Overview

In the Philippines, an NBI Clearance is often required for employment, licensing, travel, business permits, immigration processes, and other transactions. One of the most common problems applicants encounter is an NBI “HIT”—a situation where the National Bureau of Investigation (NBI) finds a potential match between the applicant and a record in its database.

When the “HIT” relates to a criminal case that has already been resolved, the NBI may require documentary proof that the case has been disposed of (i.e., finished) and that the outcome no longer bars issuance of an NBI Clearance. One key document used for this purpose is a Court Certificate of Case Disposition (also commonly referred to as a Court Certification stating the status and outcome of a case).

This article explains what that certificate is, when it matters, how to get it, how it is used in the NBI clearance process, and practical issues that often arise.

What is a “Court Certificate of Case Disposition”?

A Court Certificate of Case Disposition is a certification issued by the court—typically through the Office of the Clerk of Court—confirming:

that a case existed (or exists),
the current status of the case (pending/archived/dismissed/etc.), and
if completed, the manner of termination (dismissed, acquitted, convicted, etc.), often with the date the disposition occurred.

It is commonly requested when a government agency (like the NBI) needs official court confirmation that a case associated with a person’s name has already been resolved.

Typical contents

While formats vary by court, a good certificate usually includes:

Case title (e.g., People of the Philippines vs. [Name])
Case number
Court/branch (e.g., RTC Branch __, City)
Offense charged
Filing date (or docketing date)
Disposition (e.g., dismissed, acquitted, convicted, archived, provisionally dismissed)
Date of order/judgment
Sometimes: whether appealed, and whether final (or reference to a Certificate of Finality)
Signature of the Clerk of Court / authorized officer and the court seal

Important: If your case ended in a judgment or final order, agencies sometimes also ask for a Certified True Copy (CTC) of the order/decision and, in some situations, a Certificate of Finality (discussed below).

Why does the NBI ask for it?

Understanding an NBI “HIT”

An NBI “HIT” generally occurs when:

Name match: Your name is similar to someone with a record (common surnames, same first/last name, etc.), or
Record match: The NBI database reflects a case associated with your identity details (name, birthdate, etc.), even if the case is old or already resolved.

When the NBI cannot clear the “HIT” from its internal verification alone, it may ask you to submit court documents showing what happened to the case.

What the certificate proves

A Court Certificate of Case Disposition helps establish that:

the case is no longer pending, or
the case is resolved in your favor (e.g., dismissal or acquittal), or
the case ended in a manner that must be properly reflected (e.g., conviction but served sentence; probation; etc.)

This allows the NBI to evaluate whether an NBI Clearance can be issued and what annotations (if any) appear.

When is a Court Certificate of Case Disposition usually relevant?

1) Case was dismissed

Common dismissal scenarios include:

lack of probable cause,
complainant’s non-appearance,
withdrawal of complaint (depending on stage and court action),
violation of speedy trial rights,
failure to prosecute,
demurrer to evidence granted, etc.

NBI use: The certificate confirms the dismissal and provides the case identifiers needed to clear the record or update the hit status.

2) Accused was acquitted

Acquittal is a judgment that the accused is not guilty.

NBI use: A certification of acquittal and related decision/order helps show you should not be treated as having a pending derogatory record for that case.

3) Case is pending, archived, or otherwise unresolved

Not all “non-active” cases are the same:

Archived often means the case was set aside temporarily (e.g., accused at large) and may be revived.
Provisionally dismissed cases may be revived within certain timeframes depending on circumstances.
Suspended proceedings may occur for specific legal reasons.

NBI use: If a case is still considered pending or revivable, the NBI may delay issuance or issue a clearance with restrictions, depending on internal assessment and purpose.

4) Conviction, probation, or sentence served

If there is a conviction, what matters includes:

finality of judgment,
whether sentence has been served,
whether probation was granted/complied with,
whether there are outstanding warrants or commitments.

NBI use: In conviction scenarios, additional documents may be required; the NBI may treat it differently than dismissal/acquittal.

5) Mistaken identity / “same name” hits

Sometimes you have no case at all, but you share a name with someone who does.

NBI use: Depending on the hit details, you may be asked to submit documents to prove you are not the person in the record. If the hit references a specific case in a specific court, a certification confirming the case’s details (or lack of any case under your identifiers) may be relevant.

Court Certificate of Case Disposition vs. Other Court Documents

Different offices use different terms. These are commonly confused:

A. Certificate of Case Disposition

Focus: Status/outcome of a case.
Use: To show whether the case is pending, dismissed, etc.

B. Certified True Copy (CTC) of Order/Decision/Judgment

Focus: The actual text of the court’s ruling.
Use: Stronger proof, especially if the disposition needs detail.

C. Certificate of Finality (or Entry of Judgment)

Focus: That a decision/order is final and executory (no longer appealable; appeal resolved; time to appeal lapsed).
Use: Often requested when the NBI needs assurance the outcome cannot change.

D. Certificate of No Pending Case / Court Clearance (varies by locality)

Focus: That there is no pending case under a name in that court.
Use: Sometimes accepted for same-name issues, but may be insufficient if the NBI hit already points to a specific case number.

