Legal Guide
Resolving an “Unverified” Status When Renewing an NBI Clearance in the Philippines
This article is for general information. It is not a substitute for individualized legal advice. Statutes and NBI rules are periodically amended; always verify the latest issuances before acting.
1. Background: What “Unverified” Means
Definition. In the National Bureau of Investigation (NBI) system, “Unverified” appears when the automated records check cannot conclusively match the applicant’s new transaction with an existing clearance file.
Typical triggers
- Name‐sake (HIT): The system finds a person with the same or similar name who is subject of a criminal record or pending case.
- Data mismatch: Differences in birth date, birthplace, or mother’s maiden name versus the original record.
- Biometric issues: Finger or palm prints captured in previous years are unreadable or incomplete.
- System migration gaps: Files from the pre-2014 AFIS* database that were not fully migrated to the current system.
AFIS – Automated Fingerprint Identification System.
2. Governing Legal & Administrative Framework
| Issuance | Key Points |
|---|---|
| Republic Act 157 (as amended) | Creates the NBI and authorizes it to collect criminal history data. |
| Executive Order No. 1040 (1985) | Positions the NBI Clearance as a national “police clearance” for employment, travel, licensing, etc. |
| Data Privacy Act of 2012 (RA 10173) | Gives applicants the right to correct inaccurate personal data. |
| NBI Administrative Order Nos. 2015-003 & 2020-008 | Detail electronic application, biometrics, and verification rules, including the procedure for HIT and Unverified cases. |
3. Step-by-Step Procedure to Resolve an Unverified Renewal
| Stage | What to Do | Tips & Common Pitfalls |
|---|---|---|
| 1. Online Notification | After paying the online renewal fee, the portal or text alert will mark the status as “Unverified.” | Screenshot or print the status page; it becomes proof that you already paid. |
| 2. Identify the Probable Cause | Log in to your NBI account → “Transactions” → the remarks column sometimes shows: “WITH HIT,” “DATA MISMATCH,” or “BIOMETRIC RECAPTURE.” | If blank, be ready for any of the three scenarios when you appear in person. |
| 3. Gather Documentary Requirements | • 2 Government-issued IDs (one must bear a signature). • Your latest NBI Clearance (original). • If data correction: PSA Birth Certificate / Marriage Certificate / Court Order of Change of Name. • If pending/archived case: Certificate of Finality, Court Clearance, or Prosecutor’s Affidavit of Dismissal. |
Bring originals and photocopies; NBI keeps the copies. |
| 4. Book an Appointment | Choose an NBI Clearance Center (main Taft office or satellite) and select the first available date. | “Walk-in” processing for Unverified cases is allowed at the main office, but a pre-set appointment shortens queue time. |
| 5. Personal Appearance | a) Queue at the Verification/Quality Control Counter. b) Explain your “Unverified” status and present documents. c) Re-take fingerprints and photo if instructed. d) Fill out Verification Form (NBI Form 5). |
Dress modestly (dress code enforced). Arrive before your time slot; late arrivals move to the end of the line. |
| 6. Evaluation & Interview | • If a HIT is merely a namesake, the verifier clears you immediately. • If you share a biometrics hash with a record: an NBI Agent Interview happens. You may execute an Affidavit of Denial and/or present your own criminal case clearances. • If a real derogatory record exists, you must obtain the appropriate court clearances first. |
Be courteous—agents have discretion to order deeper investigation or request more proof. |
| 7. Pay Supplementary Fees | The ₱130 basic renewal fee is already paid online. In-office payments you may encounter: • ₱25 – Documentary Stamp (if data correction). • ₱50 – Affidavit notarization (if prepared in-house). |
Official Receipts are issued at the Cashier; keep them for auditor checks. |
| 8. Waiting Period | • Simple namesake: 3–5 working days. • With interview but no real case: 5–10 working days. • With supporting court orders: 10–15 working days (after court docs submitted). |
Processing days exclude weekends and holidays under the Ease of Doing Business Act (RA 11032). |
| 9. Clearance Release / Electronic Download | Monitor status at “Transactions.” When it flips to “FOR PRINTING”, you may: • Return to the branch for physical printing or • Click “Download Clearance” (PDF) if the branch is part of the e-Clearance pilot. |
Printed copies still need the embossed dry-seal for most foreign embassies. |
4. Special Scenarios and Remedies
Incorrect Personal Data Persists File a Request for Correction of Entries (NBI Form 7). Attach PSA documents. Corrections are free if NBI caused the error; otherwise ₱130 re-printing fee applies.
Clearance Not Released Beyond 15 Working Days Write a follow-up letter to the Chief, NBI Records Management Division. Provide transaction number, dates, and contact info. Under the Freedom of Information EO No. 2 (2016), the bureau must answer within 15 calendar days.
Suspected Identity Fraud Invoke your right under §16, Data Privacy Act: demand access logs and request a Writ of Habeas Data in the Regional Trial Court to compel the NBI to purge erroneous criminal data.
Pending Criminal Case Detected The NBI cannot delete an active case. Coordinate with the Prosecutor’s Office or the trial court for a Certificate of Non-Filing or Court Order of Dismissal. Once final, submit to NBI for record lifting.
5. Applicant’s Rights & Obligations
| Right | Source | Practical Effect |
|---|---|---|
| To be informed of data processing | Data Privacy Act, §16(a) | NBI must state why you are Unverified and what documents are required. |
| To correct inaccurate data | DPA, §16(d) | No fee if correction stems from NBI error. |
| To due process before denial | Const., Art. III §1 | NBI must give you a chance to explain a HIT or derogatory record. |
| To confidentiality | RA 157, §2-a | NBI staff may not disclose your record to third parties without lawful basis. |
| To fair, speedy service | RA 11032 | Standard processing time for renewals is three to five days absent a HIT. |
6. Frequently Asked Questions
Q 1: Can I authorize someone else to appear for me? Only if you are abroad. Provide a Special Power of Attorney plus photocopies of your old clearance and IDs. Your representative will still need your original biometrics on file.
Q 2: Will paying a “rush” fee speed up Unverified cases? No. The NBI abolished the “express lane” in 2017. Verification follows the same queue regardless of payment method.
Q 3: Do satellite centers handle complex Unverified cases? Minor mismatches—yes. For full-blown HITs or data corrections, centers forward your file to the Main Clearance and Records Division in Taft, Manila; this adds 2–3 days.
Q 4: Is an Unverified result a criminal record? Not necessarily. It is simply a flag for manual review. Roughly 80 % of Unverified renewals clear without finding an active case.
7. Practical Checklist
- ☑ Print payment confirmation email/SMS
- ☑ Two valid IDs, photocopied front and back
- ☑ Old NBI clearance (even if expired)
- ☑ PSA documents for any name or status change
- ☑ Court clearances if you’ve ever been charged
- ☑ Ballpen (black) & small bills for photocopy/stamps
8. Conclusion
An “Unverified” status can feel alarming, but it is usually a procedural hold—not an automatic finding of guilt. By understanding the legal basis, preparing the correct documents, and following the verification workflow, most applicants secure their renewed NBI Clearance within a couple of weeks. Where legitimate derogatory information exists, the clearance process becomes an opportunity to settle or update court records, ensuring both personal reputational fairness and the integrity of the national criminal database.