How to Get Police Clearance Certificate South Africa

A South African Police Clearance Certificate (PCC) is an official document issued by the Criminal Record and Crime Scene Management (CR & CSM) division of the South African Police Service (SAPS) confirming an individual’s criminal history or lack thereof. To obtain a certificate, applicants must submit a completed application form, a certified copy of their identity document or passport, a full set of ink fingerprints taken on form SAPS 91(a), and proof of payment for the prescribed non-refundable R190 fee to the Criminal Record Centre in Pretoria. Applications can be lodged in person at any local police station within South Africa, processed abroad through South African embassies or consulates, or handled via professional courier services.

What is a South African Police Clearance Certificate?

A Police Clearance Certificate (PCC) serves as verified proof of an individual’s criminal status in the Republic of South Africa. Managed by the SAPS Criminal Record and Crime Scene Management unit, the document details any previous convictions registered against the applicant’s record or confirms that no criminal history was found in the national database.

Because it is an official state document with security features, all applications—regardless of where they originate—must be processed centrally through the SAPS Criminal Record Centre (CRC) located in Pretoria.

Common Reasons for Requesting a PCC

Clearance certificates are routinely required by international governments, immigration authorities, professional bodies, and employers to assess legal standing and character. Common use cases include:

• Emigration and Permanent Residency: Visa and residency applications across major destinations (such as the UK, Canada, Australia, the US, and EU nations) mandate background checks for every country an applicant has lived in for a specified period.
• Foreign Work and Study Visas: International employers and academic institutions frequently require a clear background check prior to granting permits or employment offers.
• Adoption Proceedings: Domestic and international adoption agencies require verified clearances for prospective parents.
• Professional Registration: Regulatory bodies (e.g., healthcare, education, aviation, finance, and security sectors) demand valid clearances before issuing licenses.
• Corporate Background Vetting: Domestic companies conducting senior executive or security-sensitive recruitments.

Required Documents Checklist

Before starting the application, gather all mandatory documents to avoid processing delays or outright rejection:

Document	Description / Specifications
SAPS Application Form	Fully completed and signed application document outlining personal details, contact number, and postal address.
Fingerprint Form (SAPS 91a)	Full set of ink fingerprints taken on the official SAPS 91(a) form (or country-equivalent form if applying abroad).
Identity Verification	Certified copy of your valid South African Smart ID Card, green bar-coded ID book, or valid international passport.
Proof of Payment	Original payment receipt issued by the police station or official bank deposit / EFT confirmation slip showing the designated reference number.
Marriage Certificate (Optional)	Certified copy of marriage certificate if you require your maiden surname or previous married names to appear on the certificate.

Step-by-Step Guide: How to Apply in South Africa

[Step 1: Download & Complete Form] ➔ [Step 2: Fingerprint Capture at SAPS] ➔ [Step 3: Pay R190 Fee] ➔ [Step 4: Submission to CRC Pretoria] ➔ [Step 5: Status Tracking & Collection]

Step 1: Complete the Official Application Form

Download the standard SAPS Police Clearance Application Form directly from the SAPS official portal or request one at your local police station. Complete all fields accurately in black ink, including your full names, identity number, date of birth, residential address, and motivation for the application.

Step 2: Have Fingerprints Taken on Form SAPS 91(a)

Visit your nearest South African police station in person with your original ID or passport. A police officer will capture a full set of fingerprints on the official SAPS 91(a) fingerprint form.

Important: Ensure that the ink impressions are dark, sharp, and rolled cleanly without smudges. Smudged or unreadable fingerprints will lead to immediate rejection by the automated scanning system in Pretoria.

Step 3: Pay the Application Fee

The non-refundable fee for processing a clearance certificate is R190.00 per application.

• Cash Payment: You can pay in cash directly at the SAPS station, where you will be issued an official SAPS receipt.
• Electronic Funds Transfer (EFT): Alternatively, transfer the funds into the official SAPS bank account:
  • Bank: ABSA Bank
  • Account Name: South African Police Service
  • Account Number: 4054522787
  • Branch Code: 632005
  • Reference Format: PCC followed by initials and surname (e.g., PCC J DOE)

Step 4: Submit to the SAPS Criminal Record Centre (CRC)

You have two delivery methods for submitting your complete application package:

