How to Clear NBI Record: What to Do If You Have an NBI Clearance Hit

An NBI Clearance Hit means the system found a possible match that needs a quick human check. This is common when names are similar. In many cases, the match is a namesake (another person with a similar name). In other cases, the system may need extra confirmation because a record appears similar or because a past entry requires updating. A helpful way to think about it: a HIT is a pause for verification so the NBI can release the correct result under the correct person. It does not automatically mean you did something wrong.

To clear the issue quickly, it helps to know which situation applies to you. Most HIT cases fall into one of these scenarios:

1) Namesake hit (most common)

This happens when someone else has a similar name. Verification is usually straightforward and focuses on identity confirmation.

2) Identity clarification

Sometimes the system needs additional checking because details look similar across records. Extra supporting documents can make the verification quicker.

3) Past case already resolved (needs updating)

If you had a case that was already closed, the database may still trigger a HIT until the outcome is verified and properly reflected.

4) Record needs further review

In a smaller number of cases, the matched record requires additional review before release. If this applies, the branch will explain what documents or next steps are needed.The positive part: every scenario has a clear next step, and preparing the proper documents puts you in the best position for a smooth release.

Step 1: Keep your receipt and return date safe

When a HIT is detected, applicants are commonly given a return date for verification. Your receipt and return instructions connect your transaction to the branch’s checking process.Take a clear photo of the receipt and save it in a folder on your phone. This small step keeps everything organized.

Step 2: Prepare strong identity documents

For NBI name hit verification, your goal is to help the officer confirm you are the correct person. Bring the valid IDs listed in your appointment instructions. If you have additional documents that clearly show your full name, birth date, and place of birth (for example, a PSA birth record or passport), they can be helpful—especially when names are familiar.

Step 3: Return to the same branch and proceed to verification

Most HIT cases are handled through a verification process and, when required, a short check at the Quality Control or verification section. Stay relaxed and cooperative—this step is designed to protect your identity.

Step 4: Follow the release guidance

After verification, many applicants receive a release date or are advised of the next step. If it’s a namesake match, clearance release often becomes smooth after checking. If more review is needed, you’ll be guided clearly on what to submit.

Applicants are often curious about what they’ll be asked. The verification step generally focuses on identity confirmation.You may be asked questions that confirm your personal details, such as your full name, birth date, address, parents’ names, and whether you have ever been involved in a case. The purpose is not to intimidate you—it’s to separate you from a record that may look similar on paper.
If the officer confirms the record does not belong to you, the process typically ends smoothly, and your clearance can proceed for release.Some applicants are asked to execute an affidavit (often called an affidavit of denial) stating that they are not the same person as the individual in the derogatory record. Whether an affidavit is needed depends on the branch and the nature of the match.

If the match is a namesake, clearing it is usually straightforward.Make sure your documents match each other. If your IDs show different spellings or formats, choose one “official format” (often the one on your passport or PSA birth record) and use that consistently in your NBI profile. Consistency reduces future hits.
On your return date, bring the IDs and any extra proof of identity you have. If asked for an affidavit of denial, complete it properly and have it notarized if required.Once the NBI confirms you are not the person in the record, your clearance process can proceed.A very positive tip: once you clear a namesake HIT successfully, future renewals often become smoother, especially when your profile details remain consistent.

This is where people most often feel stuck, but there is a clear path.If you had a case that was dismissed, archived, or you were acquitted, you may still receive an NBI hit because the database match needs to be updated or verified. In this situation, identity proof alone may not be enough—you will likely need official documents showing the case outcome.
Commonly helpful documents include certified true copies of the dismissal order, acquittal decision, or resolution, and a certificate of finality (if applicable) or certification from the court indicating the case is closed and there is no pending action.After you obtain these documents, please bring them to the NBI verification/QC section (or follow the branch instruction for submission). The purpose is to allow NBI to update the record and release your clearance appropriately. A helpful mindset is to treat this as “closing the loop.” Once your court documents are complete and clearly show the outcome, the process becomes much easier.

Sometimes, the matched record requires additional review before clearance release. If the NBI advises that you need to coordinate with another office (such as a court or prosecutor’s office) for documentation, treat it as a step-by-step process rather than a roadblock.If the record is not yours, verification is designed to separate you from it.
If the record is connected to your own history and needs documentation, the most effective path is to follow the official process for resolving or updating the status, then bring the proper certified documents back to NBI for record updating.If you feel unsure about what paperwork is needed, consult a qualified professional for guidance so you can handle it correctly and confidently.The positive takeaway: once the needed documents are complete and submitted correctly, the clearance process becomes much smoother in the future.

Different branches can ask for different supporting documents depending on your case, but these are commonly useful when you want to clear NBI Record issues caused by a hit:Your NBI receipt/transaction printout, the valid IDs required for your appointment, and supporting identity proof such as a PSA birth record or passport.
If your issue is about a resolved case, bring certified court documents showing dismissal/acquittal and proof that the case is closed.If your name changed (for example, after marriage), bring documents that support the change, such as a marriage certificate and IDs reflecting the updated name.The goal is simple: make it easy for the officer to confirm identity and, if applicable, confirm case status.

Repeat HITs are most common for applicants with popular or similar names. The good news is that you can reduce repeat issues with a few simple habits.Keep your online profile consistent, use the same full name format each time, and double-check that your birth date and place of birth are correct. Include suffixes like Jr. or III properly if they apply.
If you successfully cleared a namesake HIT before, keep a copy of any supporting documents or notes you were given. Having your records organized makes future verification easier and often faster.

Final Verdict

If you’re searching for How to Clear NBI Record issues, remember that an NBI Clearance Hit is usually just a normal verification step—especially for familiar names. Stay organized, keep your receipt, return on the scheduled date, and bring strong identity documents. If your HIT is related to a past matter that needs updating, certified documents showing the resolved status are the most straightforward way to support your record update. With calm preparation and the proper paperwork, NBI name hit verification can be a smooth step toward getting your clearance released and moving forward with confidence.