Practical point: If your “HIT” is tied to a specific case number, the most useful package is often:

Court Certificate of Case Disposition plus
CTC of the dispositive order/decision, and
Certificate of Finality (when applicable/available)

How to obtain a Court Certificate of Case Disposition

Step 1: Identify the correct court and branch

You need to know:

Court level (MTC/MeTC/MCTC/MTCC or RTC; occasionally higher courts)
Branch number
City/municipality
Case number and title, if possible

If you do not know these, you can:

check your old summons, order, complaint, or bail documents,
ask your former counsel, or
request guidance from the clerk’s office using your full name and approximate dates (availability varies).

Step 2: Go to the Office of the Clerk of Court (OCC)

Ask for a Certificate of Case Disposition (or Certification of Status and Disposition). Be ready to provide:

full name (and aliases, if any)
date of birth
case number/title (if known)
valid ID

Step 3: Pay required fees (if any) and comply with court procedures

Courts may charge certification and copy fees and may require an official receipt.

Step 4: Request the right “scope” and wording

To make the document actually useful for NBI purposes, ask that it clearly states:

the case number, branch, and offense, and
the final outcome/status and date of the dispositive ruling.

If your case ended in dismissal/acquittal, consider also requesting:

a Certified True Copy of the dismissal order or decision, and
Certificate of Finality, if available/required.

Step 5: Verify the certificate before leaving

Check spelling, completeness, and whether it includes:

court seal,
signature,
correct case identifiers.

Minor errors (middle name, suffix, birthdate) can cause the NBI to reject the document or continue verification.

How to use it for NBI Clearance processing

Typical flow

You apply for NBI clearance (online appointment + appearance).
You are flagged with a HIT.
NBI asks you to return on a given date or to submit documents.
You present the Court Certificate of Case Disposition (and any other supporting court documents).
NBI evaluates and either:
- issues your clearance, or
- requires additional proof, or
- sets another return date for further verification.

What the NBI is usually checking

Is the case the same person as the applicant?
Is it still pending?
If resolved, what was the outcome?
Is the outcome final?
Are there outstanding warrants or orders?

Common scenarios and how certificates help

Scenario 1: “My case was dismissed years ago, but I still get a HIT.”

A certificate of disposition confirms dismissal and helps the NBI update/verify that the hit should not block issuance.

Scenario 2: “I was acquitted, but the record still appears.”

The certificate (and CTC decision) demonstrates acquittal; finality documents may strengthen the request.

Scenario 3: “I have the same name as someone with a case.”

If the hit points to a specific case, documentation showing you are not the accused (or showing the accused’s identifiers) may be needed. Sometimes NBI may advise what specific proof it needs based on the hit details.

Scenario 4: “The case is archived/provisionally dismissed—what then?”

A certificate will show the status, but because some statuses can be revived, you may face continued verification or limitations depending on purpose. In some situations, legal counsel may be needed to clarify status or seek appropriate court action.

Scenario 5: “There were multiple cases or multiple branches.”

You may need separate certifications per case/branch.

Legal and practical considerations in the Philippine context

1) “Dismissed” is not always the same as “cleared forever”

Some dismissals are with prejudice (final), others without prejudice (refiling possible). The certificate may not automatically state this nuance unless requested or unless it is clear from the order.

2) Finality matters

For NBI clearance, agencies often want to be sure a disposition is not subject to change via appeal. That’s why a Certificate of Finality may be requested in addition to a disposition certificate.

3) Record retention and data correction

Government record systems may retain historical entries even after dismissal/acquittal. The practical issue is not always “erasure,” but ensuring that the current status is accurately reflected and that a clearance can be issued without undue delay.

4) Document authenticity and formality

NBI generally relies on official court-issued documents:

signed,
sealed,
properly certified.

Photocopies without certification are commonly insufficient.

5) Special rules for sensitive cases

Cases involving minors or certain protected proceedings may have confidentiality restrictions. Courts may have stricter release rules for documents and may require proof of interest or authority.

Practical tips to avoid delays

Bring multiple IDs and copies.
If you have a common name, bring supporting identity documents (birth certificate, old NBI, etc.).
Request documents early—court processing times vary.
Ensure the certificate clearly states the case number, branch, offense, and disposition.
If asked, secure a CTC of the order/decision and a Certificate of Finality.
Keep originals safe; submit copies when allowed and bring originals for verification.

What if the case was never yours?

If you strongly believe the “HIT” is due to mistaken identity, the most effective approach is to comply with NBI verification and provide documents that distinguish you from the person in the record (e.g., different birthdate, address, parentage), as guided by the NBI’s verification process. When the NBI’s hit references a specific case and court, a court-issued certification can sometimes help clarify whether your identity details match the court record.

Key takeaways

A Court Certificate of Case Disposition is a practical, often-requested document to address NBI “HIT” issues connected to resolved court cases.
It is most useful when it clearly identifies the case and states the final status/outcome with relevant dates.
In many situations, pairing it with a Certified True Copy of the dispositive order/decision and, where applicable, a Certificate of Finality makes the submission stronger.
Outcomes like dismissal/acquittal generally support clearance issuance, but verification and documentation requirements can vary depending on the specific “hit” and the case status.

Disclaimer

This article is for general information in the Philippine legal context and is not a substitute for legal advice. If your case involves complex status issues (archived/provisional dismissal, warrants, appeals, multiple cases, or identity disputes), consulting a lawyer or the court’s clerk of court for guidance on proper documentation can prevent delays and misunderstandings.