Getting an NBI clearance is usually a fast process. However, some applicants experience a delay known as a “name hit.” A name hit simply means that someone with a name identical or very similar to yours has a pending criminal case or a derogatory record in the National Bureau of Investigation database.
If the clearance officer tells you that you have a hit, do not panic. It is a common occurrence, especially for people with common surnames. We will guide you through exactly what to expect and how to handle the situation.
Step 1: Receive Your Return Date
When the encoder spots a hit on your screen, they cannot print your clearance right away. Instead, the officer will write or stamp a specific return date on your official receipt. You must keep this receipt safe and come back to the branch on that exact date.
Step 2: Wait for the Verification Process
The NBI needs time to verify if the derogatory record belongs to you or to a namesake. This waiting period usually takes five to eight working days. During this time, NBI researchers carefully check court records, police files, and your personal data to confirm your true identity. You do not need to do anything during this waiting period.
Step 3: Return to the NBI Branch
Go back to the same NBI branch on your assigned date. Proceed straight to the releasing window and present your official receipt. If the NBI confirms the record belongs to someone else, they will print and hand over your clean clearance immediately.
Step 4: Submit Additional Documents if Needed
Sometimes, the NBI requires more proof to clear your name. If you share the exact full name and birth year with someone who has a criminal record, the agency will ask you to undergo a brief Quality Control interview.
You may need to submit an Affidavit of Denial. This legal document swears that you are not the person involved in the crime. If you actually had a court case in the past, you must present an original Certificate of No Pending Case or your final court dismissal papers to prove the issue is fully resolved.
Tips for Minimizing Delays
- Bring extra identification: Always carry two or three valid government-issued IDs. Extra proof of identity helps you easily prove you are not the person listed on the criminal record.
- Prepare legal documents early: If you know you had a court case in the past, secure your court dismissal records before you even apply for your clearance.
- Follow the schedule: Do not return to the NBI branch before your assigned date. The researchers need the full waiting period to properly clear your name.
Stay Patient and Proactive
A name hit adds a few extra days to your application timeline, but it is a standard security measure to protect everyone. Stay patient while the agency verifies your records. By understanding the steps and preparing the right documents ahead of time, you can handle the verification process smoothly and secure your final clearance.