South Africa Police Clearance FAQs You Should Know

Obtaining a police clearance certificate (PCC) from South Africa is essential for individuals applying for visas, employment, residency, or immigration. The process can often seem complex, with multiple steps, documentation requirements, and waiting times. This comprehensive guide answers the most frequently asked questions regarding the South African police clearance process. 

Whether in South Africa or applying from abroad, this blog will provide detailed insights into application procedures, common challenges, processing timelines, and expert tips to help you handle the process smoothly. Read on to ensure a hassle-free experience with your PCC application.

What is a South African police clearance certificate, and why is it needed?

A police clearance certificate (PCC) is an official document issued by the Criminal Record Centre of the South African Police Service (SAPS). It states whether an applicant has a criminal record or not.

Why is it needed?

Visa and Immigration – Residency, work, and student visa applications are required.

Employment - Many employers demand a PCC for background checks.

Adoption Process - Prospective adoptive parents must provide a police clearance.

Foreign Travel and Work - Some countries require it for work permits and long-term stays.

Business and Licensing – Necessary for specific professional licenses and business registrations.

This certificate is valid for six months and may need renewal depending on the purpose.

How do I apply for a police clearance certificate in South Africa?

You can apply for a police clearance certificate through the SAPS Criminal Record Centre. Follow these steps:

Gather Required Documents:

• Fully completed SAPS 91(a) application form
• A set of fingerprints (taken at any SAPS station or accredited fingerprint service)
• A copy of your South African ID or passport
• Proof of payment of application fees

Submit the Application:

• Apply in person at any SAPS station or
• Send an application via a third-party service (if applying from abroad)

Wait for Processing:

• Processing time can take 4 to 8 weeks, depending on the workload at SAPS.
• Expedited services may be available through agencies.

Receive Your PCC:

• You can collect it in person or request courier delivery.

How long does it take to get a police clearance certificate in South Africa?

The standard processing time for a police clearance certificate is 4 to 8 weeks. However, several factors can affect this timeline:

Standard applications - Typically take 4-6 weeks if there are no delays.

Backlogged cases - During peak periods, it can take up to 3 months.

Urgent or expedited processing - Some agencies claim to process it within 7-10 days, but this is not guaranteed.

Applications from abroad - This can take longer due to international shipping times.

To avoid delays, ensure your documents are complete and fingerprints are unmistakable and correctly taken.

Can I apply for a South African police clearance certificate online?

No, SAPS does not offer a fully online application process. However, you can:

• Download the application form from the SAPS website.
• Fill it out and scan it, along with supporting documents.
• Use a third-party agency that facilitates online submissions and courier services.

Although the application must be physically submitted, tracking the status can be done online through SAPS or service providers.

How much does a police clearance certificate cost in South Africa?

As of the latest update, the official cost for a police clearance certificate in South Africa is R160. Additional costs may apply for:

• Courier delivery (local or international)
• Fingerprinting services (if not done at SAPS)
• Expedited processing (charged by third-party services)

Confirming current fees with SAPS or the agency you are using before paying is best.

How do I check the status of my police clearance application?

To track your police clearance application:

• Call the SAPS Criminal Record Centre.
• Email SAPS and include your full name, ID number, and reference number.
• Check through a third-party agency (if you used one for application submission).

Waiting at least 4 weeks before following up is advisable, as applications take time to process.

Can I get my police clearance certificate faster?

Yes, but SAPS does not officially offer an expedited option. However, some third-party agencies claim to provide faster processing (7-10 days). You can try:

• Using a professional courier service to speed up document submissions.
• Applying through an agency that specializes in expedited services.
• Follow up regularly with SAPS to ensure your application is progressing.

If applying from abroad, courier services help avoid postal delays.

What should I do if my police clearance certificate contains incorrect information?

You must request a correction if your PCC has errors, such as incorrect personal details or criminal record mistakes.

