NBI Clearance is the Philippines’ standard criminal background check, issued by the National Bureau of Investigation.
For remote employers, verifying it comes down to three steps: request the document, check the reference number through the NBI’s online portal, and review it against the candidate’s other IDs for consistency.
That’s the short version. Here’s the full breakdown.
Can Employers Check if Someone Has an NBI Record?
You can’t access the NBI database directly. Philippine privacy law (RA 10173) prevents that.
What you can do is verify the clearance document your hire provides. The NBI has a public verification portal.
Where you can confirm whether a clearance is legitimate using the reference number, full name, and birthdate from the document.
If the document is real and the details match, you’ll get confirmation. If something is off, the system won’t return a valid result.
That’s the extent of what’s available to employers from outside the Philippines and it’s enough to catch the vast majority of fraudulent documents.
How to Verify NBI Clearance Step by Step
Step 1: Request the digital copy
Ask your candidate to send their NBI Clearance as a PDF. The document should show a reference number, issue date, their photo, and the clearance result.
Step 2: Run the online verification
Go to https://clearance.nbi.gov.ph and open the verification tab. Enter the reference number, their full name, and birthdate exactly as they appear on the document.
The system will confirm whether it’s valid. This is the step most employers skip.
Don’t skip it.
Step 3: Cross-check against other documents
Compare the photo on the NBI Clearance against any government ID they’ve provided. Check that the name spelling matches exactly across all documents. Confirm the issue date is within the last 6 to 12 months.
If anything doesn’t line up, ask for clarification before moving forward.
What to Verify on the Clearance Document Itself
Beyond the online check, there are specific things to look at on the document itself.
Photo match — Does the photo on the clearance match the face on their government ID? This is your most basic identity check.
Name consistency — The name on the NBI Clearance should match their ID exactly, including middle name spelling and suffixes.
Issue date — NBI Clearances are valid for one year. Most employers request one issued within the last 6 months. Anything older than 12 months is expired.
Security features — Even on a scanned PDF, you should be able to see watermarks and other security markings. If the document looks unusually clean or the fonts appear inconsistent, that’s worth flagging.
Reference number — Every legitimate NBI Clearance has a unique reference number. This is what you’ll use in the online portal.
What the Candidate Needs to Provide
You can’t obtain NBI Clearance on behalf of your hire. They have to do it themselves.
The process is fully online as of 2026. Here’s what it involves on their end:
They register at the portal using a personal email address.
Company emails cause system issues.
They fill out their application — full name, birthdate, address, employment history — in uppercase, matching their government IDs exactly.
One typo can trigger a delay.
They schedule an appointment at a nearby NBI branch, usually located in malls like SM or Robinsons.
They pay the fee (roughly $2–4 USD depending on the purpose), show up with valid government IDs, get fingerprinted and photographed, and either claim the clearance the same day or wait if there’s a name match in the system.
The clearance costs around $2–4 USD. Your hire pays for it, not you.
Courier delivery to their address is available for an additional $4–10 USD.
What they send you is a PDF with their reference number, photo, issue date, and result.
Red Flags When Reviewing NBI Clearance
Fake NBI clearances exist. They’re not common, but knowing what to look for matters.
Reference number doesn’t verify online. This is the clearest sign something is wrong. A legitimate clearance will always return a result in the NBI verification portal.
Photo doesn’t match their ID. If the face on the clearance doesn’t match the face on their passport or driver’s license, stop there.
Signs of document editing. Inconsistent fonts, mismatched colors, or text that looks layered are signs the document may have been altered.
Expired clearance. An issue date more than 12 months old means the clearance is no longer valid.
Evasive behavior around the reference number. A candidate who won’t share the reference number or gets defensive about verification has no good reason to. Legitimate clearances are easy to verify.
If you’re unsure about any document, ask the candidate to share their screen while they log into the NBI portal directly. That removes any doubt.
What an NBI HIT Means for Employers
Your candidate tells you they got a HIT on their NBI application. Before you read too much into it, here’s what a HIT actually is.
