Police Clearance Certificate Requirements

To obtain a South African Police Clearance Certificate (PCC), applicants must submit a completed application form, a full set of fingerprints on the official SAPS 91(a) form, a certified copy of their South African ID or passport, and proof of payment for the prescribed non-refundable application fee. Applicants who require maiden or previous surnames reflected on the certificate must also provide certified supporting documentation, such as a marriage certificate. Applications are processed centrally by the South African Police Service (SAPS) Criminal Record and Crime Scene Management (CR & CSM) centre in Pretoria.

Essential Requirements for a South African Police Clearance Certificate

The Criminal Record Centre (CRC) enforces strict documentation standards. Omitting any required document or submitting substandard biometric data will result in immediate rejection or extended processing delays.

1. Official Fingerprint Form (SAPS 91a)

• In South Africa: Fingerprints must be taken on an official SAPS 91(a) enquiry form by an authorized SAPS officer at your nearest police station.
• Outside South Africa: Fingerprints can be taken at the nearest local police station in your country of residence or at a South African Embassy, High Commission, or Consulate. Foreign police stations may take the prints on their standard national fingerprint forms if SAPS 91(a) is unavailable.
• Format: The CRC accepts only clear, rolled ink fingerprints. Scanned, photocopied, or purely digital fingerprint prints are not accepted for formal PCC processing.

2. Duly Completed SAPS PCC Application Form

The application form must be filled out in black ink and block letters. Required details include:

• Full legal names, surname, and date of birth.
• South African Identity Number or valid passport number.
• Contact number (South African mobile number for SMS status updates).
• Detailed motivation stating the reason for the application (e.g., employment, foreign residency, visa/emigration).
• Selected method of return and delivery details.

3. Certified Identification

• South African Citizens: A clear, certified photocopy of your South African green barcoded ID book or smart ID card (both sides).
• Foreign Nationals: A clear, certified photocopy of the bio-page of your valid national passport.
• The certification must be clear, dated, and signed by a Commissioner of Oaths (typically done at the police station when taking fingerprints).

4. Proof of Payment

• The standard non-refundable tariff is R190.00 per application.
• Cash: Payable at your local police station cash office (an official SAPS receipt must be issued and attached).
• Electronic Funds Transfer (EFT): Direct deposit into the official SAPS ABSA bank account.
• Payment Reference: For EFT payments, the reference must strictly be PCC followed by the applicant’s initials and surname (e.g., PCC J SMITH).

5. Proof of Maiden Name or Previous Surnames (If Applicable)

If you require your maiden name or any previous legal surnames to be endorsed on the police clearance certificate, you must:

• Indicate the request explicitly on the application form.
• Attach a certified copy of your marriage certificate, divorce decree, or official deed poll/amendment document issued by the Department of Home Affairs.

Requirements Checklist by Applicant Location

Requirement	Applying in South Africa	Applying from Abroad
Fingerprint Form	SAPS 91(a) (taken at SAPS station)	SAPS 91(a) or official local police form
Identity Document	Certified copy of RSA ID or Passport	Certified copy of Passport
Fee Payment	R190 cash receipt or EFT confirmation	R190 EFT confirmation or foreign bank transfer
Name Change Proof	Certified marriage certificate (if applicable)	Certified marriage certificate (if applicable)
Submission Method	Left at SAPS station or direct courier to CRC	Direct international courier to CRC Pretoria

Submission and Return Options

All South African Police Clearance Certificates are finalized centrally at the Criminal Record and Crime Scene Management division in Pretoria. Applicants must clearly designate their return preference on the application:

Physical Address for Direct / Courier Delivery:
The Head: Criminal Record and Crime Scene Management
(For attention: Police Clearance Certificates)
Bothongo Plaza West, CRC Client Service Centre
1st Floor, Room 14, 271 Francis Baard Street
Pretoria, 0001, South Africa

Collection Methods

1. Return to Local Police Station: The document is routed via internal police diplomatic bag back to the station where the application was lodged.
2. Personal Collection at CRC Pretoria: The applicant collects the document directly from the 24/7 Client Service Centre in Pretoria upon presenting positive ID.
3. Authorized Third-Party Collection: A nominated family member, representative, or document agency collects the certificate. An original letter of authorization and the nominee’s ID are mandatory.
4. Prepaid Courier Service: The applicant contracts a private courier service to collect the completed certificate directly from the CRC.

Common Reasons for Application Delays or Rejections

• Smudged or Incomplete Fingerprints: If fingerprint ridges are illegible or smudged, the automated fingerprint identification system (AFIS) rejects the scan, requiring a complete re-take.
• Incorrect Payment References: Failing to use the PCC + Initials + Surname format creates unallocated deposits that delay file registration.
• Missing Supporting Documents for Surnames: Omitting a marriage certificate while requesting a maiden name endorsement will stall processing.
• Uncertified ID Copies: Standard photocopies without an official commissioner of oaths stamp are rejected automatically.
• Incomplete Return Delivery Information: Not specifying a collection method or omitting courier details leaves the document archived in Pretoria.

Frequently Asked Questions

What is the official fee for a South African Police Clearance Certificate?

The prescribed fee is R190.00 per application. The fee is non-refundable and can be paid in cash at any South African Police Service station or deposited electronically into the SAPS ABSA bank account using the reference format PCCfollowed by your initials and surname.

How long does it take to process a SAPS Police Clearance Certificate?

The standard processing time at the Criminal Record Centre in Pretoria is approximately 15 working days from the date all completed documents are received and captured on the system. However, total turnaround time can range from 3 to 8 weeks depending on physical transit times, courier handling, and seasonal backlog.

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

No. Because the Criminal Record Centre requires physical, rolled ink fingerprints on an official fingerprint sheet (such as the SAPS 91a) and certified identification copies, the core application cannot be submitted digitally. Fingerprints must be taken in person and physically delivered to the CRC.

How do I track the progress of my police clearance application?

Once your application is captured on the SAPS database, you will receive an SMS containing your reference enquiry number (if a South African mobile number was provided). You can track the real-time status directly on the official SAPS website by entering your reference number, ID number, or date of birth.

How long is a South African Police Clearance Certificate valid?

A SAPS Police Clearance Certificate does not have a formal expiration date printed on the document; it reflects your criminal record status on the specific date of issue. However, most foreign embassies, immigration departments, and employers require the certificate to be no older than three to six months from the date of submission.

Can someone else collect my police clearance certificate for me?

Yes. You can nominate a third party, family member, or registered courier service to collect your certificate from the Criminal Record Centre in Pretoria. To facilitate collection, you must specify the nominee’s details on your initial application form, and the collector must present an original power of attorney/permission letter along with valid identification.