NBI CLEARANCE AUTHORIZATION LETTER TO CLAIM YOUR CLEARANCE

In the Philippines, when interacting with the National Bureau of Investigation (NBI), individuals may need to authorize someone else to process their NBI clearance. An NBI authorization letter is an essential document that gives a designated individual the authority to act on your behalf in obtaining an NBI clearance, whether due to delays, work obligations, multi-purpose clearance, or other reasons. 

Whether you’re a busy worker or unable to physically visit the NBI office, knowing how to write an effective authorization letter is essential to ensuring that your clearance application is processed quickly.

nbi clearance authorization letter

What is an NBI Authorization Letter

An NBI Authorization Letter is a written document that allows someone else (known as the “authorized representative”) permission to process or pick up your NBI clearance at the NBI office. This is particularly beneficial if you cannot visit the NBI office in person for personal, professional, or geographic reasons. 

To ensure a seamless process, the authorization letter must contain particular information including the full names of the person authorizing (the principal) and the person being authorized (the representative), along with other essential identifiable information.

NBI Clearance Authorization Letter Sample

sample letter

Why Do You Need an NBI Authorization Letter

You may need an NBI authorization letter in the following situations:

  • You cannot go to the NBI office personally. Whether you’re in another region, working abroad, or unable to take time off work, the authorization letter allows someone you trust to act on your behalf.
  • You are authorizing someone to claim your NBI clearance. After processing your clearance, the NBI office will release the document only to the person who initially applied unless you provide authorization for someone else to claim it.
  • When a representative needs to update your application. If there are issues or changes in the application process, an authorized representative can assist with corrections or updates.

Information Include in the NBI Authorization Letter

To ensure that the NBI will accept and process your request, your authorization letter must include the following information:

The Principal’s (Authorizing Party) Information

  • Full Name: As it appears in official documents.
  • Address: A valid and current address.
  • Contact Information: Phone number or email address for any follow-up.
  • Government-issued ID Number: This could be your SSS, Driver’s License, Passport, or Voter’s ID number, which verifies your identity.

The Representative’s Information

  • Full Name: The person you are authorizing to act on your behalf.
  • Address: The current residence of the authorized person.
  • Contact Information: Ensure your representative’s contact details are provided in case the NBI needs to get in touch.

Purpose of the Authorization

The letter should specify that the representative is authorized to submit or claim your NBI clearance on your behalf. Additionally, you may specify whether the letter is for an update or a request for additional application-related information.

Details of the NBI Clearance Application

If appropriate, provide the application number (if available) or any further references that will help the NBI in finding the application. Additionally, you can indicate if the clearance is for local, foreign, or other employment.

Signature of the Principal

You must sign the letter at the bottom to authenticate the authorization. This signature should match the one on the ID used to process the NBI clearance application.

Date

The date on which the letter is signed is important for validity.

How to write an NBI Clearance Authorization Letter

Here’s a simple and effective template to help you create an NBI authorization letter:

[Date]

The Officer-In-Charge
National Bureau of Investigation (NBI)
[Office Address]
[City, ZIP Code]

Subject: Authorization Letter for NBI Clearance

To Whom It May Concern,

I, [Full Name of Principal], of legal age, and a resident of [Address], do hereby authorize [Full Name of Representative], who is of legal age and a resident of [Address of Representative], to process, claim, and/or update my NBI clearance application at your office.

Thank you for your prompt attention to this matter.

Sincerely,

[Signature of Principal]
[Printed Name of Principal]

Guidelines for the Authorized Person Claiming NBI Clearance

When claiming an NBI clearance or renewal clearance on behalf of someone else, the authorized person should keep the following tips in mind:

Dress Appropriately

Dress professionally and neatly. To ensure a seamless transaction, stay away from casual clothing like shorts or slippers.

Bring Valid IDs

Carry your valid government-issued ID for identity verification, along with a copy of the applicant’s ID.

Have the Authorization Letter Ready

Make sure you have the applicant’s signed authorization letter, which allows you to claim the clearance on their behalf.

Follow NBI Procedures

Be prepared to cooperate with NBI staff, submit any required forms, and comply with their guidelines to make the clearance release easier.

CONCLUSION

An NBI authorization letter is a simple yet important document that ensures someone you can rely on to handle the process of obtaining or processing your NBI clearance. To prevent the clearance process from being delayed, it is crucial to make sure that all relevant information is included.  By following the steps provided above you can quickly create an authorization letter that works and guarantees that your representative has the right to perform the necessary task without any problems.

FAQS || YOU MAY WANT TO KNOW

Yes, you can authorize anyone you trust to act on your behalf, whether they are a family member, friend, or colleague. However, you must provide them with a properly signed and notarized authorization letter and the required identification documents.

In addition to the NBI Clearance Authorization Letter, your representative will need to bring the following documents:

  • A valid ID of both the applicant (you) and the representative.
  • The completed NBI clearance application form (which can be done online).
  • Any additional documents that may be required, such as proof of relationship (if applicable) or other supporting documents.

The letter should include the following details:

  • Full name, address, and contact information of both the applicant and the representative.
  • A clear statement authorizing the representative to process and claim the NBI clearance.
  • The reason why the applicant cannot process the clearance themselves (optional but recommended).
  • A list of attached documents (e.g., IDs, application form).
  • The applicant’s signature (and notarization, if required).

Yes, you can replace your authorized representative at any time by issuing a new NBI Clearance Authorization Letter with the details of the new representative. The new representative will need to present this updated letter along with the required documents.