Lost NBI ID/Reference Number Retrieval in the Philippines—A Complete Legal Guide
1. What exactly is the “NBI ID number”?
| Term commonly used by the public | Official designation | Where you see it | Why it matters |
|---|---|---|---|
| “NBI ID number” / “NBI number” | NBI Clearance Certificate Number (alphanumeric, upper-right corner of the printed clearance) | Printed clearance, the QR code record, the digital copy kept by NBI | Forms the unique record locator inside the NBI criminal-history database and is required for re-printing, renewal, verification by embassies, CHED, PRC, etc. |
| “Reference number” | e-Payment Reference Code (8- to 10-digit code) | Receipts issued by Bayad Center, GCash, 7-Eleven CLIQQ, Maya, debit/credit-card page, confirmation e-mail | Needed only before your biometrics appointment; once the clearance is issued it has no legal value. |
Many people lose one or both numbers and discover only later (e.g., during visa processing) that the number is required for re-issuance or third-party verification.
2. Legal and administrative framework
Republic Act No. 10867 (NBI Reorganization and Modernization Act, 2016)
Sec. 6(b) directs the Bureau to maintain “a modern, secure and searchable database of criminal records and clearances.”
Sec. 6(f) obliges the Bureau to issue certified true copies of clearances on request.Memorandum Circulars of the Department of Justice (DOJ)
- DOJ MC No. 005-2017 shifted walk-in clearance issuance to an online appointment and reference-number system.
- DOJ MC No. 059-2019 authorized “e-payment partners,” generating the 8-digit reference codes.
Data Privacy Act (RA 10173)
The NBI must authenticate your identity before disclosing clearance data. Hence the need for Affidavit of Loss and acceptable IDs when retrieving a lost number.Revised Penal Code Art. 171–172 (Falsification)
Attempting to alter or fabricate an NBI number or Affidavit of Loss is a felony punishable by imprisonment (prisión correccional) and fine.
3. The three common loss-scenarios and how to fix them
| Scenario | What you lost | Why you need it back | Fastest lawful remedy |
|---|---|---|---|
| A. You never printed the clearance and lost the e-payment reference number | You cannot open the online appointment page to re-schedule or see results. | 1. Search e-mail (subject: “NBI Online Appointment Details”). 2. Check e-wallet “transaction history.” 3. If still lost, proceed to Step 1 in § 4 (Affidavit of Loss) and ask the NBI Help Desk to recover the appointment via name + birthday + valid ID. | |
| B. You printed the clearance but lost the certificate itself (and therefore its certificate number) | You need to present it to a third party or renew it online. | Follow § 4 fully: you will request a Certified True Copy (CTC) / Duplicate Printout of the same clearance. | |
| C. You printed the clearance and remember the certificate number, but a relying agency doubts its authenticity | Prevent forged copies. | Use the NBI Clearance Online Verification Portal (enter the certificate number + date of issue). If the portal fails, send a written request under RA 9485 (Anti-Red Tape Act) to the NBI Records Section for manual verification within five (5) working days. |
4. Step-by-step retrieval when the certificate number is truly lost
Prepare an Affidavit of Loss
- Execute before a notary public.
- Include: personal details, date/place of loss, certificate purpose, statement that the clearance has not been used for unlawful ends, and a commitment to surrender the old copy if later found.
Gather valid IDs (any two): Philippine passport, UMID, PhilSys Card, PRC ID, driver’s license, voter’s ID, etc. Photocopies required.
Visit any NBI CLEARANCE CENTER
- Proceed to the Records Window (not to the new-applicant biometrics line).
- Submit the Affidavit of Loss, IDs and, if available, payment receipt/email printout.
Pay the “Duplicate/CTC Fee”
₱130 (clearance) + ₱25 (ICT maintenance) + ₱10-15 e-payment convenience, depending on channel.Biographic search by Records Officer
- They will query your name, birthdate and last known address against the Master Clearance Index (MCI).
- If your name is common, expect a short interview and signature verification.
Release of Duplicate Clearance
- Same day for “NO HIT” cases.
- 3-5 working days if the automated match flags a “HIT” (possible namesake in criminal database); this mirrors regular clearance policy.
- The re-printed clearance bears exactly the same certificate number and validity period as the original.
Optional: Online Renewal Tagging
Before leaving, ask the Records Officer to tag the certificate as “ready for online renewal,” so next time you may use the Quick Renewal service without visiting again.
5. Fees, time limits and practical cautions
| Item | Amount | Legal/administrative basis |
|---|---|---|
| Duplicate/CTC fee | ₱130 | NBI Schedule of Fees (Jan 2018) |
| Every additional copy | ₱10 | Revenue Memorandum Circular 25-2019 |
| Validity of original clearance | 6 – 12 months (depends on purpose letter indicated) | DOJ MC 005-2017 |
| Period you may re-print the same clearance online | Until the printed expiry date | NBI Help Desk advisory |
| Penalty for misuse of another person’s clearance | Art. 176 RPC (Possession of False Documents) | Criminal prosecution |
Tip: The certificate number never changes during its validity. Losing the print-out does not invalidate the clearance—you are merely re-acquiring proof.
6. Special cases
Overseas Filipinos / Seafarers
- You may authorize a relative via Special Power of Attorney (SPA) to retrieve a duplicate copy. Attach the SPA, your notarized Affidavit of Loss, and photocopies of your passport data page and latest working visa/contract.
Applicants with pending court cases
- If your clearance originally showed a “WITH PENDING CASE” remark, you must still return to the Quality Control (QC) Section for proper annotation before re-printing.
Name change due to marriage/RA 9048 correction
- You cannot “retrieve” the old number in a different name. You must apply for a NEW clearance with the PSA-authenticated annotated civil registry document; the old number is archived.
7. Preventive best practices
| Best practice | How it helps |
|---|---|
| Save the PDF copy that becomes available 10–15 minutes after the appointment desk “releases” your clearance. | The PDF contains the certificate number in machine-readable form—even if you misplace the paper. |
| Take a clear photo of the clearance and the BIR-style serial number in the footer. | Accepted by some POLO-OWWA offices as a temporary placeholder. |
| Register with a permanent e-mail (not company mail). | The reference code and official receipt are sent there automatically. |
| Enable two-factor authentication in your NBI Online account. | Prevents malicious actors from viewing or editing your clearance profile. |
8. Frequently asked questions
Q 1: Is an Affidavit of Loss really mandatory?
Yes. The NBI must document why a second copy is issued; the affidavit becomes part of your personal file under Sec. 6(b) of RA 10867. In practice some centers accept a police-blotter + sworn handwritten declaration, but the notarized affidavit avoids repeat visits.
Q 2: Will NBI give me the certificate number over the phone or e-mail?
No. The Help Desk may confirm that a number “exists,” but they will not disclose it without face-to-face identity authentication due to the Data Privacy Act.
Q 3: Can I simply apply for a brand-new clearance instead?
Yes, but you pay the full ₱155 and repeat biometrics. Some foreign embassies frown upon overlapping clearances because they suspect identity fraud. Retrieval is cleaner and cheaper.
9. Conclusion
Losing your NBI clearance or its identifying numbers is inconvenient but entirely remediable. Philippine law—RA 10867, DOJ circulars, the Data Privacy Act and anti-falsification provisions—strikes a balance between ease of re-issuance and protection against identity theft. By following the legally recognized Affidavit-plus-verification path, you secure a duplicate clearance that is every bit as valid as the original, avoid criminal liability, and position yourself for seamless renewals in the future.
This article is for general information only and not a substitute for formal legal advice. For specific concerns, consult a Philippine lawyer or the NBI Records Section directly.