How to Write NBI Clearance Authorization Letter in 2025: Letter Sample

An Authorization letter for NBI Clearance is a formal letter that allows someone else to pick up your NBI Clearance on your behalf. If you’re unable to collect your clearance personally, you can give permission to a trusted person, like a friend or family member, by writing this letter.

How to Write an NBI Clearance Authorization Letter
(nbi clearance authorization letter )

However, there is a proper format you need to follow to write the letter effectively. Additionally, there are specific guidelines you must adhere to when drafting it. To help you with this, we’ve provided a Step-by-Step Guide, including the correct format, guidelines, and Free sample letter.

What is an Authorization letter??

An authorization letter is a legal document that authorizes a third person to act on your behalf. It directly means whatever the third person does, you’ll be accountable for that. Therefore, you must choose the person you can fully trust.

Purpose Authorization Letter

When applying for the NBI clearance, you must wait to collect the document from the NBI branch. If you face any issues and can’t pick it up yourself, you can authorize someone else to do it for you by writing an NBI clearance authorization letter. This letter will allow your chosen person to collect the clearance on your behalf.

When You Can’t Authorize Someone Else to Pick Up Your Clearance

Unless you’ve been flagged as a “HIT” and are scheduled for an NBI Clearance Quality Control Interview, where your presence is required for questioning, you can authorize someone else to pick up your clearance.

See Also: What are the Requirements for NBI Clearance

Guidelines for Writing an Authorization Letter for NBI Clearance

When writing an authorization letter for NBI clearance, it’s important to follow these simple yet crucial guidelines to ensure your letter is professional and effective.

1. Type the Letter

The first and most important step is to type the letter instead of handwriting it. A typed letter looks more professional and ensures clarity. Don’t forget to add a neat signature at the end.

2. Maintain a Professional Tone

Keep a professional and Business-Like Tone throughout the letter. Choose your words carefully to reflect respect and formality.

3. Include Your Personal Information

Start the letter by providing your personal details such as your name, address, and contact information. Make sure to include the date at the beginning as well.

4. Clearly State the Purpose

Clearly explain the purpose of the letter. Do this in a simple and professional manner without sounding demanding. Make it clear that you are politely requesting their assistance.

5. Be Concise

State your reasons for the authorization in 3-4 lines. Keep it short, to the point, and focused on the main objective.

6. Provide the Authorized Person’s Details

Include the full name, address, authority, and contact information of the person you are authorizing. This is crucial to ensure there is no confusion.

7. Attach Supporting Documents

Attach any necessary documents that support the authenticity of your request. This might include copies of IDs or other relevant paperwork.

8. Provide Your Contact Information

At the end of the letter, provide your contact number in case of any emergencies or further inquiries.

9. Sign and Submit

Finally, sign the letter and submit it to the NBI office. Make sure your signature is clear and matches the one on your IDs.

How to Write an NBI Clearance Authorization Letter?

To write an effective authorization letter for claiming NBI clearance, it’s important to follow a specific format. While it’s similar to writing a general letter, certain guidelines must be observed. Here’s a simple format to help you understand what elements to include in your letter:

Format You Should Follow

To

Your Name
Your Address
Date

Greeting

Start with a polite greeting to address the recipient.

Body

In the body of the letter, explain the reason for writing. Provide details about the person being authorized, including their name and relevant information. Make sure to include any necessary stats or numbers to make the letter convincing. Don’t forget to clearly state the tasks you are authorizing the person to perform.

Closing

End the letter with a closing statement, followed by your name and signature.

Tips for the Authorized Person Claiming NBI Clearance

When claiming and collecting NBI clearance on behalf of someone else, the authorized person should follow these important tips:

Dress Appropriately

Wear proper attire and avoid wearing slippers, shorts, or any informal clothing.

Attach Valid IDs

Always include valid IDs for proper verification to ensure the process goes smoothly.

Bring the Authorized Person’s IDs

The authorized person must also present their own valid IDs as part of the verification process.

Present the Letter and IDs

Make sure to present the authorization letter along with the required IDs during the release window at the NBI office.

See Also: NBI Clearance HIT Status

Free Editable Sample

Conclusion

For an effective NBI clearance authorization letter, you must focus on writing each step accurately. It’s crucial to include your name, address, and the date, as these details are essential for clarity and understanding. Ensure that you follow the above-mentioned guidelines when drafting your authorization letter to make it clear and professional.

Frequently Asked Question

Can I get an NBI Clearance with an authorization letter?
Yes, you can get an NBI Clearance with an authorization letter if it includes the required details and is notarized.

How to get NBI Clearance in the Philippines while abroad?
To get NBI Clearance abroad, apply online, pay the fee, and authorize a representative in the Philippines to submit documents.

What is a letter of authorization for approval?
A letter of authorization for approval gives someone permission to act on your behalf in specific situations.

Does an authorization letter need to be handwritten?
No, an authorization letter doesn’t need to be handwritten; a typed letter is acceptable.

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