To apply for a South African Police Clearance Certificate (PCC), you must submit a completed application form accompanied by a full set of fingerprints on the official SAPS 91(a) form, a certified copy of your South African ID or valid passport, and proof of payment of the non-refundable processing fee. If you require your maiden or previous surname to appear on the certificate, a certified copy of your marriage certificate or official name change document is also required. Applicants applying from abroad must provide fingerprints taken on the official forms of their host country’s police service or a South African diplomatic mission, alongside certified passport copies and proof of electronic payment.
Core Documents Required for a South African Police Clearance Certificate
The South African Police Service (SAPS) Criminal Record and Crime Scene Management (CR & CSM) division requires a precise set of supporting documents before it can process a criminal background search and issue a Police Clearance Certificate.
Submitting incomplete or incorrect documentation will cause immediate delays or outright rejection. Below is the primary document set required for every standard applicant:
1. Completed Application Form and SAPS 91(a) Fingerprint Enquiry Form
- Official Fingerprint Form: Applicants within South Africa must have their fingerprints taken on the standard SAPS 91(a) form at any local police station.
- Full Ink Prints: The document must contain a full, clear set of rolled and flat ink fingerprints for all ten fingers, taken by an authorized SAPS official.
- Completeness: Ensure the applicant declaration and the taking officer’s verification details (signature, rank, name, and station date stamp) are completely filled in.
2. Certified Proof of Identity
- South African Citizens: A clear, certified copy of your South African green barcoded ID book or smart ID card (both front and back).
- Foreign Nationals: A clear, certified copy of your valid foreign passport data page.
- Original Verification: You must present the original ID or passport at the station when having your fingerprints captured.
3. Proof of Payment
- Payment Receipt: If paying in cash at a local SAPS station, you must attach the official station cash receipt.
- Electronic Funds Transfer (EFT): If submitting directly to the Criminal Record Centre (CRC) in Pretoria or paying from abroad, you must attach an official bank confirmation of payment displaying the applicant’s full name and identity/passport number as the transaction reference.
Additional Supporting Documents for Specific Circumstances
Depending on your marital status, residential location, and method of certificate retrieval, SAPS mandates several secondary documents.
Maiden Names and Previous Surnames
If you are a married, divorced, or widowed individual and want your maiden name or previous legal surname reflected on the clearance certificate, you must provide:
- A certified copy of your Marriage Certificate.
- A certified copy of a Divorce Decree (if applicable and requested).
- Official documentation from the Department of Home Affairs confirming any legal surname amendments.
Note: If proof of previous names is omitted, the certificate will be issued strictly under your current legal surname as reflected on your ID/passport.
Third-Party Submissions and Collections
If you designate a family member, courier service, or document facilitation agency to submit or collect your certificate from the CRC in Pretoria:
- Letter of Authority / Power of Attorney: A signed letter from the applicant explicitly naming the individual or agency authorized to handle the document.
- Nominee Identification: A certified copy of the authorized representative’s South African ID or passport.
- Courier Documentation: A pre-generated waybill or collection slip if a private courier is retrieving the certificate.
Applicants Applying from Outside South Africa
South African expatriates and foreign nationals who previously resided in South Africa must provide:
- Foreign Fingerprint Form: A full set of physical fingerprints taken on the official fingerprint form of the local police service, South African High Commission, or South African Embassy in their country of residence.
- Official Authentication: The foreign form must be signed, dated, and stamped by the officer or consular official who recorded the prints.
- Certified Passport Copy: A certified copy of your valid passport bio page.
- Return Courier Waybill: Full international courier collection instructions, as SAPS does not fund international dispatch.
Document Requirements Checklist
| Document | Purpose | Mandatory For |
| SAPS 91(a) / Official Fingerprint Form | Criminal record and biometric verification | All applicants |
| Certified Copy of ID or Passport | Legal identity verification | All applicants |
| Proof of Fee Payment | Processing fee confirmation | All applicants |
| Certified Marriage Certificate | Endorsing maiden/previous surname on certificate | Married/divorced individuals requesting previous name inclusion |
| Letter of Authority & Nominee ID | Legal authorization for third-party collection | Anyone using a courier, agent, or representative |
| Return Courier Waybill | Direct return delivery | Applicants using private courier collection from Pretoria |
Document Preparation Standards and Submission Guidelines
To prevent your file from being placed on hold at the Criminal Record Centre in Pretoria, observe the following preparation standards:
- Certification Validity: All certified copies of identity documents, passports, and marriage certificates should ideally be certified within the past 3 months.
- Print Quality: Ensure ink fingerprints are distinct with no smudges, double impressions, or faint ridges. SAPS technicians reject unreadable impressions.
- Original Physical Documents: SAPS does not accept electronic, scanned, emailed, or photocopied fingerprint sheets under any circumstances. Physical hard copies must be delivered.
- Submission Address: If sending your application directly to the central processing facility rather than through your local station, forward your complete document packet to:
Plaintext
The Head: Criminal Record and Crime Scene Management
(For Attention: Police Clearance Certificates)
Bothongo Plaza West, CRC Client Service Centre
1st Floor, 271 Francis Baard Street
Pretoria, Gauteng, South Africa, 0001
Frequently Asked Questions
Can I submit a scanned or digital copy of my fingerprints?
No. SAPS requires original, wet-ink physical fingerprint impressions. Digital scans, emailed PDF copies, and photocopies of fingerprint forms are not accepted by the Criminal Record Centre and will result in immediate rejection of your application.
How recent do my certified document copies need to be?
Certified copies of your ID document, passport, and marriage certificate should be dated within the last 3 months. Certifications older than 3 months may be questioned during verification, potentially causing administrative processing delays.
What documents are required if someone else collects my certificate on my behalf?
If a third party, family member, or courier collects your certificate from the Client Service Centre in Pretoria, they must present a signed Letter of Authority from you, a certified copy of your ID/passport, a certified copy of their own ID/passport, and the official SAPS reference/enquiry number.
Do I need to provide a marriage certificate if I have changed my surname?
You only need to provide a certified copy of your marriage certificate if you want your maiden or previous surname explicitly printed on the Police Clearance Certificate alongside your married name. If you only require your current surname as registered on your ID, a marriage certificate is not compulsory.
How do I submit my documents if I am applying from outside South Africa?
You must visit a local police station or South African embassy/consulate in your country of residence to have your fingerprints taken on their standard form. Mail or courier the original fingerprint sheet, certified passport copy, letter of explanation, proof of payment via international EFT, and a prepaid return courier waybill directly to the Criminal Record Centre in Pretoria.
What happens if my police clearance application documents are incomplete?
If any required document is missing—such as missing proof of payment, uncertified ID copies, or illegible fingerprints—the application will be put on an administrative hold at the Criminal Record Centre. The processing clock will stop until the corrected documents are physically submitted and matched to your file reference.