If you lost your police clearance in the Philippines, you cannot request a duplicate copy. You must either reprint it from your online account if it is still valid, or apply again through the PNP system if it has expired or is no longer accessible.
The good news is that a lost police clearance can still be replaced. The process is simple once you know what to do. The steps depend on whether your clearance was issued online and if it is still within its validity period. This guide explains the correct process so you can replace your lost police clearance without confusion or delays.
What Is a Police Clearance in the Philippines
A police clearance, also known as a National Police Clearance, is an official document issued by the Philippine National Police through the National Police Clearance System. It confirms that a person has no criminal record or pending case based on PNP records at the time of issuance.
This document is commonly required for employment, government transactions, and visa or travel applications. Many offices will not process requests without a valid police clearance, so losing it can cause delays. If your clearance is missing, you may be asked to submit a replacement before your application can move forward.
First Thing to Check After Losing Your Police Clearance
Before starting the replacement process, check the following details.
- Issuance method: whether the police clearance was issued online through the National Police Clearance System
- Validity status: whether it is still within the six-month validity period
- Account access: whether you can still log in to the account used during registration
These details decide if you can reprint your police clearance or need to apply again.
How Replacement Works for a Lost Police Clearance
Replacing a lost police clearance depends on its validity and how it was issued. If the clearance is still valid and issued online, it can be reprinted. If not, a new application is required through the PNP system.
Option 1: Reprint Your Police Clearance If Still Valid
This option applies if your police clearance was issued online and is still valid for 6 months. You can log in to the National Police Clearance System using the account created during registration. A reprinted police clearance certificate includes a QR code and digital verification details that allow employers and agencies to confirm its authenticity. Many employers accept reprinted clearances as long as the clearance is valid.
Option 2: Apply Again If Reprint Is Not Possible
You need to apply again if your police clearance has expired, was issued as an old paper clearance, or if you no longer have access to your online account. Reapplying follows the same process as a new police clearance application, including online registration, appointment booking, fee payment, and in-person verification.
Requirements for Lost Police Clearance Certificate Replacement
The requirements for replacing a lost police clearance are simple. In most cases, you only need one valid ID. Additional documents may be requested depending on your situation or the police station.
Primary Requirement
You must present one valid government-issued ID from the list below:
- Passport
- UMID
- Voter’s ID or Voter’s Certificate
- SSS ID
- GSIS e-Card
- Driver’s License
- Postal ID
- PRC ID
- PhilHealth ID
- Senior Citizen ID
- OFW ID
- School ID with registration form, for students
Supporting Documents (Situational)
These documents are not always required, but they may be requested in certain cases:
- Barangay clearance
- Birth certificate
- Police blotter, if the clearance was stolen
- PSA documents for identity verification
Requirements may vary slightly by location, so bringing supporting documents can help avoid delays.
Step-by-Step Process to Replace a Lost Police Clearance
Replacing a lost police clearance follows a standard process under the PNP system. The steps below explain what to do from registration to the release of your new clearance.
1: Register or Log In to the NPCS Portal
Start by creating an account on the National Police Clearance System if you do not have one yet. If you applied before, log in using the email and password you used to register. Make sure your personal details are correct before proceeding.
2: Schedule an Online Appointment
Once logged in, choose a nearby police station, an available date, and a time slot. Appointment scheduling is required for most stations and helps manage applicant volume. Save or screenshot your appointment details for reference.
3: Pay the Police Clearance Fee
Proceed to payment after confirming your appointment. The standard police clearance fee applies, along with a small system or convenience fee depending on the payment method. Keep your payment confirmation as proof.
4: Visit the Selected Police Station
Go to the selected police station on your appointment date. Bring at least one valid government-issued ID and your appointment reference. Arriving early can help avoid delays, especially during peak hours.
5: Complete Biometrics and Verification
At the station, your photo, fingerprints, and personal information will be captured again. The PNP system will check your records for any name matches or verification issues. This step is required even for replacement applications.
6: Claim the New Police Clearance
If there is no record hit, your police clearance is usually printed and released on the same day. If a hit appears, you may be asked to return after verification. Once cleared, you can claim your new police clearance.
What Does a HIT Mean and What to Do
A HIT appears when the police clearance system finds a name or record similar to yours during the background check. This is a common situation and usually happens when multiple people share the same or similar names. A HIT does not automatically mean that you have a criminal record. It only means your details need to be reviewed manually for verification. In most cases, you may be asked to return after a few days once the checking process is completed. The usual waiting time for clearance after a HIT is 3 to 7 working days.
Police Clearance Fees and Processing Time
The cost and processing time for replacing a lost police clearance are generally the same as a regular application. These may vary slightly depending on the police station and payment method.
| Item | Details |
| Police clearance fee | ₱150 |
| Same-day release, usually within 15 to 30 minutes | ₱10 to ₱30, depending on the payment method |
| Total estimated cost | ₱150 to ₱180 |
| Processing time (No HIT) | Same day release, usually within 15 to 30 minutes |
| Processing time (With HIT) | 3 to 7 working days for name verification |
Validity of Replaced Police Clearance
A replaced police clearance follows the same validity rules as a regular clearance. It is valid for 6 months from the date of issuance shown on the certificate. The new clearance will have a new issuance date, even if it is a replacement. Once a police clearance has expired, it cannot be reused or revalidated and must be applied for again through the PNP system.
What to Do If Your Police Clearance Was Stolen?
If your police clearance was stolen, follow these steps before reapplying:
- File a police blotter at the nearest police station or barangay to report the incident.
- Request a copy of the police blotter for your records.
- Keep the blotter copy as supporting proof when applying for a replacement police clearance.
- Present the blotter only if the police station or requesting agency asks for it during reapplication.
Police Clearance Replacement for OFWs and Filipinos Abroad
If your police clearance was issued online and is still valid, you may reprint it from your NPCS account even while abroad. Many employers and agencies accept a valid reprinted clearance with a QR code. If reprinting is not possible, you will need to apply for a new police clearance upon returning to the Philippines. In some cases, the Philippine embassy or consulate may provide guidance, especially if the clearance is required for overseas employment or legal purposes.
Tips to Avoid Losing Your Police Clearance Again
Keeping your police clearance safe can help you avoid repeating the replacement process. Simple habits can make a big difference.
- Save a digital copy on your phone, email, or secure cloud storage.
- Store the original document in a dedicated folder for important papers.
- Avoid carrying your police clearance unless it is required.
- Take note of the expiration date and apply again before it expires.
Conclusion
A lost police clearance in the Philippines is not a permanent problem as long as you follow the correct steps. The first step is to check whether your clearance is still valid and available for reprinting through the online system. If reprinting is not possible, you can apply again through the PNP system without difficulty. Acting early after losing your police clearance helps prevent delays in employment, travel, or government requirements.
FAQs
Is an affidavit of loss always required?
No. The PNP does not always require an affidavit of loss. It may be requested by certain police stations or employers, especially if the clearance was stolen.
Can I get a duplicate copy of my lost police clearance?
No. The PNP does not issue duplicate lost police clearance certificates. If your clearance is still valid and issued online, you may reprint it from your NPCS account. Otherwise, you need to apply again.
Can someone else apply on my behalf for police clearance?
In most cases, personal appearance is required for biometrics and verification. A representative may assist only in limited situations, and the final approval depends on police station policy.
Is an online reprint valid for National Police Clearance?
Yes. An online reprint is valid as long as the clearance is still within its six-month validity period and the QR code is verifiable. Acceptance depends on the requesting agency.