Authorization Letter for NBI Clearance Guide

An authorization letter for NBI clearance is a legal document that lets an authorized person collect an NBI clearance depending on the applicant. This is useful when the applicant cannot personally go to the NBI office due to various purposes like work, travel, or health problems. 

Purpose

This authorization letter serves as written proof that the applicant gave legal permission for someone else to get their NBI clearance. It helps to make the process easy and stops anyone who is not allowed to get important documents. The letter must list the details of both the applicant and the authorized representative, including their names, contact details, and a direct statement of authorization. 

Legal Implications and Validity

The person who applied for the NBI clearance must sign in the authorization letter. Sometimes, the letter needs to be certified by a lawyer to make it official. The NBI office will check the letter and the IDs of both the person applying and the person picking up the clearance. If anything is wrong or missing, they might not accept it. The letter can only be used for this one request and not for other times unless it says so. 

There are different reasons why a person cannot get NBI clearance. In these cases, an authorization letter lets someone they trust collect it for them. Below are the most common reasons why this letter is needed:

Inability to Claim Personally Due to Location Constraints

If the person applies from another city, province, or country, they allow a family member or trusted friend to pick it up for them. Instead of spending money on a long trip, they can let a family member or friend get it for them. 

Health or Emergency Reasons

Health problems, hospital stays, or sudden emergencies might stop a person from going to the NBI office. In these cases, an authorization letter lets someone else get the clearance to avoid delays with legal or job requirements; 

Work or Scheduling Conflicts

Most of the applicants have hard work schedules that make it difficult to visit an NBI branch during business hours. If they did not have the time to take leave, they can ask someone to get the clearance for them with an authorization letter. 

No matter what the reason is, the NBI clearance authorization process makes sure someone can still get their documents with help from a trusted person. 

An authorization letter for NBI clearance must have important details so the NBI office will accept it. Here are the important parts every letter should include:

Personal Information

• Full name as stated on valid identification
• Complete address
• Contact details (phone number and/or email)
• Valid ID details (ID type and number)

Details of the Authorized Representative

• Full name of the person who will claim the NBI clearance
• Relationship to the applicant (e.g., family member, friend, colleague)
• Contact information
• Valid ID details for verification

Specific Authorization Statement

• A clear and direct statement granting permission for the representative to claim the NBI clearance
• Mention of the specific purpose (i.e., retrieval of NBI clearance)
• Date of authorization

Supporting Documents and Identification

• Photocopies of valid IDs from both the applicant and the authorized representative
• Signature of the applicant (principal)
• If required, notarization for added legal validity

When you are writing authorization letter for NBI clearance, it is important to write a proper letter. This way your representative can claim the document without any issues. In the given section, we provide you step by step information that helps you to write a legally valid and professional letter:

NBI Clearance Authorization Letter Format

You can easily write a letter with clarity and easy approval just by following the given steps:

Standard Letter Format

• Use a formal font (e.g., Times New Roman, Arial) with a 12pt size.
• Align text to the left and use single spacing between lines.
• Margins should be at least 1 inch on all sides.

Proper Structure

• Date: Mention the date when the letter is written.
• Recipient Details: Address the letter to The Officer-in-Charge, NBI Office.
• Salutation: Use “Dear Sir/Madam” if no specific officer is mentioned.
• Body of the Letter: Clearly state the authorization details.
• Closing Statement: Express gratitude and confirm your contact details.
• Signature: End with your full name and signature.

