How to Write an NBI Clearance Authorization Letter in the Philippines

Getting your NBI Clearance is essential for various transactions in the Philippines, from employment to travel purposes. However, there might be instances when you cannot personally claim your NBI Clearance, and you need someone else to do it on your behalf. In such cases, writing an authorization letter is crucial. Here’s a step-by-step guide on how to write an authorization letter for NBI Clearance, including everything you need to know to ensure a smooth process.

What is an NBI Clearance Authorization Letter?

An NBI Clearance Authorization Letter is a formal document that allows another person to collect your NBI Clearance on your behalf. It serves as legal proof that you’ve permitted a trusted individual to retrieve the clearance for you.

Key Components of an NBI Clearance Authorization Letter

To ensure that the authorization letter is valid, it should contain the following important details:

1. Full Name of the Principal (Person Authorizing)
2. Full Name of the Representative (Person Collecting the NBI Clearance)
3. Valid Reason for why you are unable to claim the NBI clearance yourself
4. Specific Instructions to the Authorized Person
5. Date the letter is written
6. Your Signature and, if possible, the signature of the representative

Make sure to attach a copy of your valid government-issued ID along with the authorization letter. Your representative will also need to present their valid ID when claiming the NBI Clearance.

How to Write an NBI Clearance Authorization Letter: Step-by-Step Guide

Here’s how you can write an effective authorization letter for your NBI clearance:

Start with a Formal Heading Begin by writing the date of the letter in the top left-hand corner, followed by the name of the concerned NBI officer or department, and the office address. For example:

September 18, 2024  

To: The Officer-In-Charge  

NBI Clearance Center  

Ermita, Manila  

Salutation Address the letter formally by writing “Dear Sir/Madam.”

Introduce Yourself and State Your Intent In the first paragraph, introduce yourself by stating your full name, the purpose of the letter, and your NBI Clearance transaction details (e.g., reference number).
Example:
“I, Juan Dela Cruz, am unable to personally claim my NBI Clearance due to [state reason]. I am authorizing [Representative’s Full Name] to claim the said clearance on my behalf.”

Provide Representative Details Mention the name of your representative and specify that you are giving them the authority to collect your NBI Clearance. Additionally, specify the attached documents such as photocopies of both your IDs.
Example:
“I am authorizing [Representative’s Name] to present the necessary documents and my identification to receive the NBI Clearance.”

End with a Signature End your letter by thanking the officer, and then write “Sincerely,” followed by your signature and printed name.

Sample NBI Clearance Authorization Letter Template

Here’s a sample template you can use when writing your NBI Clearance authorization letter:

[Date]

To: The Officer-in-Charge  

NBI Clearance Center  

[Office Address]  

Dear Sir/Madam,

I, [Your Full Name], a resident of [Your Address], am unable to personally claim my NBI Clearance due to [reason for not being able to collect it]. Therefore, I am authorizing [Representative’s Full Name], with a valid ID number [Representative’s ID Number], to claim my NBI Clearance on my behalf.

Attached are photocopies of my valid ID and the reference number for my NBI Clearance. Please accept this letter as a formal authorization for [Representative’s Name] to claim the document on my behalf.

Thank you for your kind assistance.

Sincerely,  

[Your Signature]  

[Your Printed Name]  

[Your Contact Information]

What to Attach Along with the Authorization Letter

To ensure smooth processing, attach the following documents along with the authorization letter:

• A photocopy of your valid ID (e.g., passport, driver’s license, etc.)
• Your representative’s valid ID
• The NBI Clearance reference number

Common Reasons for Writing an NBI Clearance Authorization Letter

1. Medical Conditions: If you cannot leave your home due to illness or injury.
2. Overseas Employment: For OFWs who cannot be physically present in the Philippines.
3. Urgent Travel or Work Commitments: If your schedule does not allow you to visit the NBI office.
4. Personal Emergencies: Unforeseen circumstances such as family emergencies.

Conclusion

Writing an NBI Clearance Authorization Letter is a simple yet important process if you need someone else to collect your document. Following the steps outlined above, you can create a clear and professional authorization letter that ensures your representative can claim your NBI clearance without issues. Always include documents like valid IDs and reference numbers to avoid delays or complications.

Preparing an accurate and well-detailed authorization letter will make it easier for your representative and the NBI office to facilitate your request.