A HIT is a name match in the NBI database — nothing more. It means someone with a similar name has a record on file. It is not confirmation that your hire has a criminal record.
Common names in the Philippines trigger HITs regularly. The NBI then verifies whether the person in their system is actually the same individual as the applicant.
Different birthdate, different address, different middle name — cleared.
Sometimes candidates need to appear for a short interview to confirm their identity. This process adds roughly 5 to 10 days, sometimes up to two weeks if there’s a backlog.
If you’re working against a tight start date, this matters. Build buffer time into your hiring timeline, especially for candidates with common surnames.
If you want to understand how long the full process typically takes, this breakdown of how long it takes to hire a Filipino remote worker covers the realistic timeline end to end.
Combining NBI Clearance with Other Checks
Smart employers don’t rely on NBI Clearance alone. It confirms criminal history in the Philippines. It doesn’t verify education, employment history, or professional credentials.
Here’s what a complete background check looks like for most remote roles:
Government-issued ID — Passport or driver’s license to confirm identity.
Proof of address — Barangay Clearance or a utility bill to confirm their location.
Police Clearance — Issued by the Philippine National Police. Costs $2–3 USD, valid for 6 to 12 months. A local-level check that sometimes surfaces things NBI doesn’t.
Employment references — Previous employers or clients who can speak to their work history directly.
Education verification — Important for roles requiring specific qualifications. Verify the institution and degree separately.
For roles involving financial data or sensitive customer information, BPO companies in the Philippines require all of the above before someone starts.
The legal checklist for hiring Filipino contractors covers compliance requirements beyond background checks if you want to make sure the full hiring process is set up correctly.
When NBI Clearance Should Be Paired with Other Checks
NBI Clearance is the baseline. Some roles need more.
Financial roles — If someone is handling transactions, invoices, or account access, add credit or financial background verification on top.
Roles involving vulnerable populations — Working with children or vulnerable groups may require additional clearances by law.
Licensed professionals — Accountants, nurses, lawyers, and other licensed roles need credential verification separate from background checks. The NBI Clearance doesn’t confirm a license is valid or current.
For a deeper look at what to look for before making a hire, the top skills to look for when hiring Filipino remote workers is useful context alongside the compliance side.
When to Request NBI Clearance in the Hiring Process
The best time to ask for it is before you extend a final offer not after.
Tell candidates early in the process that NBI Clearance is a requirement.
This gives them time to apply if they don’t already have a recent one. If they have one issued within the last 6 months, they can send it immediately.
If they need a new one, the process takes 3 to 5 days for straightforward applications, or up to 2 to 4 weeks if a HIT comes up.
Some employers make conditional offers: “We’d like to bring you on pending a clear NBI check.” This keeps the hiring process moving without locking in a start date you can’t meet.
If you’re building out your full hiring process from first contact to onboarding, the guide to hiring a Filipino remote worker walks through each stage in order.
FAQ
How to check if a person has a record in NBI?
As an employer outside the Philippines, you can’t access the NBI database directly. What you can do is verify the clearance document your hire provides. Go to the NBI portal, enter the reference number, full name, and birthdate from the document, and the system will confirm whether it’s legitimate. Philippine privacy law prevents direct database access by third parties.
Where to authenticate NBI Clearance?
NBI Clearances can be verified online through the official NBI portal at https://clearance.nbi.gov.ph using the reference number printed on the document. For use in foreign countries or official legal proceedings, the clearance may also need to be authenticated through the Philippine Department of Foreign Affairs (DFA) via an Apostille stamp.
Do I need an NBI Clearance to work abroad?
Yes, NBI Clearance is commonly required as part of the documentation for overseas employment. Most foreign employers and recruitment agencies require it as part of the hiring process for Filipino remote workers. The clearance confirms the applicant has no disqualifying criminal record in the Philippines.
How long is NBI clearance valid for hiring purposes?
NBI Clearance is officially valid for one year from the issue date. For hiring purposes, most employers request a clearance issued within the last 6 months. Anything older than 12 months is considered expired and the candidate would need to apply for a new one before it can be used.