Essential Content to Include

For confirming that your NBI clearance authorization letter is accepted you have to mention the following important things:

1, Personal Information of the Applicant

• Full legal name as shown on valid ID
• Complete address
• Contact number/email
• Valid ID type and number

2. Details of the Authorized Representative

• Full name of the person authorized
• Relationship to the applicant (e.g., family, friend, colleague)
• Contact details
• Valid ID details

3. Clear Authorization Statement

• A direct statement granting permission for the representative to claim the NBI clearance
• Mention of the specific NBI office where the clearance will be claimed
• Date of authorization and the document’s validity period

4. Attachments for Verification

• Photocopies of valid IDs of both the applicant and the authorized representative
• Notarization (if required by the NBI office)

There are some specific things that you have to avoid while writing otherwise they can be the cause of rejection or delays in processing. The following are these things:

• If you miss important details like full names, ID details, or contact information, they can be the cause of rejection.
• A letter that does not explicitly state permission for the representative may not be accepted.
• Without the applicant’s signature, the letter is not legally valid.
• Always attach photocopies of valid IDs to verify identities.
• Avoid handwritten letters or unclear printouts they can be difficult to read.

Once you have completed your letter with the correct format, including all essential details, and avoided common mistakes, then your letter is successfully accepted.

In this section, we provide you with three different types of NBI clearance sample templates for authorization letter.

Standard Template

[Your Name]
[Your Complete Address]
[Your Contact Number]
[Your Email Address]
[Date]

The Officer-in-Charge

National Bureau of Investigation (NBI)

[Branch Address]

Subject: Authorization Letter to Claim NBI Clearance

Dear Sir/Madam,

I, [Full Name], residing at [Address], hereby authorize [Authorized Person’s Full Name], my [relationship to you, e.g., brother, sister, friend], to claim my NBI Clearance on my behalf. Due to [reason, e.g., work commitments, travel], I am unable to personally visit the NBI office.

For verification, I have attached copies of the following:

• My valid ID ([ID Type and Number])
• The authorized person’s valid ID ([ID Type and Number])

I trust that you will extend your assistance in this matter. Please feel free to contact me at [Your Contact Number] for any clarifications.

Sincerely,
[Your Full Name]
[Your Signature]

Template for Overseas Applicants

[Your Name]
[Your Overseas Address]
[Your Contact Number]
[Your Email Address]
[Date]

The Officer-in-Charge
National Bureau of Investigation (NBI)
[Branch Address]

Subject: Authorization Letter to Claim NBI Clearance on My Behalf

Dear Sir/Madam,

I, [Your Full Name], currently residing in [Country Name], authorize [Authorized Person’s Full Name], my [relationship to you], to process and claim my NBI Clearance on my behalf. As I am currently overseas and unable to visit the NBI office in person, I am granting permission for my representative to complete this process for me.

Attached are the following supporting documents:

• A copy of my passport/valid ID ([ID Number])
• A copy of the authorized person’s valid ID ([ID Type and Number])

I appreciate your assistance and cooperation. Please feel free to contact me via [Your Contact Details] for any verification.

Sincerely,
[Your Full Name]
[Your Signature]

Template for Medical Emergencies

[Your Name]
[Your Complete Address]
[Your Contact Number]
[Your Email Address]
[Date]

The Officer-in-Charge
National Bureau of Investigation (NBI)
[Branch Address]

Subject: Authorization Letter for NBI Clearance Due to Medical Condition

Dear Sir/Madam,

I, [Your Full Name], residing at [Your Address], am unable to personally claim my NBI Clearance due to [medical condition or hospitalization]. I am authorizing [Authorized Person’s Full Name], my [relationship to you], to claim it on my behalf.

For verification, I have attached:

• A copy of my medical certificate/hospital records as proof of my condition
• A copy of my valid ID ([ID Type and Number])
• A copy of the authorized person’s valid ID ([ID Type and Number])

I kindly request your understanding and assistance in processing this request. Please do not hesitate to contact me at [Your Contact Number] if further information is required.

Sincerely,
[Your Full Name]
[Your Signature]

Final Verdict

When you are not available in this situation authorization letter for NBI clearance is the way through which a trusted person to claim your document. You just have to write it well according to the way mentioned in this article. By following the correct process, you can authorize someone to handle your NBI clearance request smoothly and legally.