Steps to correct your police clearance:

• Contact the SAPS Criminal Record Centre immediately.
• Submit a formal request and proof of the correct information (e.g., passport copy).
• If your record shows an error, you may need legal assistance to clear it.

Corrections may take 4 to 6 weeks, so review your certificate as soon as you receive it.

Can I apply for a police clearance certificate if I am not in South Africa?

Yes, South African citizens and foreign nationals who previously lived in South Africa can apply abroad. The process involves:

• Getting fingerprints taken at a local police station or fingerprinting agency.
• Sending the application via courier to SAPS in Pretoria.
• Using a trusted third-party agency to handle the process on your behalf.

Processing times may be longer due to international shipping delays.

How long is a South African police clearance certificate valid?

A police clearance certificate is valid for six months from the issue date. Some authorities may accept it beyond this period, but many require a new certificate if more than six months old.

It is always advisable to check the validity requirements with the organization requesting the certificate, such as embassies, employers, or immigration offices.

Can I apply for a police clearance certificate on behalf of someone else?

Yes, you can apply on behalf of another person, provided you have their written consent and all required documents. The applicant must still provide their original fingerprints, a copy of their ID or passport, and a signed authorization letter allowing you to submit and collect the certificate on their behalf.

This is especially useful for applicants who are overseas or unable to visit a SAPS office in person. If you are using a third-party agency, they may also require a power of attorney to process the application.

Do I need to provide fingerprints for a South African police clearance certificate?

Yes, fingerprints are a mandatory requirement for obtaining a police clearance certificate. SAPS requires a complete set of rolled fingerprints, which must be taken at an official police station or an accredited fingerprinting agency.

If applying abroad, your fingerprints must be taken at a local law enforcement agency and certified before submission. Fingerprint quality is crucial—if they are smudged or unclear, your application may be delayed or rejected.

What happens if my police clearance application is rejected?

If your application is rejected, it is usually due to incorrect information, poor-quality fingerprints, or missing documents. You will receive a notification from SAPS specifying the reason for rejection. In such cases, you must reapply with corrected documents and unmistakable fingerprints.

If the rejection is due to a suspected criminal record, you may need to request a review or appeal if you believe the record is incorrect. Legal assistance might be required to challenge an incorrect criminal record entry.

Can a foreigner apply for a police clearance certificate in South Africa?

Foreign nationals who have lived or worked in South Africa can apply for a PCC. The process is the same as for South African citizens, requiring a set of fingerprints, a copy of the passport bio page, and the completed application form. If applying from abroad, you may need to send the application via courier or use a service provider to handle the process. Some countries may also require the PCC to be apostilled or authenticated for official use.

How can I authenticate or apostille a South African police clearance certificate?

If you need to use your police clearance certificate internationally, you may be required to have it apostilled or authenticated. The process involves:

• Submitting the original PCC to the Department of International Relations and Cooperation (DIRCO) for an apostille if the destination country is part of the Hague Convention.
• If the country is not part of the Hague Convention, the document must be authenticated by DIRCO, the High Court, and the relevant embassy or consulate.

This step ensures the PCC is legally recognized for use abroad.

Can I request multiple copies of my police clearance certificate?

You can request additional copies of your PCC at the time of application by specifying the number of copies needed and paying the required fees. If you need copies later, submit a new application, as SAPS does not issue duplicates. Each copy is an original document with the official SAPS stamp and signature, making it valid for legal purposes.

What should I do if my police clearance certificate gets lost?

If you lose your police clearance certificate, you must apply for a new one, as SAPS does not issue replacements. The reapplication process is the same as the first application, requiring fingerprints, ID copies, and payment of the processing fee. To avoid inconvenience, keep a scanned copy of your PCC for reference, though only the original is legally valid.

Can I use a South African police clearance certificate for multiple purposes?

Yes, but its acceptance depends on the requesting authority. Some organizations may also accept a PCC issued for a visa application for employment, while others may require a new certificate issued explicitly for their purpose. Always check with the relevant authority whether your existing PCC is valid or needs a fresh one.

