Police Clearance Sample: What the Certificate Shows

You’re about to submit your clearance, and you want to know what a proper one looks like. Here’s a police clearance sample explained part by part: the national clearance carries your photo, your details from the online profile, the purpose you chose, a QR code and the transaction number that checks are run with. Our picture below is an illustration only, with made-up details.

Checked against the portal and the PNP’s application guides on 29 October 2026.

In plain terms, a police clearance is a one-page certificate printed from the PNP’s national system. It shows the result of a records check on one person, on one date, for one stated purpose.

Who needs to know what a police clearance looks like?

Mostly two groups. First, applicants who want to check their own paper before leaving the station. Second, HR staff, landlords and agencies who receive clearances and want to spot a fake. For both, knowing the layout saves time and trouble.

It matters because a clearance can’t be edited after it prints. A typo in your name or a wrong purpose sends you back to apply again, with another fee to pay. So the best moment to catch a problem is at the counter, with the paper still warm.

A note on us: this guide is run independently, outside the PNP. We don’t issue clearances, and we never sell templates.

How a police clearance sample is laid out

Every national clearance follows the same pattern, whatever station printed it. The image below labels the parts on a made-up example.

Here’s what each part does:

• The header. It names the issuing office, so readers know the paper comes from the PNP’s national system.
• Your photo. It’s the live picture staff took at the station, not a 2×2 you brought.
• Your personal details. Your name, address, birth date and other profile entries print exactly as you typed them.
• The purpose. This is the reason you picked when you booked, such as employment.
• The QR code. It lets anyone run a quick check on the document.
• The transaction number. You type it into the verification page along with your last name. It isn’t the reference number from your booking.
• The issue date. Validity runs for six months from this date.

So when someone asks what does police clearance look like, the honest answer is “a plain, single-page certificate”. There’s no plastic card and no booklet.

What makes one police clearance example differ from another?

Two clearances never look identical, even from the same station. These details change:

• The photo and personal details. They come from each applicant’s profile and capture.
• The purpose line. A clearance for a job and one for a license show different purposes.
• The numbers and dates. Each clearance gets its own number and issue date.
• The format of a downloaded copy. A clearance from a renewal without appearance comes as a file you print yourself, so paper and print quality vary.

In contrast, the layout, the header and the QR code stay the same. If those look different, ask questions. Comparing two papers side by side tells you little, while checking each one online tells you a lot.

How to check a police clearance image or paper

Whether you hold the original or a police clearance picture on a phone, run these checks:

1. Read the details. Compare the name and birth date with the person’s ID.
2. Look at the purpose. It should match what the clearance is being used for.
3. Check the date. Count six months from the issue date.
4. Run the online check. Type the surname plus the transaction number into the portal’s Verify Clearance page. Our verification guide shows what a good result looks like.

Can you download a blank template?

No, and you shouldn’t try. There’s no official blank form or police clearance template to fill in, because the PNP’s system prints each certificate from your record. A “police clearance template free download” offer is a fake in the making, and using an edited one can get you into serious trouble. The only real way to get one is to apply on the portal.

Similarly, the police clearance logo and seals belong to the PNP. That’s why every sample image on this site is an illustration with placeholder details and no real marks. Any sample of police clearance you find online should be treated the same way: useful for learning the layout, never for copying.

Keeping your clearance readable

A clearance only helps if people can read and check it. So treat the paper the way an office will:

• Keep it flat. Don’t fold it across the QR code or the transaction number.
• Keep it dry. A water stain over your details can make an office ask for a new one.
• Scan it the same day. A clean PDF is handy when an employer accepts copies.
• Ask before you laminate. Some offices want to touch and stamp the paper itself.
• Guard the number. Give the transaction number only to those who actually have to check the paper.

Also, keep the original in a folder with your other job papers. You’ll likely need it again within the six months.

Quick answers

Does the PNP publish a national police clearance sample?

The PNP’s public guides focus on the application screens rather than a filled-in certificate. That’s why we use a labelled illustration instead.

What does the photo on it look like?

The police clearance photo is the live picture taken at the station during biometrics. You don’t bring or upload one for a regular application.

Is the police clearance format the same everywhere?

Yes for the national clearance, since one system prints them all. A local clearance from a town’s own station can look completely different.

Can I submit a scan instead of the original?

That depends on the office. Some accept a scan and verify it online, while others want the original paper.

Your next step

Got your clearance? Check it against the parts above before you hand it in. If something looks off, raise it at the station right away, because fixing it later costs a new application. If you haven’t applied yet, our page on the full application walks through each stage, and the main police clearance guide covers fees and validity.