How to Write an NBI Authorization Letter to Claim Your NBI Clearance in the Philippines

NBI Authorization Letter to Claim NBI Clearance

The NBI Clearance is one of the most important documents you will need in the Philippines. It is used for employment, business, travel, and other legal purposes. After applying online, you must personally collect your NBI Clearance from the NBI Office.

However, if you are busy, sick, or living abroad, you can authorize someone else to claim it for you. To do this, you must write an NBI Authorization Letter. This letter gives your chosen person legal permission to get your clearance on your behalf. Find reference number for online clearance.

What Is an NBI Authorization Letter?

An NBI Authorization Letter is a written document that allows another person to collect your NBI Clearance from the NBI Office.

It serves as your consent and permission, confirming that the person mentioned in the letter is allowed to represent you. The representative must show both your valid ID and their own valid ID at the NBI branch.

This letter is especially helpful for:

• People who are working or living abroad
• Applicants who are physically unwell
• People who cannot visit the NBI office due to distance or work schedule

When Do You Need an NBI Authorization Letter?

You need an authorization letter whenever you are unable to personally visit the NBI Clearance Center to get your document.

For example:

• You are working overseas and want a family member to claim your clearance in the Philippines.
• You have an emergency or health problem that prevents you from going to the office.
• You are too busy with work and want someone to collect your clearance for you.

In all these cases, the authorization letter acts as your official written approval for another person to complete the process on your behalf.

Who Can You Authorize to Claim Your NBI Clearance?

You can authorize to the following.

• Your spouse
• A family member (like your parents, siblings, or children)
• A trusted friend or co-worker

The representative must carry:

1. The authorization letter signed by you
2. Your valid ID (photocopy)
3. Their own valid ID (original)

The NBI staff will check both IDs and confirm that the names match before releasing your clearance.

How to Write an Authorization Letter for NBI Clearance

There is no fixed format issued by the NBI for this letter. You can write it using a simple and clear layout. It is best to type it on a computer and print it rather than writing it by hand.

When you write your letter, make sure to include the following information:

1. Date of the letter
2. Address to NBI Director and mention NBI Clearance Center
3. Subject: Authorization to Claim NBI Clearance
4. Salutation: “To Whom It May Concern”
5. Body of the Letter – a short paragraph explaining that you are giving authority to someone to claim your NBI Clearance
6. Reason why you cannot personally collect it
7. Your contact information for verification
8. Signatures of both you and the authorized person
9. Copies of valid IDs attached

Sample Format of NBI Authorization Letter

Here’s a sample format you can follow:

Date: [Write date here]

To:
The Director,
National Bureau of Investigation (NBI)
NBI Clearance Center
Metro Manila, Philippines

Subject: Authorization to Claim NBI Clearance

To Whom It May Concern,

I, [Your Full Name], hereby authorize [Representative’s Full Name] to collect and receive my NBI Clearance Certificate on my behalf from the NBI Clearance Office. I am unable to claim it personally due to [state reason, e.g., being overseas or sick].

Attached are copies of my [mention ID type, e.g., passport or driver’s license] and the representative’s valid ID for your verification.

For any clarification regarding this matter, you may contact me at [your phone number].

This authorization is valid from [start date] to [end date].

Thank you for your assistance.

Sincerely,
[Your Signature]
[Your Full Name]
[Your Complete Address]
[Your ID Number or Passport Number]

Important Tips When Writing Your Letter

• Always type your letter clearly using a simple font.
• Double-check that the names on the letter match exactly with the names on your IDs.
• Do not forget to include your signature and your representative’s signature.
• Attach photocopies of both IDs with the letter.
• Always keep one copy of the letter for your record.

Validity of the NBI Authorization Letter

The authorization letter is valid for the time period you write in it.

For example, if you state that it is valid from June 1 to June 10, the representative can only use it within that period.

If you do not mention any dates, the NBI will consider it valid only until your representative has completed the task of collecting your clearance.

Why an NBI Authorization Letter May Be Rejected

Sometimes, the NBI may reject your authorization letter. Here are the most common reasons:

1. Name Mismatch

If your name or your representative’s name does not match the name written on your ID, the letter will not be accepted. Always write exact spellings as shown on your ID cards.

2. Invalid or Expired IDs

The NBI only accepts valid and unexpired IDs. If your ID or your representative’s ID has expired, the letter will be rejected.

3. NBI Clearance with HIT

When your clearance shows a “HIT” (possible record issue), the NBI requires you to appear in person for a background verification interview. In this case, your representative cannot claim it, even with the authorization letter.

Requirements for Authorized Person to Claim NBI Clearance

When your representative visits the NBI Office, they must bring:

1. Original Authorization Letter signed by you
2. Photocopy of your valid ID
3. Their own valid ID (original and photocopy)
4. NBI reference number from your online application
5. Any supporting documents if required

For Applicants Living Abroad

If you are living abroad, you must fill up Form 5 (NBI Fingerprint Card) at the Philippine Embassy in your country.

After fingerprinting, send the completed form along with your authorization letter and photocopy of your passport to your chosen representative in the Philippines. The representative will then submit everything at the Main NBI Clearance Center in Manila.

Common Mistakes to Avoid

• Writing names incorrectly or using nicknames
• Forgetting to attach ID copies
• Submitting an unsigned letter
• Using a handwritten letter that is hard to read
• Giving authorization without a specific validity period

Avoiding these mistakes will make the process faster and prevent delays or rejection.

Conclusion

An NBI Authorization Letter is very useful when you cannot personally collect your NBI Clearance. By writing a proper letter with all necessary details, your representative can easily claim your clearance without any issue. Follow the instructions as described above.

Just make sure to include correct names, valid IDs, and contact details. With a well-written authorization letter, you can save time and complete your NBI Clearance process smoothly whether you are in the Philippines or abroad.

FAQs

1. Can I authorize my wife or husband to claim my NBI Clearance?
Yes. You can authorize your spouse as long as you provide a signed authorization letter and valid IDs for both of you.

2. Can my friend collect my NBI Clearance for me?
Yes, your friend can collect it if you trust them and they bring the required documents and IDs.

3. How long is the authorization letter valid?
It is valid only for the time period mentioned in the letter or until the clearance is successfully claimed.

4. What if my clearance has a HIT?
If your NBI Clearance has a HIT, you must go personally to the NBI Office for verification. The representative cannot claim it.

5. Do I need to notarize the letter?
Notarization is not required, but you can have it notarized if you want extra proof of authenticity.