NBI Clearance Replacement in the Philippines (2025 update)

This article consolidates the most current laws, administrative issuances, embassy advisories, and frontline practice so you have a one-stop, lawyer-style guide to replacing a lost, stolen, mutilated, or outdated NBI Clearance, whether you are in the Philippines or overseas.

1. Why “replacement” matters & when you need it

Scenario	Do you still have the old paper?	What the NBI treats you as	Key extra paper
Lost / stolen	No	New applicant (fresh clearance)	Notarised Affidavit of Loss (+ police blotter if stolen)
Damaged / illegible	Yes, but unreadable	“With old NBI”, but biometrics re-capture may be required	Bring mutilated copy
Change of civil status / bio-data	Yes	Renewal with data correction	PSA marriage/birth doc
Overseas Filipino lost copy	No	First-time applicant from abroad	Form No.5 + Affidavit of Loss

The “Quick Renewal” courier service works only if you can supply the old NBI number (issued 16 Oct 2016 → present); otherwise, you must book a regular appointment. citeturn11view0

2. Legal foundations

Republic Act 10867 (NBI Reorganization & Modernization Act) gives the Bureau sole authority to issue, renew, and cancel clearances.
Executive Order 292 (Revised Administrative Code) secures the evidentiary value of public documents and empowers agencies to require affidavits for lost originals. citeturn9view0
Data Privacy Act 2012 (RA 10173) protects the biometrics and personal data captured during re-issuance.
Rule 131, §3(e) of the Rules on Evidence: certified NBI copies are prima facie proof of the facts stated.
Falsifying or mis-using a clearance is punishable under Art. 171 & 172, Revised Penal Code (up to 6 years & fine).

3. Documentary checklist (domestic applicants)

Two valid government-issued IDs (original + photocopy).
Affidavit of Loss (for lost/stolen) – notarised; template in § 11.
Police Blotter/Report (only if theft or robbery is alleged).
Payment proof (₱160 regular -- ₱130 processing + ₱30 e-payment). citeturn2view0
For women who changed surname: PSA-issued Marriage Certificate.
For data correction: supporting PSA Birth Certificate or court order.

4. Step-by-step replacement inside the Philippines

#	Action	Notes / Tips
1	Create an online account at <https: data-preserve-html-node="true"//clearance.nbi.gov.ph>. Tick “NO” to the question “Do you have an old NBI Clearance issued 2014-present?” citeturn3view0
2	Fill in personal data → Apply for Clearance → declare the ID you will present.
3	Set an appointment (branch + date + AM/PM). Slots open on a rolling 30-day window.
4	Pay the fee (GCash, Maya, 7-Eleven, Bayad Center, banks). Keep the 8- to 10-digit reference number.
5	Prepare documents (§ 3) and appear in person. Affidavit is surrendered at the Verification window.
6	Biometrics capture & photo. If “No Hit,” printing is same-day; with “Hit,” expect 10 working-day verification.
7	Claim or courier-deliver the printed Multipurpose Clearance (dry seal + QR code).

5. Fees & timelines (2025)

Service	Gov’t fee	Typical add-ons	Release time*
Regular replacement	₱130 + ₱30 e-pay	₱25–₱50 outlet service charge	1 day (No Hit); 10 days (Hit)
Quick Renewal (not for lost)	₱160 + ₱350 delivery	Courier surcharge outside Luzon	3-10 days
Overseas mailed application	₱200	Embassy notarisation (~US $25) + courier	4-8 weeks

*Working days, counted from biometrics capture or receipt at the NBI Mailed-Clearance Section.

