Getting your NBI Clearance is important, but sometimes, life gets in the way. Maybe you’re working, out of town, or simply unable to go back to the NBI office to pick it up yourself. Good news! You don’t always have to go in person. You can authorize a trusted friend or family member to claim your NBI Clearance certificate for you.
To do this officialy, you need to write an Authorization Letter. It sounds formal, but it’s pretty straightforward. Writing it correctly is key to make sure your representative doesn’t face any problems at the NBI office.
Here’s a simple guide on how to write an effective authorization letter and what your representative needs to know.
What is an NBI Clearance Authorization Letter? Understanding the Basics
Think of it as a permission slip. It’s a formal letter you write telling the National Bureau of Investigation (NBI) that you give your consent for someone else (your “authorized representative”) to pick up your NBI Clearance certificate because you can’t do it yourself.
It needs to be clear and contain specific information so the NBI staff knows the request is legitimate. You can type it on a computer (which usually looks neater and is easier to read) or write it neatly by hand. Just make sure it sounds polite and professional.
Essential Information for Your NBI Clearance Authorization Letter
To avoid delays or rejection, make sure your letter includes these key details:
- Date: The date you are writing the letter.
- Your Full Name (Applicant): Exactly as it appears on your NBI application and your IDs.
- Your Details: Include your address. Mentioning your date of birth can also help with verification.
- NBI Reference Number: If you have it from your online application, include it.
- Authorized Representative’s Full Name: The complete, correct name of the person you are sending.
- Clear Statement of Authorization: A sentence clearly stating that you authorize this person to claim your NBI Clearance on your behalf. Briefly mention why you can’t claim it yourself (e.g., “due to work commitments,” “currently out of the country”).
- Details of Your Valid ID: Mention the specific valid government-issued ID you are providing a copy/original of (e.g., Passport, Driver’s License, UMID). State the ID number if possible. (See note below about original vs. copy).
- Details of Representative’s Valid ID: Mention the specific valid government-issued ID your representative will present for their own identification (e.g., SSS ID, Postal ID, Passport).
- Your Signature: Sign the letter clearly above your printed full name.
Sample NBI Clearance Authorization Letter [Free Template]
Here’s a template you can adapt:
[Your Full Name]
[Your Full Address]
[Your City, Postal Code]
[Your Phone Number or Email (Optional)]
[Date: Month Day, Year]
To Whom It May Concern,
Subject: Authorization to Claim NBI Clearance
Good day!
I, [Your Full Name], born on [Your Date of Birth], with NBI Reference Number [Your NBI Reference Number, if applicable], hereby authorize [Full Name of Authorized Representative] to claim my NBI Clearance certificate on my behalf.
I am unable to claim the clearance personally due to [State your brief reason, e.g., work schedule, being out of town, illness].
To support this authorization, I have provided [Representative's Name] with a copy/original* of my [Type of Your Valid ID, e.g., Passport, Driver's License] with ID number [Your ID Number]. [Representative's Name] will present this letter along with their own valid government-issued ID, specifically their [Type of Representative's Valid ID, e.g., SSS ID, Postal ID] with ID number [Representative's ID Number], for verification.
Thank you for your time and assistance.
Sincerely,
[Your Handwritten Signature]
[Your Printed Full Name]
Checklist: Ensuring a Hassle-Free NBI Clearance Claim by Representative
Your representative needs to be prepared. Share these crucial points with them:
- Dress Code: NBI offices strictly enforce a dress code. Remind them to wear decent attire – NO shorts, slippers, tank tops (sando), or revealing clothing. Smart casual is usually safe.
- Bring ALL Required Documents: This is the most critical part! They MUST bring:
- The Original Signed Authorization Letter (the one you wrote).
- Your Valid ID (Applicant’s ID): CRITICAL NOTE: NBI policies can change. Historically, they often required the applicant’s ORIGINAL Valid ID. This carries risk. Check the latest official NBI guidelines or contact the specific NBI branch beforehand to confirm if an original ID is mandatory or if a clear photocopy is acceptable. The ID must be the one mentioned in your letter.
- Their Own ORIGINAL Valid Government-Issued ID: The ID must be valid (not expired) and be the one mentioned in your letter. It’s smart for them to bring a second valid ID as a backup, just in case.
- NBI Clearance Official Receipt: Bring the original receipt from your application payment, if you still have it.
- (Optional but helpful): Your NBI Application Form or Reference Number printout.
- Go to the Right Window: They should look for the “Releasing” window or the counter specifically handling claims through representatives.
- Present Documents Clearly: They need to present all the required documents to the NBI personnel.
- Be Prepared for Potential Issues: If your application resulted in an NBI “Hit” (meaning further verification is needed), your representative likely cannot resolve this for you. They will usually be given instructions on what you (the applicant) need to do next.
- Check the Clearance: Before leaving the counter, they should quickly glance over your NBI Clearance certificate to check for any obvious typos in your name, date of birth, or other details.
Final Thoughts
Using an authorization letter is a convenient way to get your NBI Clearance if you can’t make it yourself. The key is a well-written letter with all the necessary details and ensuring your representative has the correct original documents (especially IDs!) and knows the procedure. Always double-check the latest NBI requirements, as rules can sometimes be updated.
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