Getting your NBI Clearance is a crucial step for any job application, but what if you can’t pick it up yourself? Whether you’re working, out of town, or simply unavailable, there’s good news: you can authorize a trusted friend or family member to claim it for you.
To do this, you need a formal Authorization Letter. This guide will walk you through how to write it correctly, what your representative needs to bring, and how to handle the process to ensure a smooth and successful claim.
When Do You Need an Authorization Letter for NBI Clearance?
While anyone can potentially use an authorization letter, it’s most commonly needed when an applicant has an NBI “Hit.”
A “Hit” means your name is similar to someone with a record, requiring the NBI to do further verification. In this case, they will ask you to return after 5-10 working days to claim your printed clearance. If you cannot return on the specified date, this letter becomes essential.
! WARNING: The Risk of Sending Your Original ID
Before you write the letter, understand the most critical point: The NBI often requires your representative to present YOUR ORIGINAL VALID ID (the one you used during your application).
This is a High-Risk Situation. Sending your original Passport, UMID, or Driver’s License with someone else carries the risk of it being lost or stolen.
WHAT TO DO: Before sending anyone, YOU MUST CALL THE SPECIFIC NBI BRANCH where you applied.Ask them directly: “Can my representative claim my clearance using only a photocopy of my ID, or is the original mandatory?”
Policies can vary by branch. A phone call can save you from unnecessary risk and a wasted trip for your representative. Do not proceed until you have confirmed this.
How to Write the NBI Authorization Letter: Key Details to Include
For clarity and professionalism, it is highly recommended to type the letter and print it out. This avoids any issues with illegible handwriting.
Your letter must contain the following details:
- Current Date: The date you wrote the letter.
- Your Full Name & Details: Your complete name as it appears on your application, plus your address.
- Your Representative’s Full Name: The complete name of the person you are authorizing.
- A Clear Statement of Authorization: A direct sentence giving them permission to claim the document on your behalf.
- Your NBI Reference Number: Include this if you have it.
- Details of Your Valid ID: State the type of ID and its number (e.g., Philippine Passport No. XXXXXX).
- Details of Your Representative’s ID: State the type of ID and number they will present.
- Your Signature: Your handwritten signature above your printed name is essential.
NBI Authorization Letter Sample Template [Free Download]
Checklist for Your Representative: What They Must Know and Bring
To ensure they are fully prepared, send this checklist to your representative.
1. What to Wear
- The NBI enforces a strict dress code. Wear pants or a proper skirt, a shirt with sleeves, and closed-toe shoes.
- DO NOT WEAR: Shorts, slippers, sandals, tank tops (sando), or revealing clothing. They will be denied entry.
2. What to Bring (The Essentials)
- The Original Signed Authorization Letter: The printed letter that you signed.
- Your (The Applicant’s) Valid ID: The original or photocopy, based on what you confirmed with the NBI branch.
- Their Own Original Valid ID: Their ID must be original, not expired, and match the one mentioned in the letter.
- Your NBI Payment Receipt: The original official receipt from your application.
3. What to Do at the NBI Office
- Proceed directly to the “Releasing” window.
- Present all documents clearly to the NBI personnel.
- Before leaving, quickly check the printed clearance for any typos in your name or birthdate.
Frequently Asked Questions (FAQ)
No, for NBI Clearance claims, a notarized letter is generally not required. Your signature and the presentation of valid IDs are sufficient.
The most common reasons are an improper dress code, an expired ID (either yours or theirs), or if the NBI personnel suspects the signature on the letter does not match the signature on your ID.
No. A representative’s role is only to claim the document after it has been cleared for release. They cannot answer questions or undergo the verification process on your behalf.
Conclusion
Authorizing someone to claim your NBI Clearance is a very convenient option, as long as it’s done correctly. The three keys to success are a properly written letter, ensuring your representative brings the correct original documents(especially the IDs), and calling the NBI branch ahead of time to confirm their specific ID policy.
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