1. Via Station Internal Mail: The local police station can forward your documents through official internal postal bags to Pretoria at no extra charge. Note: Internal dispatch may take significantly longer.
2. Via Private Courier or Hand Delivery: For faster transit, you or an authorized document service can courier the application pack directly to the CRC physical desk in Pretoria:
   • Physical Address:
     The Head: Criminal Record and Crime Scene Management (CR & CSM)
     Bothongo Plaza West, CRC Client Service Centre
     1st Floor, Room 14, 271 Francis Baard Street, Pretoria, 0001
   • Postal Address:
     The Head: Criminal Record and Crime Scene Management
     South African Police Service, Private Bag X308, Pretoria, 0001

Step 5: Track Your PCC Status

Once the CRC receives and logs your documentation, an SMS with a reference number is generated to your provided mobile number. You can verify progress on the SAPS Online Tracking Portal using your ID or inquiry reference number.

How to Apply from Outside South Africa

If you are living or working abroad, you do not need to return to South Africa to obtain a PCC:

1. Fingerprinting Abroad: Visit your local country police department or the nearest South African High Commission/Embassy/Consulate to have your fingerprints rolled on an official local or SAPS 91(a) form.
2. Certified Identification: Get a certified copy of your South African ID or valid passport from a notary public, commissioner of oaths, or consular officer.
3. Electronic Payment: Pay the R190 fee using international bank transfer (SWIFT code: ABSAZAJJXXX) into the official SAPS ABSA account, clearly marking the reference.
4. Courier Direct to Pretoria: Applications originating outside South Africa cannot be returned via regular international postal channels by SAPS. You must arrange a prepaid return courier service or authorize a representative/concierge document company in South Africa to collect the certificate on your behalf once finalized.

Turnaround Times and Expedited Handling

• Standard Processing Time: The official baseline turnaround time set by SAPS is approximately 15 working days from the date of capture at the Pretoria CRC.
• Realistic Timeframes: Due to operational volume and periodic backlogs, actual processing times routinely range between 3 to 8 weeks.
• Expediting Services: Independent document clearance agencies based in Pretoria offer expedited handling by submitting paperwork by hand, conducting daily physical check-ins, and collecting the completed hard-copy certificate the day it is printed.

Legalisation, Apostille, and Translation (DIRCO)

If your Police Clearance Certificate is intended for use in a foreign country, a plain SAPS certificate is often insufficient on its own:

• Apostille Certificate: For member nations of the Hague Apostille Convention, the original PCC must be submitted to the Legalisation Section at the Department of International Relations and Cooperation (DIRCO) in Pretoria for an official Apostille attachment.
• Embassy Legalisation / Attestation: For non-Hague member states (such as the UAE, Qatar, or China), the document must be authenticated by DIRCO and subsequently legalized by that country’s embassy in Pretoria.
• Sworn Translation: If moving to a non-English-speaking nation, your legalized clearance may need translation by a court-accredited sworn translator.

Frequently Asked Questions

Can I apply for a South African Police Clearance Certificate entirely online?

No, you cannot complete the entire application online through SAPS. While you can download the application form and track processing progress on the SAPS website, SAPS strictly requires original ink fingerprints on physical paper and certified identification. Digital scans, photocopied fingerprints, or fully paperless submissions are not accepted.

How long is a South African Police Clearance Certificate valid?

The certificate itself does not have a hard expiration date printed on it; rather, it certifies your record up to the exact date of issue. However, most foreign embassies, immigration departments, and employers enforce a strict validity window of 6 months (and in some jurisdictions, 3 months) from the date of issuance.

What is the official fee for a SAPS Police Clearance Certificate?

The statutory non-refundable tariff charged by SAPS is R190.00 per application. This fee covers standard processing by the Criminal Record Centre. Third-party courier fees, apostille certifications, or private agency expedited services carry separate costs.

How can I track the status of my PCC application?

Once your application is captured on the CRC database in Pretoria, you can check the progress using the SAPS Clearance Tracking Tool on the official SAPS website. Enter your South African ID number or the reference number provided in the confirmation SMS to see whether the application is received, in progress, or finalized.

Can someone else submit or collect my certificate on my behalf?

Yes. If you cannot deliver or collect the document yourself, you can nominate a third party, family member, or registered courier service. The nominated individual must present a signed letter of authorization from you, a certified copy of your ID, and their own original proof of identity at the CRC Client Service Centre.

What documents are required if my maiden name must appear on the certificate?

If you require your maiden surname or previous married surnames to be reflected on the certificate (often mandatory for female visa and immigration applicants), you must indicate this explicitly on the application form and attach a certified copy of your official marriage certificate or legal name change decree.