NBI Clearance Sample 2026: What It Looks Like, Check Field by Field

An NBI Clearance Sample helps you understand what an actual NBI Clearance looks like before applying or checking a document. Whether you need to review your own clearance, examine one provided by someone else, or confirm that the printed details appear correct, knowing what each field means makes the process easier. This guide explains the document’s layout, personal information, clearance status, and remarks so you can understand the details shown on the page.

NBI Clearance Sample also helps you to recognize the correct entries for a married applicant and understand the supporting documents that may be needed in specific situations. These include an NBI Clearance authorization letter for an authorized representative and an affidavit of denial when a clearance contains a record or similar name that requires further clarification. By reviewing these examples, you can better understand the paperwork and identify details that may need attention.

What Does an NBI Clearance Sample Actually Show?

A genuine NBI Clearance is a small, machine-printed card on official security paper, not a plain printout. You can see what information NBI Clearance documents show and what it looks like with the help of the image given below:

Field	What Appears
Photo and signature	Your 2×2 photo and signature, captured during your branch visit
Full name	Last, first, and middle name
Birth details	Date and place of birth
Personal details	Civil status, citizenship, sex, height, weight, address
Purpose	The stated reason for your application, printed on the document
Clearance result	Shown under Remarks, covered in detail below
NBI ID number	Your unique identifier tied to this clearance record
QR code and barcode	For digital verification
Dry seal	An embossed NBI seal, raised and texturable
Thumbmark space	Your right thumbprint

One mix-up worth avoiding: the NBI ID number printed on your finished clearance is not the same thing as the reference number generated during online registration. The reference number only identifies your payment and appointment; it isn’t the identifier that ends up on the document itself. Keep both, but don’t interchange them when filling out other forms that ask for your clearance details.

NBI Clearance Sample Remarks: What Each Result Means

The Remarks field is the line everyone looks at first, since it’s the actual result of your background check. A few different phrasings can appear here, and they don’t all mean the same thing.

Possible NBI Clearance Remarks and Their Meanings

No record on file: you’ve never previously obtained a clearance
No derogatory record: your name was checked and nothing matched; shown on renewals and most new applications
NO DEROGATORY RECORD FOUND: the modern card’s standard phrasing for a clear result; no further action needed, and your clearance is valid for one year from issuance
With derogatory record / HIT: your name or details matched something in the database, and the application needs manual review before release

If you want to verify the NBI Document of yourself or your employee, visit our full guide on NBI Online Verification. It will help you to verify in only a few seconds.

How to Read an NBI Clearance Document?

Identify the issuing agency. Check that the document identifies the National Bureau of Investigation (NBI). Compare the issuing information with the official NBI website.
Check your personal information. Review your full name, date of birth, citizenship, and other details shown on the document. Make sure they match the information you submitted during your application.
Review your name carefully. Check the spelling and order of your names against your passport or other identification documents. If you have used another name, contact the NBI if you need clarification about how it should be recorded.
Read the Remarks section. Pay attention to the result printed on your clearance. If your application receives a HIT, the NBI may require additional verification or direct you to return on a scheduled date. Follow the instructions provided by the NBI.
Check the document and transaction details. Review any identification numbers, dates, or reference information printed on your document. Keep your online application or payment reference separate from the details on your issued clearance.
Review the identity and biometric details. The NBI’s published application procedure includes capturing the applicant’s photograph, fingerprints, and signature. Check any identity details displayed on your certificate for inconsistencies.
Inspect the physical security features. For clearances issued through its overseas application procedure, the NBI specifically instructs applicants to check for an embossed NBI dry seal and affix their right thumbmark in the designated space. Follow the instructions applicable to your document type.
Verify authenticity with the help of our NBI Online Verification guide.

NBI Clearance Sample AKA Field: What It Means and When to Use It

AKA stands for “also known as,” and it’s where any alias, maiden name, or alternate legal name gets listed, so the background check covers every name you’ve used.

When you don’t need one:

If your full name on the clearance matches your PSA birth certificate exactly, your husband’s surname is listed where applicable, and your civil status shows as married with no other name discrepancies anywhere in your documents, you generally don’t need a separate AKA entry.

When you do need one:

If you have used different names on official documents, such as your maiden name on some records and your married name on others, NBI staff may ask for supporting documents before adding an AKA entry to your NBI Clearance. Depending on your situation, you may need to provide an annotated birth certificate, court documents confirming a legal name change, or an old passport showing your alternate name.

Sample for a Married Woman’s NBI Clearance

This is one of the more common points of confusion, since the form’s structure doesn’t always match how a married applicant’s documents are worded elsewhere.

Your entry should reflect your current legal name, generally your husband’s surname, with your maiden surname sometimes required separately as the “AKA” if your other documents don’t consistently show one name
If every document you’re submitting already shows the same name and civil status consistently, an AKA entry usually isn’t required
Embassies with specific checklists sometimes have their own preference on this; one applicant reported being told by a U.S. interview requirement to list a maiden name under AKA even when not otherwise needed, so check your specific destination’s instructions rather than assuming one rule fits every case

Sample for NBI Clearance Used Abroad

The document itself doesn’t change based on where you’re sending it; the same clearance works for every purpose. What differs is what the receiving country expects alongside it.

