Police Clearance Fingerprint Form South Africa

The SAPS 91(a) form is the official fingerprint enquiry document required by the South African Police Service (SAPS) to process applications for a Police Clearance Certificate (PCC), criminal record expungement, and formal background screenings. Applicants must record a full set of rolled and flat ink fingerprints on this form at any local SAPS station, South African diplomatic mission abroad, or certified fingerprinting authority. Once signed and stamped by an authorized official, the physical document is submitted alongside identity verification and proof of payment to the Criminal Record and Crime Scene Management (CR & CSM) centre in Pretoria.

What Is the SAPS 91(a) Police Clearance Fingerprint Form?

The SAPS 91(a) form serves as the primary biometric identification record used by South African law enforcement to cross-reference an individual’s biometric data against the national criminal database. Whenever an individual requires official verification of their criminal status—whether for international visa applications, permanent residency, overseas employment, adoption, or professional registration—their identity must be verified through physical fingerprints rather than identity numbers alone.

The form contains designated spaces for all ten individual rolled fingerprints (capturing the friction ridges from nail to nail) as well as simultaneous flat (“plain”) impressions of both hands. These distinct biometric captures ensure that the fingerprints are recorded in the correct anatomical order and provide clear ridges for automated and manual analysis.

Required Documents and Preparation

Before presenting yourself for fingerprinting, gather all required documentation to ensure the application is accepted without administrative delays:

• Original Identification: A valid South African national identity document, smart ID card, or valid passport. Foreign nationals must present their original valid passport.
• Certified Copy of ID/Passport: A clear photocopy of the identity document, certified by a Commissioner of Oaths within the last three months.
• Documentation for Maiden or Previous Surnames: If you require previous or maiden surnames to reflect on the final Police Clearance Certificate, you must provide certified documentary proof, such as a marriage certificate or official deed poll/name change document.
• Proof of Payment: Proof of payment for the statutory SAPS application fee (R190.00 per application).
• Application Details: Full personal details, including your full legal names, date of birth, place of birth, and physical contact address.

How to Get Fingerprinted on Form SAPS 91(a)

Depending on your geographic location and circumstances, there are three primary channels for having your fingerprints captured on the SAPS 91(a) form.

Option 1: Applying Within South Africa (Local Police Station)

The standard procedure for South African residents is to visit any local SAPS police station during administrative hours:

1. Request the Form: Request a SAPS 91(a) fingerprint form at the client service desk. Most stations keep blank forms on hand, or you may bring a clearly printed blank copy on standard white A4 paper.
2. Fingerprint Recording: A designated police officer or fingerprint technician will ink each finger and roll it across the appropriate block on the form.
3. Authentication: The officer taking the fingerprints must complete the administrative details, sign the form, and apply the official SAPS station date stamp.

Option 2: Applying from Abroad (Expats and Non-Residents)

South African citizens and foreign nationals living outside South Africa cannot use electronic fingerprinting systems from their host countries unless the prints are converted to an accepted physical format:

• South African Diplomatic Missions: Visit the nearest South African Embassy, High Commission, or Consulate General. Consular staff can take your fingerprints on an official SAPS 91(a) form and stamp the document.
• Host Country Police Stations: If a South African embassy is inaccessible, you may visit a local police station or recognized fingerprinting agency in your country of residence. While fingerprints taken on the host country’s standard official fingerprint card are generally accepted by SAPS, using a downloaded and printed SAPS 91(a) form is strongly recommended to avoid formatting discrepancies.
• Official Attestation: Ensure the foreign officer or technician signs, dates, and clearly stamps the card with their official departmental stamp.

Option 3: Private Fingerprint Technicians and Commissioners of Oaths

If long queues or limited station availability pose logistical challenges, you can have your fingerprints taken privately by an accredited fingerprint technician or private document service. For the submission to remain legally valid, the process must be witnessed, signed, and stamped by an authorized Commissioner of Oaths (such as a practicing attorney, notary, or designated bank official).

Step-by-Step Guide to the Police Clearance Submission Process

Step 1: Complete and Verify the Form

Inspect the fingerprint blocks before leaving the station. Ensure the ink lines are crisp, without heavy smudging, double prints, or missing digits. Fill in all biographical sections in clear black ink and capital letters.

