NBI Clearance Authorization Letter to Claim Your Clearance

An NBI Clearance is an important document in the Philippines, required for employment, travel, or other legal purposes. However, there might be situations when you are unable to collect it yourself due to personal reasons, work commitments, or being out of town. In such cases, you can authorize someone else to claim it on your behalf. To do this legally, you need an NBI Clearance Authorization Letter.
This blog will guide you through the process of writing an authorization letter, what details to include, and provide a sample letter for your reference.
Contents
What is an NBI Authorization Letter?
An NBI Clearance Authorization Letter is a formal document that grants permission to a trusted person to collect your NBI Clearance on your behalf. It serves as proof that you have given consent to another individual to act in your place for this specific task. The letter must be properly written and include all the necessary details to ensure smooth processing at the NBI office.
Why Do You Need an NBI Authorization Letter?
There are several reasons why you might need to authorize someone to claim your NBI Clearance:
- Personal Constraints – You may have health issues or other personal matters preventing you from visiting the NBI office.
- Work Commitments – If you are employed and cannot take time off, authorizing someone else can save you time.
- Being Out of Town or Abroad – If you are working or staying in another city or country, an authorized person can claim your clearance on your behalf.
- Urgency – If you need the clearance urgently and cannot personally appear, an authorized representative can process it for you.
How to Write an NBI Clearance Authorization Letter:
Writing an NBI Clearance Authorization Letter is simple, but it must follow a formal structure. Here are the steps to write an effective authorization letter:

- Start with the Date – Write the date when you are composing the letter.
- Recipient’s Information – Address the letter to the proper NBI office or personnel.
- Your Personal Details – Include your full name, address, contact number, and valid ID details.
- Authorized Person’s Details – Provide the full name, address, and contact number of the person you are authorizing.
- Purpose of the Letter – Clearly state that you are authorizing the person to claim your NBI Clearance on your behalf.
- Mention Required Documents – Specify the documents your representative will present for verification, such as their valid ID, your valid ID (photocopy), and the reference number of your clearance application.
- Your Signature – End the letter with your signature to make it official.
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NBI Clearance Authorization Letter Sample:
[Your Name]
[Your Address]
[Your Contact Number]
[Date]To:
National Bureau of Investigation
[Branch Office Address]Subject: Authorization Letter to Claim NBI Clearance
Dear Sir/Madam,
I, [Your Full Name], residing at [Your Address], with valid identification [ID Type & ID Number], am unable to personally claim my NBI Clearance due to [reason: work commitment, illness, travel, etc.].
I hereby authorize [Authorized Person’s Name], residing at [Authorized Person’s Address], with valid identification [Authorized Person’s ID Type & ID Number], to claim my NBI Clearance on my behalf.
For verification purposes, my representative will present the following documents:
- A photocopy of my valid ID
- The reference number of my NBI Clearance application
- Their valid ID
Should you require any further verification, please do not hesitate to contact me at [Your Contact Number].
Thank you for your time and assistance.
Sincerely,
[Your Signature]
[Your Full Name]
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What Information to Include in the NBI Authorization Letter:
To ensure the smooth processing of your NBI Clearance, make sure your authorization letter includes the following details:
- Your full name and contact information
- Date of writing the letter
- The full name and contact information of the authorized person
- Your valid ID details and the authorized person’s valid ID details
- A clear statement of authorization
- A list of documents the authorized person must present
- Your signature
Guidelines for the Authorized Person Claiming NBI Clearance:
To avoid any issues when claiming the NBI Clearance, the authorized person must follow these guidelines:
- Bring the Authorization Letter – A printed copy of the letter is required.
- Carry Valid Identification – The authorized person must present their original valid ID.
- Provide a Photocopy of Your ID – A clear copy of your valid ID should be submitted.
- Know the Reference Number – The NBI Clearance reference number must be presented for verification.
- Follow NBI Office Protocols – The authorized person must follow all rules and procedures at the NBI office.
FAQ:
Can a family member claim my NBI Clearance for me?
- Yes, as long as you provide a properly written authorization letter along with the required documents.
Does the authorization letter need to be notarized?
- No, notarization is not required for an NBI Clearance Authorization Letter.
Can I send a digital copy of the authorization letter?
- It’s best to provide a printed and signed copy to avoid any issues at the NBI office.
What if my authorized person forgets one of the required documents?
- Without the necessary documents, the NBI office may refuse to release your clearance. Make sure your representative has everything needed before heading to the NBI office.
Conclusion:
An NBI Clearance Authorization Letter is a useful document that allows you to authorize a trusted person to claim your clearance on your behalf when you cannot do so yourself. By ensuring that the letter is well-written and contains all necessary information, you can prevent any delays or complications in the process. Always provide a valid reason for the authorization and ensure your representative carries all required documents for a hassle-free transaction.