How NBI Clearance Works When You Hire Filipino Remote Workers

You’re about to give someone in Manila access to your Stripe account. Or your company’s financial records. And you’ve never met them in person.

This is the reality of hiring remote workers from the Philippines. You need to trust people you’ve only talked to over Zoom.

NBI Clearance is one of the most reliable ways to verify a candidate’s criminal record before extending that trust.

Quick employer workflow:

1. Request a scanned copy and a photo of the physical document
2. Verify the reference number or QR code directly on the NBI website
3. Compare the name and details to the ID your candidate has provided
4. Check the issue date — clearances are valid for one year

What Is NBI Clearance?

The National Bureau of Investigation issues NBI Clearance. It’s a document that tells you whether someone has a criminal case or “derogatory record” on file in the Philippines.

The NBI database pulls from courts, prosecutors, police stations, and law enforcement agencies nationwide.

Think of it like an FBI background check in the US, or the basic criminal records check you’d run in the UK or Australia.

Most Filipino professionals won’t blink when you ask for it. It’s a standard pre-employment requirement across the Philippines, and most workers already have one on hand or know exactly how to get one.

Is NBI Clearance a Background Check?

It functions as a criminal records check, but it’s not a full background check.

NBI Clearance tells you whether someone has a criminal case on file in the Philippines. It does not verify employment history, educational credentials, or professional references.

For a complete picture, combine it with:

• Employment verification (call their previous employers)
• Reference checks (talk to people they’ve worked with)
• Skills testing (give them a trial task before committing)

NBI Clearance is the criminal records component. The rest is still your job.

How to Verify NBI Clearance Step by Step

When your candidate sends their clearance, don’t just accept the file. Verify it yourself.

Step 1: Request the right documents Ask for a scanned copy of the document, a photo of the physical clearance showing the hologram and print features, and the QR code or reference number from the document.

Step 2: Verify on the NBI website Go to the official NBI portal and enter the reference number or scan the QR code. This confirms the document is real and hasn’t been altered.

Step 3: Check the details against their ID The name, date of birth, and other personal details on the clearance should match the government ID your candidate has provided. Any mismatch is worth flagging before you go further.

Step 4: Confirm the issue date NBI Clearance is valid for one year from the date of issue. If the clearance is older than 12 months, ask your candidate to get a new one before proceeding.

Step 5: Read the result A clean clearance reads: “No derogatory record as of [issue date].” If there’s an annotation, there’s a case on file. It could be pending, dismissed, or from years ago — but it needs to be assessed.

What Employers Should Check on the Document

Beyond the QR code verification, look at the document itself carefully.

The result line. A clean clearance says “No derogatory record as of [date].” An annotated clearance means something came up in the system. Read it carefully before drawing a conclusion.

The issue date. Valid for one year. An expired clearance is not useful. Ask for a current one.

The personal details. Name and date of birth should match exactly what’s on their government ID. Filipino names sometimes have variations in spelling or ordering — if anything looks off, ask about it directly.

The physical security features. The hologram, print quality, and QR code on the physical document are what separate a real clearance from a forgery. That’s why a photo of the physical document matters alongside the PDF.

Do not rely on a PDF alone. A scanned document can be edited. Always cross-reference with the QR code verification on the NBI website.

Common Verification Mistakes to Avoid

Accepting a PDF without verifying it. This is the most common one. A PDF can be altered. Always verify the QR code or reference number directly on the NBI portal.

Ignoring a hit without investigating. A hit doesn’t automatically mean a criminal record. Filipino names are not unique — there are thousands of people with the same full name. When a hit occurs, NBI holds the clearance for 5 to 10 days while they verify which person is actually on record. Your candidate isn’t stalling. The system is just sorting it out.

Treating every annotation the same. If the final clearance does show a case on file, context matters. What was the offense? How long ago? Is it relevant to the role? A fraud conviction for someone managing your finances is a hard no. An old minor offense for a customer support role may warrant a conversation.

Skipping it for roles with high system access. For roles where your hire will have access to financial tools, client data, or sensitive systems, NBI Clearance should be a condition of the offer — not an afterthought. For a one-off content project, you might skip it. For ongoing access to company accounts, you shouldn’t.

Where NBI Clearance Fits in Your Hiring Process

Use it as your criminal records check, but know what it covers and what it doesn’t.

For high-access roles, make it a condition of your final offer, or require it before you grant system access after an initial probation period.

For lower-risk roles, weigh whether it’s necessary given the scope of work.

For a broader look at what else belongs in your pre-hire checklist, hiring Filipino contractors legal checklist covers the full set of documentation and compliance steps worth having in place.

The NBI Application Process Your Candidate Goes Through

It helps to know what your candidate is dealing with on their end, so you can set realistic timelines.

They register on the NBI online portal and book an appointment at an NBI branch. The fee is around ₱155 to ₱170. They show up in person for biometrics — photo and fingerprints. The system then runs their details against the national criminal database.

If there’s no match, they get the clearance the same day. It’s printed with a QR code and reference number. If there’s a hit, the process pauses for 5 to 10 days while NBI investigates.

Build this into your hiring timeline. If you’re trying to move through the hiring process quickly, request NBI Clearance early — not on the day you want them to start.

Why This Matters More for Remote Hiring

In a traditional office, you’d meet candidates face to face. You’d watch how they interact with your team. You’d see them every day.

When you hire remotely, you lose all of that. You’re trusting someone based on Zoom calls and work samples. That’s why documentation matters more.

NBI Clearance gives you a standardized, verifiable data point. It’s recognized across the Philippines in employment, business, and legal contexts. It’s not a complete picture on its own — but combined with reference checks, trial tasks, and direct conversations, it helps you build real confidence in who you’re hiring.

For more on what the full onboarding process looks like after you’ve verified your hire, how to manage Filipino remote workers after hiring them covers what comes next.

Frequently Asked Questions

How do you check if a person has a record in NBI?

Ask your candidate to share the QR code or reference number from their NBI Clearance. Then verify it directly on the official NBI website by entering those details. The system will confirm whether the document is valid and whether the result matches what your candidate has shared. Do not rely on a PDF alone — always verify the QR code yourself.

Is NBI Clearance a background check?

It functions as a criminal records check. NBI Clearance confirms whether someone has a criminal case on file in the Philippines by pulling from courts, police stations, and law enforcement agencies nationwide. It does not verify employment history, education, or professional references. Think of it as one component of a broader hiring verification process, not a complete background check on its own.

Can foreigners get NBI Clearance in the Philippines?

Yes. Foreign nationals who have lived or worked in the Philippines can apply for NBI Clearance. The process is similar to local applicants. Foreign applicants may need to present their passport and visa or residency documents.

Can I use multi-purpose NBI Clearance to work abroad?

Yes. The multi-purpose NBI Clearance is the standard type issued and is accepted for employment purposes both locally and abroad, including for overseas Filipino worker (OFW) documentation. When you ask candidates to apply, tell them to select “Multi-Purpose” on the NBI portal — this is the correct type for remote work and international employment contexts.