issuance/release of a new printout. Prepare both if time is critical.

6) Validity, “HIT” records, and why they matter

The clearance’s valid-until date appears on the document. (In practice, many institutions treat an NBI clearance as valid for up to a year from issuance; always check the date printed on your copy and your recipient’s policy.)
If your last application resulted in a “HIT” (name matches on record), your issuance may have been delayed pending verification. Retrieving the number of an already issued clearance is still straightforward; but if you never reached issuance (you only booked/paid), you’ll need to finish the verification first.
If no clearance was ever issued (e.g., you only booked and didn’t show up), there’s no clearance number yet—you’ll either rebook or proceed to issuance so a number can be generated.

7) Lost paper? Options for re-presenting your clearance

If you need to show the document (not just the number):

Re-print / Certification of Previously Issued Clearance
- After staff locate your issued record, request a re-print or an official certification showing your NBI ID number and issuance data.
- Some offices will request an Affidavit of Loss if you’re asking to replace the original.
Fresh issuance (“renewal”)
- If your prior clearance is expired or near expiry, it’s often faster to renew. Your biometrics and historical record make renewal quick (barring a new HIT).
- The renewed clearance will have a new NBI ID number; use whichever the receiving institution requires (usually the most recent).

Affidavit of Loss (simple template)

I, [Full Name], of legal age, [civil status], Filipino, with address at [Address], state:

I was issued an NBI Clearance on [Date] at [Branch].

I lost the original on/about [Date] despite diligent search.

I make this affidavit to attest to the loss and to request re-print/re-issuance/verification of my clearance record. (Signature over printed name)

Bring valid ID and have it notarized.

8) For HR/compliance officers: verifying without the physical copy

Ask the applicant for: (a) the NBI ID number or application/reference number, (b) date of issuance, and (c) branch.
If the applicant lost everything, request an Authorization Letter plus ID copy so your staff can accompany them to NBI or inquire at the counter on their behalf.
Avoid collecting original clearances; accept clear scans (front/back) and keep a copy of the ID page showing the number and date to minimize repeated retrievals.

9) Overseas & provincial edge cases

Overseas applicants who already had a clearance but lost the number can:
- Check their online account and email for transaction history.
- Authorize a Philippine representative (with SPA + ID copies) to retrieve/secure a certification/re-print locally.
Name changes (marriage/annulment): bring supporting civil registry documents; the record can be searched under prior and current names.

10) Common pitfalls (and how to avoid them)

Using nicknames/omitting suffixes during search → makes retrieval harder; always give your PSA-style full name and suffix.
Assuming the payment reference is the clearance number → it isn’t. Distinguish Application/Reference vs NBI ID.
Expecting disclosure by phone → unlikely due to privacy rules. Plan a visit or authorized pick-up.
No valid ID → NBI will not release data without proper ID; renew your ID first if it’s expired.
Expired clearance needed by employer “tomorrow” → don’t retrieve the old number; renew and hand in a current clearance.

11) Quick checklists

If you only need the number (no re-print):

☐ Try NBI online account → Transactions/History
☐ Search email/SMS for booking/payment messages
☐ Ask HR/agency for the scan you submitted
☐ If all else fails: visit NBI with valid ID(s) and any reference clues; or send an authorized representative

If you need a re-print/certification:

☐ Valid ID(s)
☐ Affidavit of Loss (if original was lost)
☐ Any reference numbers or old receipts
☐ Authorization/SPA + IDs (if thru representative)

For HR:

☐ Get NBI ID number, issue date, branch (or Authorization + ID copy)
☐ Keep digital copies to avoid repeat retrievals

12) FAQs

Q: Can NBI text or email me the number after I call? A: Not without identity verification. Expect to appear or send a properly authorized representative with IDs.

Q: I only have the payment reference from 7-Eleven—enough? A: Often yes for staff to locate the transaction, which they can then match to your issued clearance and read the NBI ID number.

Q: My clearance is expired—should I still retrieve the old number? A: Usually not necessary. Most recipients want a current clearance; proceed to renewal.

Q: I had a HIT before. Does that affect number retrieval? A: If the clearance was already issued, no problem. If issuance never happened, you’ll need to complete verification so a number can be generated.

Q: Can HR verify my NBI directly with the Bureau? A: Only with your written authorization and accompanying ID copy, and typically in person at a clearance center.

13) Bottom line

You can’t phone-guess an NBI number for privacy reasons—but you can recover it quickly by (1) checking your online account and email, (2) bringing valid ID(s) and any reference clues to an NBI clearance center (or sending an authorized representative), and (3) if you lost the paper and still need to present the document, requesting a re-print/certification or simply renewing if it’s expired. Clear identification + a few transaction details is the shortest path to your number.