Canada’s immigration service (IRCC) requires the certificate to include a thumbprint and dry seal, be submitted in English with no translation needed, and states it must be picked up in person, or mailed if the requestor resides outside the Philippines.
If your clearance shows a remark other than a clean result, no criminal record, no pending case, or similar, some immigration authorities require a written explanation letter from NBI plus complete court documents for any case referenced
If you need the document recognized internationally, you may separately need it apostilled through the DFA, a certification step, not a different version of the clearance

Authorization Letter Sample for Claiming NBI Clearance

If someone else is picking up your clearance on your behalf, NBI allows this, provided the representative brings the right paperwork.

What the Authorization Letter Needs

A valid authorization letter is dated, signed, and clearly states who is granting permission and who is receiving it. Based on consistently reported examples, it typically includes:

Your full name and a statement that you’re authorizing a named person to claim your NBI Clearance
The reason you can’t claim it yourself, if relevant, such as illness or a scheduling conflict
Your signature, dated
A copy of your own valid ID attached

What Your Representative Needs to Bring

The signed authorization letter
A copy of your valid ID
Their own valid ID
Proper dress code, the same standard that applies to applicants themselves

Affidavit of Denial Sample for an NBI HIT

When a HIT turns out to be a namesake match and the standard verification process isn’t enough on its own, NBI or a receiving authority may ask for a formal Affidavit of Denial. Check out the Affidavit given below:

Download Affidavit of Denial Sample

What It Is?

An Affidavit of Denial is a sworn legal statement in which you formally deny being the person referenced in the matching record. It’s notarized and carries legal weight; false statements in it can lead to perjury charges, so it needs to be accurate and taken seriously.

What It Typically Contains

Based on actual Philippine consular templates, the affidavit generally states:

Your full name, age, citizenship, and current address
That you applied for an NBI Clearance and were informed of a name match tied to a case involving someone with a similar name
A clear, categorical denial that you are the person referenced in that record
Your sworn signature before a notary or consular officer

Common Mistakes Worth Avoiding for NBI Clearance Sample

A few recurring errors cause more rejected or delayed clearances than anything else:

A name that doesn’t match your ID exactly. A different middle name or missing suffix is best caught and fixed during registration, not after the document is printed.
Submitting a blurry scan. If a QR code can’t be read clearly, whoever’s checking it will assume the worst rather than give you the benefit of the doubt.
Treating a downloaded sample image as proof of anything. It verifies nothing about your actual document.
Overlooking the validity date on an older copy. An expired clearance is refused at the counter regardless of how clean the original result was.
Confusing a HIT with an actual finding against you. It’s a review flag, not a conclusion.

FAQS

An NBI Clearance is a single-page document showing the applicant’s photo, full name, birth date, birthplace, NBI ID number, purpose, validity date, a QR code, and the signature of the NBI Director.

You can view sample NBI Clearance images on informational guides online, but the official reference is the clearance issued to you through the NBI Clearance Online Services portal.

It includes your personal details, photo, digital fingerprint, NBI ID number, date of issue, validity date, purpose of the clearance, and a “No Record” remark if you have no derogatory record.

The NBI ID number appears on the clearance as a unique alphanumeric code, which is used for verification and renewal.

The QR code lets employers and agencies scan and verify that the NBI Clearance is genuine through the NBI online verification portal.

An authentic clearance has a valid QR code, NBI ID number, official seal, and the NBI Director’s signature, and it can be verified online.

“No Record” means the applicant has no pending criminal case or derogatory record in the NBI database at the time of issuance.

No. Only the original clearance issued by the NBI is valid. Sample images are for reference only and cannot be used for employment or official transactions.

Conclusion

A genuine NBI Clearance sample follows a consistent format: your photo and personal details, a clearance result under Remarks, an NBI ID number separate from your appointment reference number, a QR code, and an embossed dry seal, all printed on security paper rather than plain stock. Knowing what belongs where, and scanning the QR code yourself, is the fastest way to confirm your own document is correct or to catch something that isn’t.

If your situation involves an AKA entry, a HIT, or claiming your clearance through someone else, the related documents — an affidavit, an authorization letter, follow fairly standard formats, but your specific requirements can vary by branch, embassy, or consulate. Where this guide couldn’t confirm a detail against an official NBI source, it’s said so directly, so when in doubt, confirm the current requirement with NBI or the consular office handling your case before you submit anything.

NBI Clearance Sample 2026: What It Looks Like, Check Field by Field

What Does an NBI Clearance Sample Actually Show?

NBI Clearance Sample Remarks: What Each Result Means

Possible NBI Clearance Remarks and Their Meanings

How to Read an NBI Clearance Document?