Step 2: Pay the Prescribed SAPS Fee

The official processing fee is R190.00 per application. Payment options include:

• Cash or Card at the Police Station: Obtain an official SAPS receipt (Form SAPS 512a) indicating payment.
• Direct Electronic Funds Transfer (EFT): Deposit directly into the official South African Police Service bank account:
  • Bank: ABSA Bank
  • Account Name: South African Police Service
  • Account Number: 4054522787
  • Branch Code: 632005
  • Swift Code: ABSAZAJJXXX (for international wire transfers)
  • Payment Reference: Crucial—use PCC followed by your initials and surname (e.g., PCC J DOE).

Step 3: Dispatch to Pretoria

Applications cannot be processed at local police stations. The physical file containing the original SAPS 91(a) form, certified ID copy, and proof of payment must be forwarded to the Criminal Record Centre:

• Postal Address:
  The National Commissioner (Attention: Criminal Record and Crime Scene Management)
  South African Police Service
  Private Bag X303, Pretoria, 0001, South Africa
• Physical / Courier Delivery:
  Criminal Record and Crime Scene Management
  Bothongo West Plaza, 271 Francis Baard Street, Pretoria, 0001, South Africa

Step 4: Tracking and Collection

Once received by the Criminal Record Centre, the application is assigned a reference number and entered into the automated system. Applicants can track their application status on the SAPS official web portal. Upon completion, the physical certificate can be collected in person, returned via registered mail, or collected by an authorized courier or document concierge service acting on your behalf with a signed power of attorney.

Best Practices to Prevent Application Rejection

The SAPS Criminal Record Centre strictly enforces quality control standards. Any defect in the fingerprint submission can result in immediate rejection, requiring you to start the entire process over:

• Never Submit Scanned or Photocopied Prints: SAPS requires the original, ink-bearing physical paper document. Scanned, faxed, or photocopied fingerprint sheets are automatically rejected.
• Avoid Excessive Ink and Smudging: Excess ink obscures the minutiae and ridge characteristics of the prints. Ensure hands are washed, clean, and dry prior to ink application.
• Document Missing Digits or Deformities: If an injury, amputation, or bandaged finger prevents taking a print, the officer must write an official endorsement (e.g., “amputated”, “bandaged”) in the corresponding box.
• Double-Check Names and ID Numbers: Ensure your names match your official identification documents verbatim. Any discrepancies between your ID copy and the SAPS 91(a) form will cause processing halts.

Frequently Asked Questions

Can I download and print the SAPS 91(a) fingerprint form at home?

Yes, you can download the SAPS 91(a) form online and print it prior to your appointment. It must be printed clearly on high-quality, standard white A4 paper (at 100% scale without shrinking) to ensure that the ink impressions do not bleed through and the alignment boxes match official scanning specifications.

Can I submit a scanned or electronic copy of my fingerprints to SAPS?

No, the South African Police Service does not accept digital, scanned, or photocopied fingerprint forms for Police Clearance Certificate applications. You must submit the original physical document containing the original ink impressions, official signatures, and ink verification stamps.

How much does it cost to complete the fingerprint form and apply for a PCC?

Taking fingerprints at a local SAPS station is generally free of charge, but the mandatory SAPS statutory processing fee for the Police Clearance Certificate itself is R190.00 per application. If you use a private fingerprint technician, courier service, or document concierge to hand-deliver and collect your documents in Pretoria, additional service fees will apply.

How do I submit my fingerprint form if I am living overseas?

If you are outside South Africa, have your fingerprints taken at the nearest South African Embassy, Consulate, or local police station on an official fingerprint form. Once stamped and signed, package the original form with a certified copy of your passport, proof of payment to the SAPS bank account, and a cover letter, then courier the parcel directly to the SAPS Criminal Record and Crime Scene Management centre in Pretoria.

How long is a completed SAPS 91(a) fingerprint form valid?

While there is no strict statutory expiration date printed on the blank form, the SAPS Criminal Record Centre expects fingerprints submitted for a clearance certificate to reflect recent verification. Fingerprint forms signed and dated more than three to six months prior to submission risk rejection due to outdated certification.

What happens if my fingerprints are smudged or unclear on the form?

If the scanning systems or forensic examiners at the Criminal Record Centre cannot read the ridge details due to smudging, faint ink, or improper rolling, the application will be rejected as “unclassifiable.” SAPS will notify the applicant, and a new original SAPS 91(a) form with fresh fingerprints must be taken and resubmitted.