6. Replacement while abroad

Secure NBI Form No. 5 from the nearest Philippine Embassy/Consulate. citeturn6search0
Fingerprints (rolled) taken & embassy notarises signature.
Attach:
- 2×2 photo (white background, taken ≤ 3 months)
- Photocopy of passport data page
- Affidavit of Loss (if no previous copy)
Send to Manila (NBI Mailed Clearance Section, Taft Avenue) or to a PH-based representative with a duly notarised SPA.
Pay ₱200 (bank draft or postal money order).
Await courier delivery or have the representative claim.
If your old clearance (2014 →) is still with you, you may skip the fingerprint card and just mail the original for renewal. citeturn7view0

7. Foreign nationals in the Philippines

Follow the same online registration but choose “Alien Registration Division” at the biometrics stage.
Additional documents:
- Passport (original + copy of data page to latest visa stamp)
- ACR I-Card (front & back).
Processing at NBI-Main (UN Ave., Manila) only; allow 10-15 days for “No Hit,” longer if record evaluation is required. citeturn2view0

8. Data-privacy & record-checking (“HIT”)

All biometric and criminal-record checks are handled internally under RA 10173 compliance. Only you (or a court-ordered party) may obtain the raw derogatory report. Expect a “Quality Control Interview” if your name matches an outstanding warrant or if you previously filed an Affidavit of Denial. citeturn9view0

9. Common pitfalls

Pitfall	How to avoid
Providing non-government IDs	Only the 20+ IDs in the NBI list are accepted. Barangay & company IDs are rejected. citeturn2view0
Forgetting to bring the Affidavit of Loss	The verifier will send you out to a notary, delaying release.
Missing the appointment slot	You pay again and reschedule. Slots fill up fast in peak months (March–June).
Using Quick Renewal for a lost clearance	The system will halt at “Invalid Information.” citeturn11view0

10. Penalties for misuse

False statements in the affidavit: perjury (Art. 183, RPC).
Tampering with the printed clearance: falsification (Art. 171).
Selling appointment slots: Estafa & RA 11032 (Ease of Doing Business).

Convictions typically carry imprisonment (prisión correccional) and/or fines; the clearance will be cancelled and a fraud alert embedded in NBI’s database.

11. Sample Affidavit of Loss (outline)

REPUBLIC OF THE PHILIPPINES )
CITY / PROVINCE OF ________ ) S.S.

AFFIDAVIT OF LOSS

I, [Name], Filipino, of legal age, residing at [address], after being duly sworn, depose:

That I was issued an NBI Multipurpose Clearance on [date] bearing NBI ID No. [if known].

That on or about [date lost], despite diligent search, I discovered that said clearance was lost / stolen / accidentally destroyed and is now beyond recovery.

That I execute this affidavit to attest to the truth of the foregoing and to request the National Bureau of Investigation to issue a replacement clearance in my name.

IN WITNESS WHEREOF, I hereunto set my hand this ___ day of __________ 20__ at ____________, Philippines.

(Affiant)

SUBSCRIBED and sworn to before me …

(Attach photocopies of one government ID; notarial fee averages ₱150–₱300 in Metro Manila.) citeturn12search4

12. Frequently-asked questions

Question	Short answer
Can I just print another copy because I have a scanned PDF?	No. Only the NBI can reproduce the certificate; copies without the dry seal & QR are invalid.
What if the system can’t find my old ID number?	Follow the new-applicant path and present two valid IDs. citeturn11view0
Do I still need an affidavit if my clearance was water-damaged but readable?	The verifier may waive it if you surrender the damaged original; bring it to be safe.
Is the First-Time Job-Seekers fee waiver available for replacement?	Yes, if this is your first-ever NBI clearance and you secure a barangay certification under RA 11261; otherwise, regular fees apply.
How long are clearances valid?	One (1) year from date of issue, regardless of “purpose.” Renewal or replacement after expiry follows the same steps as a new application.

13. Key takeaways

Losing your clearance automatically places you in the “new applicant” track—prepare the affidavit and two IDs.
Everything starts online; walk-in processing without an appointment was abolished in 2021.
Overseas? Use Form No. 5, fingerprints, and mail to Manila; lost copy = first-time rules.
Protect your new certificate: laminate a photocopy, keep the original un-laminated for apostille/legalisation.

This guide reflects regulations and frontline practice as of 23 April 2025. Always check the NBI portal and your nearest embassy for any mid-year fee or policy changes.