Official NBI Policy on Authorized Claiming (2026 Guide)

National Bureau of Investigation (NBI) generally requires personal claiming of NBI Clearance. Authorized claiming is possible in limited cases, depending on the branch and manager’s discretion.

Note: Acceptance of authorization letters depends on the NBI branch. Please calL your branch before sending a representative.

Why NBI Requires Personal Claiming

NBI Requires Personal Claiming for following reasons:

Security Reasons

• Prevent identity theft
• Verify biometrics match
• Confirm applicant’s identity
• Stop fraud and impersonation

Legal Reasons

• NBI Clearance is a sensitive document
• Contains criminal record information
• Must ensure the correct person receives it

Reality in 2026

• Most branches: Strictly enforce personal claiming
• Some branches: Allow with strict requirements
• Final decision depends on branch manager

When Authorization Letter MAY Be Accepted

Authorized claiming is not guaranteed, even with complete documents.

1. OFW Working Abroad

• Currently overseas, cannot return
• Contract not yet finished
• Need clearance for visa/work requirements
• Success Rate: 50–60% (higher if with Special Power of Attorney)

2. Medical Emergency

• Hospitalized or bed-ridden
• Cannot physically travel
• Medical certificate required
• Success Rate: 40–50%

3. Physical Disability

• Severe mobility issues
• Cannot access NBI branch
• PWD ID or medical certificate required
• Success Rate: 30–40%

4. Extreme Distance

• Living in remote area
• Applied in different city/province
• Transportation is very difficult
• Success Rate: 20–30%

Reasons NOT Usually Accepted

These are commonly rejected:

• I’m busy with work
• I don’t have time
• I’m out of town for vacation
• Traffic is bad

Most NBI branches do not consider these valid reasons.

Requirements for Authorized Claiming (2026 Updated)

From the Applicant

1. Notarized Authorization Letter

• Must be notarized by a notary public
• Clear statement authorizing representative
• Complete applicant and representative details
• Usually valid for 30 days

2. Valid Government ID (Photocopy)

• Signed government-issued photo ID
• Write “True Copy” on the photocopy

3. Special Power of Attorney (For OFWs)

• Required if working abroad
• Authenticated by Philippine Embassy or Consulate
• Stronger than a simple authorization letter

From the Representative (Claimer)

1. Valid Government ID (Original)

• Must match name on authorization letter
• For verification purposes

2. NBI Claim Stub (If Issued)

• Given after biometrics
• Shows release date
• Not all branches issue this

3. Complete Documents

• Original notarized authorization letter
• Applicant’s ID photocopy
• Representative’s original ID

Important Reminder

Even with complete documents, authorized claiming is not guaranteed. The safest and fastest way remains personal claiming at your selected NBI branch.

How to Get Authorization Letter Notarized (NBI Clearance 2026 Guide)

If you need someone to claim your NBI Clearance, your authorization letter usually must be notarized. Below is the complete step-by-step process.

Step 1: Prepare the Letter

• Type or print clearly on bond paper
• Fill in all required information
• Leave the signature blank (sign in front of the notary)

Step 2: Find a Notary Public

You can find a notary at:

• Law offices
• City Hall
• Some malls (SM, Robinsons)
• Independent notary public offices

Step 3: Bring Requirements

• Authorization letter (unsigned)
• Valid IDs (both parties if possible)
• ₱100–300 cash for notary fee

Step 4: Sign Before the Notary

• Sign in front of the notary
• Notary verifies IDs
• Notary stamps and signs the document

Step 5: Get Copies

• Request 2–3 notarized copies
• Keep 1 for your records
• Give 1 to your representative

Cost: ₱100–300 per document (varies by location)

How Representative Claims NBI Clearance

The National Bureau of Investigation requires strict verification before releasing any clearance.

