Police Clearance Certificate South Africa - Complete Guide

Everything you need to know about getting a SAPS Police Clearance Certificate (PCC) in South Africa. Current cost, required documents, how to apply online or in person, processing times, and contact details for SAPS offices across the country.

What Is a Police Clearance Certificate?

A Police Clearance Certificate (PCC), also known as a Criminal Record Check or "Good Conduct Certificate," is an official document issued by the South African Police Service (SAPS) that confirms whether or not a person has a criminal record in South Africa. The certificate is issued by the SAPS Criminal Record Centre (CRC) in Pretoria after verifying an applicant's fingerprints against the national criminal record database.

The PCC is a national document - it covers all criminal records across all provinces in South Africa. It is not limited to the area where you live or apply. The document will state either that no criminal convictions were found, or it will list any convictions on record.

Who Needs a Police Clearance Certificate?

A police clearance certificate is required in many situations in South Africa. Common reasons include:

• Employment: Many employers require a PCC as part of the hiring process, particularly in government, financial services, security, healthcare, education, and positions involving children or vulnerable people. The Criminal Law (Sexual Offences and Related Matters) Amendment Act requires employers to check the National Register for Sex Offenders for certain positions.
• Immigration and visas: Most countries require a police clearance from your country of origin (or any country you have lived in for 12+ months) as part of a visa or immigration application. This includes work visas, permanent residence, and citizenship applications.
• Adoption: Both local and international adoption processes require prospective parents to obtain police clearance certificates.
• Firearm licences: A police clearance or criminal record check is part of the firearm licence application process under the Firearms Control Act.
• Tenders and government contracts: Companies bidding for government tenders may need to provide police clearances for directors and key personnel.
• Professional registrations: Certain professional bodies (such as the South African Council for Educators, Health Professions Council, or Legal Practice Council) require a PCC as part of registration.
• Volunteer work: Organisations working with children or vulnerable groups often require volunteers to obtain a PCC.

How to Apply for a Police Clearance Certificate

There are three ways to apply for a police clearance certificate in South Africa:

Required Documents

The following documents are required when applying for a police clearance certificate at a SAPS office:

• South African ID document or valid passport: The original document is required (not a copy). If you have both, bring both.
• Two passport-sized photographs: Colour photographs with a white background, taken within the last 6 months. Most SAPS offices do not have photo facilities, so have these ready before you visit.
• Completed application form: The SAPS 91(1) form is available at SAPS offices or can be downloaded from the SAPS website. Fill it in clearly and completely.
• Proof of payment: R91 payable at the SAPS office or electronically. Keep your proof of payment.

For foreign nationals: In addition to the above, foreign nationals need a valid passport, a valid South African visa or permit, and proof of South African residence (such as a utility bill or lease agreement).

Processing Time and Collection

Standard processing time for a police clearance certificate is 2 to 3 weeks from the date your fingerprints are submitted. However, during peak periods (such as the beginning of the year when many people apply for jobs or visas), processing can take 6 to 8 weeks.

You can collect your certificate in person from the SAPS office where you applied, or it can be posted to your registered address. If you applied online, you may be able to download a digital copy once it is ready. To check the status of your application, contact the SAPS Criminal Record Centre on 012 393 3928 and provide your reference number.

Police Clearance for Foreign Nationals

Foreign nationals who are living or have lived in South Africa can also apply for a SAPS police clearance certificate. The process is the same as for South African citizens, with the following additional requirements:

• A valid passport (original, not a copy)
• A valid South African visa or temporary/permanent residence permit
• Proof of South African residential address
• If you have left South Africa, apply through the nearest South African embassy or consulate

Foreign nationals who have never lived in South Africa do not need a SAPS police clearance - they would need a clearance from their own country's police service.

Common Problems and How to Resolve Them

• Delays beyond 3 weeks: Contact the SAPS CRC on 012 393 3928 with your reference number. If you applied at a police station, visit the station to follow up. Delays are often caused by fingerprint quality issues - if your fingerprints were unclear, SAPS may request you to redo them.
• Fingerprint quality issues: Worn or damaged fingerprints (common in manual labourers, elderly people, or people who use chemicals at work) can cause processing delays. SAPS may ask you to re-submit fingerprints. Use hand cream to moisturise your fingers before your appointment.
• Criminal record appearing on certificate: If your PCC shows a criminal record and you believe the record is incorrect or should have been expunged, contact the Department of Justice and Constitutional Development. You can apply for expungement of certain convictions after a prescribed period (usually 10 years for most offences).
• Name discrepancies: If your name on your ID document does not match the name used in a criminal case, this can cause issues. Contact SAPS and provide supporting documentation (marriage certificate, name change affidavit, etc.).
• Lost certificate: If you lose your police clearance certificate, you will need to apply for a new one and pay the R91 fee again. SAPS does not issue duplicate certificates.

Validity and Renewal

A police clearance certificate is generally valid for 6 months from the date of issue. There is no formal "renewal" process - when your certificate expires or you need a new one, you simply apply again from scratch (new fingerprints, new fee, new processing period).

Different organisations may have different validity requirements. Some embassies require a certificate issued within the last 3 months, while some employers accept certificates up to 6 months old. Always check the specific requirements of the organisation requesting your PCC before applying.

Police Clearance Certificate Cost Breakdown

Frequently Asked Questions