What if my police clearance certificate shows a criminal record?

If your PCC indicates a criminal record, it can impact visa applications, job opportunities, or legal proceedings. You may need to:

• Apply for expungement if the conviction qualifies for removal under South African law.
• Submit a motivation letter explaining the circumstances, if applicable.
• Consult an attorney if the record is incorrect or if legal action is required to clear it.

Expungement can take several months, so starting the process early is advisable if needed.

Do police clearance certificates expire?

A South African police clearance certificate is valid six months from the issue date. After this period, most organizations require a new PCC to ensure the information is current. If you’re applying for multiple purposes, try to use the same PCC before it expires to avoid additional processing time and costs.

Can I get a police clearance certificate if I have pending charges?

If you have pending criminal charges, your police clearance certificate will reflect that information, which may affect your application for visas, jobs, or permits. Until the case is resolved, the record will not be cleared, and you may need to provide additional legal documents when applying for immigration or employment.

Can a minor apply for a police clearance certificate?

Yes, minors can apply for a PCC, but a parent or legal guardian must apply. The process is generally required for adoption, immigration, or study abroad applications. The fingerprinting process remains the same, and parental consent is mandatory.

What happens if SAPS rejects my fingerprints?

Poor-quality fingerprints can delay the processing of your PCC. Suppose SAPS rejects your fingerprint submission due to smudging, unclear impressions, or incomplete prints. In that case, you must retake them at a police station or professional fingerprint service and resubmit your application. Always ensure your hands are clean and dry when providing fingerprints to improve clarity.

Can I renew an expired police clearance certificate?

There is no renewal process for police clearance certificates. Once your PCC expires, you must submit a new application with fresh fingerprints and documents. The new PCC will contain updated information, ensuring that your background check is current.

What should I do if I need a police clearance urgently?

If you need a PCC urgently, consider:

• Using a third-party service that offers expedited processing.
• Follow up regularly with SAPS to check your application status.
• Opting for courier services instead of standard mail.

Some agencies claim to provide faster turnaround times (7-10 days) but always verify their credibility before proceeding.

Can I apply for a police clearance certificate without a South African ID or passport?

Yes, but the process will require alternative identification documents. If you have lost your South African ID or passport, you can submit a certified copy of your birth certificate or any official document proving your previous residency or citizenship.

If you were a former resident or expat, you may need to provide additional proof, such as an old visa, employment records, or rental agreements. Foreign nationals living in South Africa without their old visa or permit may need to contact the Department of Home Affairs for verification before applying for a PCC.

Can I track the status of my police clearance certificate application?

Yes, SAPS allows applicants to track the progress of their PCC application. If you applied directly through SAPS, you can email crc-nameclear@saps.gov.za with your reference number to check the status.

They may provide tracking updates via their portal if you use a third-party service. The tracking system will indicate whether your application is still under processing, ready for collection, or has been dispatched. However, responses may take time due to the high volume of daily applications.

What should I do if my name is misspelled on the police clearance certificate?

If you notice any errors in your name, date of birth, or other personal details, you must request a correction from SAPS. This requires submitting a written request and supporting documents like a certified copy of your ID or passport.

The correction process can take additional time, so reviewing your details carefully before submission is best. If the mistake was due to incorrect information on your application form, you may need to submit a new application instead of a correction request.

Does a police clearance certificate include traffic offenses?

A South African PCC typically focuses on criminal records and does not include minor traffic offenses like speeding tickets or parking violations. However, if you were arrested, charged, or convicted of a serious traffic offense—such as reckless driving, DUI (driving under the influence), or hit-and-run—it may appear on your PCC. Consult SAPS or legal professionals if you're unsure whether an offense will be listed.

Will my police clearance certificate show offenses committed in another country?

No, a South African PCC only reflects criminal records within South Africa. If you need to check your criminal history in another country, you must apply for a police clearance certificate from that specific country.

