How to Recover Lost NBI Clearance Records
Philippine legal, procedural, and practical guide (updated April 2025)
1. Why “losing” an NBI clearance is mostly a paper-loss
Your biometrics and criminal-record check live permanently in the National Bureau of Investigation’s database, created under Republic Act 10867 (NBI Reorganization and Modernization Act), which designates the Bureau as a national clearinghouse of criminal records. citeturn6search0
What you actually misplaced is the printed certificate that bears the NBI ID/QR code; the underlying record remains intact. Recovery therefore means (a) replacing the paper copy or (b) obtaining your NBI ID number so you can renew or re-print online.
2. Statutory & regulatory backbone
| Legal source | Key rule for lost clearances | Practical effect |
|---|---|---|
| RA 10867 (2016) | NBI has sole authority to issue, replace or cancel clearances; may charge fees for re-issuance. citeturn6search0 | You must deal directly with NBI (or its accredited partners) for any replacement. |
| Executive Order 292 (Administrative Code) | Agencies may require an Affidavit of Loss before re-issuing official documents. citeturn6search7 | Expect to execute & notarize an affidavit if your copy was stolen, tampered with, or may be mis-used. |
| Data Privacy Act (RA 10173) | Governs the storage & re-capture of biometrics. citeturn6search7 | NBI staff will verify your identity through live photo & fingerprints each time a new certificate is printed. |
| Ease of Doing Business Act (RA 11032) | Mandates electronic and one-stop processes. | Basis for today’s Quick Renewal and courier delivery options. |
3. Four legit ways to get your clearance back
| Path | When to choose it | What to prepare | Step-by-step |
|---|---|---|---|
| A. Quick Renewal (online) | You remember—or can retrieve—the NBI ID number printed on a prior clearance issued Oct 2016 → present. | ✔ Any one valid government ID ✔ NBI ID No. ✔ ₱350 renewal + delivery fee |
1. Go to clearance.nbi.gov.ph and hit “NBI Clearance Quick Renewal.” 2. Enter the NBI ID number, personal data & delivery address. 3. Pay online (GCash, Maya, bank, 7-Eleven, etc.). 4. Wait 3-7 working days (Luzon) or 7-10 (Visa/Mindanao) for courier delivery if no “HIT.” citeturn4search1turn5view0 |
| B. Regular Renewal (walk-in after online appointment) | You STILL have the ID number or your last certificate was issued before 2016. | ✔ Two valid government IDs ✔ Appointment reference ✔ ₱160 fee |
1. Create or sign-in to an NBI Online account. 2. Book a slot at your chosen branch and pay the fee. 3. On appointment day, submit IDs, capture biometrics, and receive new print-out the same day (if no HIT). citeturn5view0 |
| C. New Application (treat as first-timer) | You lost both the paper and the NBI ID number. | ✔ Two valid IDs ✔ Online appointment ✔ ₱160 fee |
Register a new account (answer “No” to “Do you have an old NBI clearance?”), set an appointment, appear in person. This resets your record; prior clearance number is no longer required. citeturn5view0 |
| D. Overseas / Representative route | You’re abroad or bedridden. | ✔ Old clearance or NBI Form No. 5 (fingerprint card) authenticated by the consulate ✔ 2×2 photo, passport copy, SPA/authorization letter ✔ ₱200 (mail-in abroad) |
Mail or have a representative submit the packet to NBI Mailed Clearance Section, UN Avenue, Manila; expect 4–8 weeks including international shipping. citeturn9view0 |
4. Retrieving a forgotten NBI ID number
- Look at digital copies – old e-mails, HR scans, or the QR-coded PDF you may have downloaded.
- Contact the NBI Helpdesk – Hotline ( +63 2 8524-1277 / 8523-8231 loc 5509 ) or e-mail [email protected] (per FOI replies). citeturn1view0
- Last resort: File a fresh application (Path C). MoneyMax’s 2025 guide confirms the system will not let you renew without the number. citeturn5view0
5. Should you execute an Affidavit of Loss?
While the NBI does not always demand it for ordinary renewal, an affidavit is strongly advised—especially if the document was stolen—because:
- It disproves bad faith if someone tries to use your lost clearance fraudulently. citeturn2search5
- Some employers, visa posts, and consular offices explicitly require it before accepting a new clearance. citeturn0search0
Minimum contents: identity, circumstances & date of loss, undertakings to surrender the old copy if found, and a request for replacement. Have it notarized; attach one valid ID.
6. Fees, timelines, and common delays
| Item | Amount | Statutory / policy basis |
|---|---|---|
| Regular clearance | ₱160 (₱130 processing + ₱30 e-payment) | Department Order & Sec. 12, RA 10867 (fee retention). citeturn6search0 |
| Quick Renewal | ₱350 + courier | NBI e-payment schedule. citeturn5view0 |
| Affidavit of Loss notarization | ₱150 – ₱300 (Metro Manila) | Notarial Rules of Court. |
| Consular authentication of fingerprint card (abroad) | USD 25 | Consular fee schedule. citeturn9view0 |
Processing time: same-day release (no hit); 5–10 days with “HIT;” 30–60 days for mailed-in overseas requests.
7. Verification & security of the replacement
Every clearance issued since 2021 carries a QR code and a unique NBI ID Number. Anyone—including foreign embassies—can validate authenticity through verification.nbi-clearance.io or the built-in scanner on the NBI site. citeturn7search0
8. Pitfalls to avoid
- Copy instead of reprint: Photocopies are never accepted for official purposes; always secure a fresh print-out on NBI’s security paper.
- Wrong account details: Typographical errors (e.g., married surname vs maiden name) will cause the online form to reject your renewal. citeturn5view0
- Assuming an affidavit alone restores validity: Until NBI issues a new certificate, the old clearance is deemed void.
- Using non-government IDs for renewal: Company/barangay IDs are invalid; see the government-ID list in Section 3.
9. Consequences of misuse or falsification
Altering or presenting a forged NBI clearance is falsification of public documents under Art. 171, Revised Penal Code, punishable by imprisonment prisión correccional and fines.
10. Take-away checklist
- Search for your NBI ID number first; it’s the single biggest time-saver.
- Decide between Quick Renewal (if you have the number) and New Application.
- Prepare two valid IDs and, when advisable, an Affidavit of Loss.
- Keep scanned copies of every new clearance; store the NBI ID number separately for next time.
- Verify the new certificate online before sending it to employers, visa officers, or banks.
Disclaimer
This article summarizes publicly available rules as of 25 April 2025. Procedures occasionally change; always cross-check with clearance.nbi.gov.ph or the NBI Helpdesk for the latest advisories.