NBI Clearance Authorization Letter 2026 | Free Sample, Format & Guide
An NBI Clearance Authorization Letter allows another person to claim your NBI Clearance on your behalf. This letter is commonly used when the applicant cannot personally visit the NBI office because of work, travel, health conditions, or emergency situations.
The National Bureau of Investigation (NBI) allows authorized representatives to claim an NBI Clearance in many branches as long as the required documents are complete. The authorization letter acts as official proof that you gave permission to another person to receive the clearance for you.
When Do You Need an Authorization Letter?
You may need an authorization letter for in the following situations:
If your NBI application has a HIT status and requires personal appearance, the NBI may not allow authorized claiming. In those situations, you usually need to appear personally. Also read our helpful guide on How to solve HIT issue in NBI?
Requirements for Authorized Claiming
Before your representative visits the NBI branch, prepare the following documents:
From the Applicant
From the Authorized Representative
Accepted government IDs usually include Passport, Driver’s License, UMID, PhilSys National ID, Postal ID, PRC ID, Voter’s ID, and other valid government-issued identification cards.
NBI Clearance Authorization Letter Sample
Below is a professionally designed sample authorization letter template that you can copy and customize.
To Whom It May Concern,
I, [Your Full Name], with NBI Application Number [Your Application Number], hereby authorize [Representative’s Full Name] to claim my NBI Clearance on my behalf.
I am unable to personally appear at the NBI office due to [State your reason: work schedule, being abroad, health condition, emergency matters, etc.].
Attached are photocopies of my valid government-issued ID together with the valid ID of my authorized representative for identity verification and clearance release purposes.
I appreciate your assistance and understanding regarding this authorization request.
How to Write an Authorization Letter
Your authorization letter should contain accurate information to avoid delays during claiming. Include your complete name, address, NBI reference number, and the full name of your representative. Clearly mention why you cannot personally appear at the NBI branch. The letter should also contain your signature because unsigned authorization letters are usually rejected.
Important Reminders
Always bring clear photocopies of valid IDs. Your representative must also bring their original ID for verification. Some NBI branches may have different rules, so it is always best to confirm the requirements before visiting.
Authorization letters are usually accepted for regular releasing transactions, but special cases such as HIT status often require personal appearance.
Common Mistakes to Avoid
Many applicants face delays because of incomplete or incorrect documents. One of the most common mistakes is forgetting to sign the authorization letter. Some applicants also submit unclear ID photocopies or send representatives without valid identification.
Another common problem is using incorrect names or mismatched information between the authorization letter and the NBI Application form. Always make sure all details match your official records.
Applicants should also avoid waiting until the last minute. Some NBI branches may have different policies depending on the releasing officer or local branch rules.
Can a Family Member Claim the NBI Clearance?
Yes. Family members such as parents, siblings, spouses, or adult children are commonly used as authorized representatives. However, the NBI also allows trusted friends or coworkers to claim the clearance if the authorization documents are complete. The most important requirement is proper verification through valid IDs and a signed authorization letter.
Does the Authorization Letter Need to Be Notarized?
In most cases, notarization is not required for NBI Clearance claiming. A signed authorization letter together with supporting IDs is usually enough. However, some applicants still choose to notarize the letter for additional verification, especially when the representative is not a family member.
How Long is the Authorization Letter Valid?
Authorization letters are generally used for a single transaction only. Most applicants use them within a few days of writing the letter. To avoid issues, include the current date and use the letter only for the specific purpose of claiming your NBI Clearance.
Frequently Asked Questions
Final Words
An NBI Clearance Authorization Letter is one of the easiest ways to allow a trusted representative to claim your clearance when personal appearance is not possible. Whether you are working abroad, managing work responsibilities, or dealing with health concerns, a properly prepared authorization letter helps simplify the claiming process.
To avoid delays, always prepare complete documents, use valid government IDs, and double-check the information before sending your representative to the NBI branch. Applicants who follow the proper authorization process usually complete the release transaction smoothly and without complications.
