NBI Clearance is the Philippines’ version of a criminal background check.
It’s issued by the National Bureau of Investigation. It certifies whether someone has a criminal record in the Philippines or not.
Every Filipino who’s ever applied for a job has probably gotten one. It’s standard. Like asking for a resume.
For remote work, it’s even more important. You’re not meeting this person face to face. You’re trusting them with access to systems, data, and sometimes money.
The clearance costs around $2-4 USD. Your hire pays for it, not you.
It’s valid for one year, though most employers want one that’s been issued within the last 6 months.
How You Actually Verify It
You’re not in the Philippines. You can’t walk into an NBI office and ask questions.
Philippine privacy laws (RA 10173) prevent you from accessing their systems directly anyway.
So what do you do?
You verify the document itself.
Request the Digital Copy
When your hire sends you their NBI Clearance, you’re looking for specific things.
First, get the digital copy. PDF format. Should have a reference number, issue date, their photo, and the clearance status.
Use the Online Verification System
Second, go to https://clearance.nbi.gov.ph yourself. There’s a verification tab.
Enter the reference number, their full name, and birthdate. The system will show you if it’s legitimate.
This is the part most employers miss. You can verify it online. You don’t need special access.
Cross-Check Everything
Third, cross-check everything.
Does the photo match the ID they sent you earlier? Does the name spelling match exactly? Is the issue date recent?
Look for security features. Holograms. Watermarks. These are visible even on scans.
If something looks edited or the quality is suspiciously poor, ask for a new copy. Or ask them to share their screen while they log into the NBI portal.
Platforms like HireTalent.ph actually handle this verification step during pre-vetting, which saves you from doing it manually for every candidate.
What Your Filipino Hire Needs to Do
You can’t get this clearance for them. They have to do it themselves.
The entire process is online now. Fully digitized as of 2026. No more showing up without an appointment and waiting in line for 6 hours.
Step 1: Register Online
They go to https://clearance.nbi.gov.ph and create an account. Personal email only. Company emails cause problems in the system.
Step 2: Fill Out the Application
Full name, birthdate, address, education, employment history. Everything in uppercase. Every single letter needs to match their government IDs exactly.
One typo? That can trigger a HIT or delay the whole thing.
Step 3: Schedule an Appointment
They pick the nearest NBI branch. Usually in malls like SM or Robinsons. They select a date and time slot.
Step 4: Pay the Fee
Around $2-4 USD depending on the purpose. E-wallets are fastest. The payment updates in the system within minutes.
Online banking through DragonPay works too. Over-the-counter payments are slowest.
Tell them to screenshot the receipt. They’ll need it.
Step 5: Show Up for Biometrics
They bring 1-2 valid government IDs. Passport, driver’s license, SSS ID, PhilHealth ID, whatever they have.
Plus the appointment slip and payment receipt.
They get fingerprinted. Photo taken. Takes about 15 minutes if there’s no line.
Step 6: Wait for Processing
No HIT? They can claim it the same day.
HIT? They wait. Sometimes they need to come back for an interview. It’s just verification, not an accusation.
Step 7: Get the Clearance
They can pick it up at the branch or pay extra ($4-10 USD) for courier delivery.
They get a PDF with a reference number, issue date, their photo, and the result.
That’s what they send you.
What the Red Flags Look Like
Fake NBI clearances exist. Not common, but they’re out there.
The Reference Number Doesn’t Verify
The reference number doesn’t verify online. That’s the biggest one.
Photo and ID Mismatch
The photo doesn’t match their other IDs.
Signs of Document Tampering
The document looks like it was edited in Photoshop. Fonts don’t match. Colors are off.
Expired Clearance
The issue date is more than a year old. Clearances expire after 12 months.
Evasive Behavior
They can’t explain a HIT or delay. Legitimate HITs are easy to explain. “My name is common, I had to wait for verification.”
If they’re dodgy about sharing the reference number, that’s a problem.
The HIT Situation You Need to Understand
Your hire tells you they got a HIT.
Don’t panic.
What a HIT Actually Means
HITs are routine for common names. It’s a name match in the system, nothing more.
Think of it like airport security pulling someone aside for additional screening. Doesn’t mean they did anything wrong.
How the Verification Process Works
The NBI checks if the person with the record is actually them. Different birthdate? Different address? Different middle name? Cleared.
Sometimes they need to come in for a short interview. “Are you the Juan Santos born in 1985 who was arrested in Cebu?” “No, I was born in 1990 and I’ve never been to Cebu.” Done.
Expected Timeline Delays
This adds 5-10 days to the process. Sometimes two weeks if there’s a backlog.
If you’re hiring urgently, this matters. Build in buffer time.
Combining NBI Clearance with Other Checks
Smart employers don’t rely on NBI Clearance alone.
It’s one piece of the puzzle.
Government-Issued ID
To verify identity. Passport or driver’s license works best.
Proof of Address
Barangay Clearance or a utility bill confirms their location.
Police Clearance
Police Clearance from the Philippine National Police. Costs $2-3 USD, valid for 6-12 months. It’s a local-level check that sometimes catches things NBI doesn’t.
Employment References
Previous employers or clients who can vouch for them.
Education Verification
Especially important for specialized positions requiring specific qualifications.
For roles involving financial data or sensitive customer information, this combination is standard. BPO companies in the Philippines require all of this before hiring.
Timeline Planning for Your Hiring Process
You find the perfect candidate. You want them to start in a week.
Can they get their NBI Clearance in time?
Maybe. Maybe not.
If They Already Have a Recent Clearance
If they already have a recent clearance (issued within 6 months), you’re good. They just send it over.
For Straightforward Applications
If they need a new one and have a straightforward name, figure 3-5 days. One day to apply and schedule. One day for the appointment. Same-day release if no HIT.
For Common Names
If they have a common name, budget 2-4 weeks. The HIT verification takes time.
Smart Hiring Practices
Tell candidates upfront that you’ll need this. Let them start the process before you make a final offer.
Some employers make conditional offers. “We’d like to hire you pending a clear NBI check.”
This keeps things moving without unnecessary delays.
What This Costs You (Spoiler: Almost Nothing)
The applicant pays for their own NBI Clearance.
You’re not shelling out hundreds of dollars like you would for a US background check.
Your Actual Investment
Your cost is time. Maybe 15 minutes to verify the document online and cross-check it against their other credentials.
Cost Comparison
Compare that to hiring locally. US background checks run $30-100 per person. Take days or weeks. Require third-party services.
This is faster and cheaper.
Scaling Considerations
The only exception is if you’re hiring at scale. Verifying clearances for 50 or 100 people manually gets tedious.
That’s where platforms like HireTalent.ph help, since they handle compliance checks as part of their vetting process.
When NBI Clearance Isn’t Enough
For some roles, you need more.
Financial Roles
If someone’s handling financial transactions, add a credit check or financial background verification.
Vulnerable Populations
If they’re working with children or vulnerable populations, additional clearances might be required by law.
Licensed Professionals
If the role requires specific licenses (accountant, lawyer, nurse), verify those separately.
Complete Background Picture
NBI Clearance tells you about criminal history. It doesn’t verify education, employment history, or professional credentials.
Build a complete picture. Don’t rely on one document.
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