Some immigration and employment processes require multiple PCCs from different countries where an applicant has resided. If you have lived in multiple countries, check the organization's specific requirements requesting the clearance.

Can I get a police clearance certificate for a deceased relative?

Yes, in some cases, you may need to obtain a PCC for a deceased person for legal matters such as estate settlements, background checks, or posthumous immigration applications. The process requires you to provide:

• A certified copy of the death certificate
• Proof of your relationship to the deceased (e.g., birth certificate, marriage certificate)
• A formal request explaining the reason for obtaining the PCC

Since fingerprints are required, the process can be complex. You may need to consult legal authorities or SAPS for guidance.

Can I apply for a police clearance certificate while overseas?

Yes, if you are currently living abroad, you can apply for a South African PCC by mail or courier. You must:

• Get your fingerprints at a local law enforcement agency or accredited fingerprinting service.
• Complete the SAPS application form.
• Send all required documents to the SAPS Criminal Record Center in Pretoria, including a certified copy of your passport and proof of payment.
• Use a courier service for tracking, as standard mail can be unreliable.

Processing times may be longer due to international shipping delays.

Does a police clearance certificate expire if I do not collect it?

If you do not collect your PCC within a certain period, SAPS may dispose of it. Although the standard validity of a PCC is six months, uncollected certificates are not stored indefinitely. If you apply through a police station, they may return it to SAPS headquarters after a few months. If this happens, you must reapply and pay the fee again.

Can I request an urgent processing of my police clearance certificate?

Yes, but urgent processing is not guaranteed unless you have a valid reason. While SAPS does not officially offer an expedited option, some private agencies claim to fast-track applications.

If you have urgent travel, visa deadlines, or job requirements, you can include a motivation letter with supporting documents (such as a visa appointment confirmation) when applying. However, SAPS handles applications in the order received, so even urgent requests may take time.

How do I get a police clearance certificate for work in South Africa if I am a foreigner?

If you are a foreigner seeking employment in South Africa, your employer may request a PCC as part of the background verification process. You can apply for a PCC through SAPS, but if you have lived in multiple countries, you may also need PCCs from those places. Some companies accept third-party verification services, but government agencies and visa authorities typically require an official SAPS-issued certificate.

Can I use a police clearance certificate issued years ago for a new visa or job?

Most employers, embassies, and immigration offices require a recent PCC, usually issued within the last six months. Even if your old PCC states that you had no criminal record, authorities need an updated version to confirm your status remains unchanged. If your PCC is over six months old, it is advisable to obtain a new one before submitting applications.

What should I do if my police clearance certificate is stolen?

If your PCC is stolen, report it immediately to the police and obtain an affidavit stating the loss. You cannot get a duplicate from SAPS, so you must apply for a new PCC with fresh fingerprints and documents. Keeping a scanned copy of your PCC can help you reference the details if needed, but only the original is legally valid.

Can I get a police clearance certificate if I have changed my name?

Yes, but you must provide proof of your name change, such as:

• A certified copy of your old and new ID/passport
• A name change certificate issued by the Department of Home Affairs
• A marriage certificate (if the name change is due to marriage)

Your PCC will be issued under your current legal name but may also reference your previous names if relevant.

Do I need a police clearance certificate for permanent residency in South Africa?

Yes, applicants for permanent residency in South Africa must provide a PCC from their home country and any other countries where they have lived for more than a year. The PCC should be recent (usually under six months old) and may need authentication or apostille certification.

Can a police clearance certificate be used for adoption purposes?

Adoption agencies and government authorities require a PCC for individuals adopting a child. Both South African citizens and foreigners adopting a child from South Africa may need a PCC to confirm they have no criminal history that could affect their suitability as a parent. The PCC is a key document in both local and international adoption procedures.

Conclusion

This comprehensive guide to South African police clearance certificates answers commonly asked questions. Whether you need a PCC for immigration, employment, or legal purposes, understanding the process, requirements, and common challenges can help you avoid delays.