How To Apply NBI Clearance In Canada

Wondering how to get an NBI clearance now that you’re in Canada? It might seem complicated being thousands of miles away, but rest assured, it is entirely possible.

Whether you need it for Canadian immigration, employment, or other official reasons, this guide will walk you through the entire process step by step. We’ve broken it down into clear, manageable phases to help you get it done successfully.

NBI from Canada: A 3-Phase Process Overview

The entire journey from Canada to the Philippines and back can be understood in three main stages. Having this roadmap in mind will make the detailed steps much clearer.

• Phase 1: In Canada (Getting Your Fingerprint Card Ready) You will visit a Philippine Consulate in Canada to get your fingerprints on an official NBI form (Form No. 5) and have that form authenticated or “consularized.”
• Phase 2: In the Philippines (Getting the Form Processed by NBI) You will send the authenticated form to Manila. The NBI Head Office will process your application and print your official clearance certificate.
• Phase 3: Receiving Your Clearance (Back in Canada) The final NBI Clearance certificate is sent from the Philippines back to your address in Canada.

NBI Canada: Estimated Timelines and Costs

Timeline: Be prepared for a lengthy process. From start to finish, the entire process can take 2 to 4 months, depending on appointment availability, NBI workload, and international shipping speeds.

Costs: You will encounter two main fees:

1. Consularization Fee: Paid in Canadian Dollars (CAD) to the Philippine Consulate in Canada. The amount is typically around $35 to $40 CAD, but you must call to confirm the exact fee.
2. NBI Processing Fee: Paid in Philippine Pesos (PHP) to the NBI in Manila, typically ₱200.

Phase 1: Getting Your NBI Fingerprint Card in Canada

This entire phase is handled through your designated Philippine Consulate.

Step 1. Find Your Nearest Philippine Consulate

Locate the consulate that has jurisdiction over your area. It is mandatory to call them or check their website before you do anything else.

• Key Questions to Ask the Consulate:
  • Do I need an appointment? (Almost always, yes).
  • What is the exact consularization fee for an NBI form?
  • What are your accepted payment methods (e.g., cash, money order)?
  • Do you perform the fingerprinting at the consulate, or must I go to a local police station?
• Philippine Consulates in Canada:
  • Calgary: Serving Alberta and Saskatchewan.
  • Toronto: Serving Ontario and Manitoba.
  • Vancouver: Serving British Columbia, Yukon, and the Northwest Territories.
  • Ottawa (Embassy): Serving Ottawa and other regions.
  • (Note: There are also Honorary Consulates in other cities, but you must verify if they offer NBI services.)

Step 2. Prepare Your Documents

Gather the following requirements:

• Philippine Passport: You will need to present your original passport and provide a clear photocopy of the data page (the page with your photo).
• Proof of Status in Canada: A photocopy of your PR Card, Work Permit, or similar document.
• Recent 2×2 Photograph: One photo with a white background, taken within the last 3 months.
• Consularization Fee: The exact amount in the required payment method (e.g., cash, bank draft).

Step 3. Get Fingerprinted and Consularize Your Form

1. Get NBI Form No. 5: Obtain this “Fingerprint Card” from the consulate during your appointment.
2. Fill Out the Form: Complete the form accurately. For married women, follow the specific naming convention instructed by the consulate.
3. Get Fingerprinted: The consulate staff may do this for you. If they instruct you to go to a Canadian police station, ensure the officer who takes your prints signs the card and provides their name and badge number.
4. Submit and Pay: Give the completed form, your documents, and the fee to the consular staff. They will verify everything and affix a seal and stamp to the form. This is the “consularization” or authentication. You will then receive the authenticated Form No. 5 back.

Phase 2: Processing Your NBI Form in the Philippines

Now that you have your authenticated fingerprint card, you must get it to the NBI Head Office in Manila. You have two options:

Method	Pros	Cons	Best For…
Option 1: Mail Directly to NBI	Full control over the process.	Slowest option. Complex payment (requires a ₱200 bank draft in PHP). Higher risk of documents getting lost in mail.	People who have no trusted representative in the Philippines and are not in a rush.
Option 2: Use a Representative	Much faster and more reliable.Representative can pay the ₱200fee easily in person and follow up.	Requires a trusted friend or relative in the Philippines. Requires writing an authorization letter.	(Highly Recommended)People who want their clearance faster and with fewer hassles.

Instructions for Option 1: Mailing Directly to NBI

1. Obtain a bank draft or money order for ₱200 payable to: “The Director, National Bureau of Investigation.” (Check with Philippine banks in Canada like PNB).
2. Mail the authenticated NBI Form No. 5 and the ₱200 payment to the NBI Head Office in Manila.
3. Wait for the NBI to process it and mail the final clearance back to your Canadian address. This can take over a month.

Instructions for Option 2: Using a Representative (Recommended)

1. Write a simple Authorization Letter allowing your trusted representative to process your NBI clearance on your behalf.
2. Mail the authenticated NBI Form No. 5 and the signed Authorization Letter to your representative in the Philippines.
3. Your representative will go to the NBI Head Office, submit your documents, pay the ₱200 fee in person, and claim the clearance once it’s printed.

Phase 3: Receiving Your NBI Clearance in Canada

• If you used a representative: They will receive the final NBI Clearance certificate and can mail it to you in Canada using a courier service like DHL or LBC for secure tracking. This is the fastest way to get the document in your hands.
• If you mailed directly to the NBI: The NBI will use standard international post to send the clearance to your Canadian address.

What’s Next? If You Need an Apostille

Once you have your NBI Clearance, check if the Canadian authority requesting it requires it to be “Apostilled.” An Apostille is a form of international authentication issued by the Philippine Department of Foreign Affairs (DFA) that makes the document valid for use in other countries (like Canada).

If required, your representative in the Philippines will need to take your NBI Clearance to the DFA for this final authentication step before sending it to you.

Conclusion

While getting an NBI Clearance from Canada involves multiple steps, it is a well-established process. By understanding the three main phases and preparing carefully, you can navigate it successfully. The most important step is to always call your nearest Philippine Consulate first to get the latest requirements directly from the source.