Step-by-Step Claiming Process

Step 1: Verify Clearance is Ready

• Call your NBI branch first
• Provide applicant’s name and reference number
• Confirm it is ready for pickup

Step 2: Prepare All Documents

• Notarized authorization letter
• Applicant’s ID (photocopy, signed)
• Representative’s ID (original)
• Claim stub (if issued)

Step 3: Go to NBI Branch

• Visit NBI Branch during claiming hours (usually 1–5 PM)
• Go to claiming window (not application area)
• Be ready to explain the situation

Step 4: Submit Documents

• Submit authorization letter
• Show IDs and claim stub
• Staff reviews documents

Step 5: Possible Outcomes

A. Accepted

• Staff approves authorization
• May call applicant for verification
• May request additional proof
• Clearance released

B. Rejected

• Authorization not accepted
• Applicant must claim personally
• No clearance released

Step 6: If Approved

• Representative signs logbook
• Receives clearance
• Takes photo or copy immediately
• Sends to applicant ASAP

Success Rates & Reality Check (2026)

Most Common Outcome: Rejected

• 70–80% of authorization attempts rejected
• Many branches prefer personal claiming
• Policy varies per branch manager

When It Works

• OFW with Special Power of Attorney: 50–60% success
• Medical emergency with certificate: 40–50%
• With branch manager pre-approval: 70–80%
• Regular “I’m busy”: 10–20% success

Before You Try: Do This First

Step 1: Call the NBI Branch

Ask:

• Do you accept authorization letters?
• What are the requirements?
• Do I need special approval?
• Can I speak with the branch manager?

Step 2: Get Confirmation

• Write the name of staff you spoke with
• Note date and time
• Record what was confirmed

Step 3: Only Then Proceed

• If YES → Prepare documents
• If NO → Consider alternatives

Alternative Solutions If Authorization is Rejected

Option 1: Wait Until You Can Visit

NBI Clearance Holding Period

• Held for 6 months after printing
• Free to claim within 6 months
• After 6 months, reapplication may be required

Best if:

• Not urgent
• You can return within 6 months

Option 2: Request Special Accommodation

Email: clearance@nbi.gov.ph

Include:

• Full name
• Reference number
• Branch applied
• Reason you cannot claim
• Contact information
• Supporting documents (OFW contract, medical certificate)

Response time: 3–7 business days

Option 3: Third-Party Delivery Services

Some companies offer:

• Claiming + delivery service
• Delivery locally or abroad

Cost: ₱300–800

Warning: Not officially endorsed by NBI. Use at your own risk.

Option 4: Postpone the Requirement

If clearance is for:

• Job → Ask employer for extension
• Visa → Apply early
• School → Check deadline flexibility
• Business permit → Start renewal earlier

Tips to Increase Approval Chances

1. Strong Documentation

• Complete notarized letter
• Signed IDs
• Supporting proof (medical certificate, OFW contract)
• Evidence of situation

2. Legitimate Reason

Must be serious and unavoidable.

3. Close Family Representative

Parent, spouse, sibling preferred.
Avoid random friends.

4. Pre-Approval

Call branch first.
Try to speak with manager.

5. Good Timing

Avoid Mondays and Fridays.
Try Tuesday–Thursday afternoon.

6. Respectful Approach

Representative should:

• Be polite
• Explain clearly
• Not argue if rejected
• Ask for alternatives

Final Reality Check

Authorized claiming of NBI Clearance is possible but not guaranteed. The safest and fastest way is still personal claiming at your selected NBI branch.

Frequently Asked Questions

Summary

Reality Check:

• Most branches DON’T accept authorization letters
• Personal claiming is STANDARD requirement
• Authorization only works in exceptional cases

If You Must Try:

1. Call branch first to confirm acceptance
2. Prepare notarized authorization letter
3. Gather all required documents
4. Have representative visit branch
5. Be prepared for possible rejection

Best Solution:

• Claim personally if at all possible
• Or wait until you can claim yourself
• Authorization should be last resort only

For OFWs:

• Special Power of Attorney has better success rate
• Some branches more accommodating
• Contact NBI main office for guidance

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