SAPS Police Clearance FAQ
Police clearance FAQ: documents needed, fingerprint process, fees (R190), processing time, and how to apply at SAPS.
What is a police clearance certificate and who needs one?
A police clearance certificate (also called a criminal record check or police clearance) is an official document issued by the South African Police Service (SAPS) that confirms whether you have a criminal record in South Africa. It is commonly required for employment (especially positions of trust in finance, education, security, and government), emigration to another country, visa applications, adoption, firearm licence applications, and studying abroad. Many employers and foreign governments require this certificate as part of their background check process.
What forms do I need for a police clearance certificate?
You need two forms: (1) The SAPS Police Clearance Application Form — captures your personal details, reason for application, and how you want the certificate returned. (2) The SAPS 91(a) Fingerprint Enquiry Form — used by the police station to record your rolled and plain fingerprints. Both forms are submitted together to the SAPS Criminal Record Centre in Pretoria for processing. You can download both from FillMeIn.
How much does a police clearance certificate cost in South Africa?
A police clearance certificate costs R190 per application. If you need multiple copies (for example, one for your employer and one for an embassy), you must pay R190 for each at the time of application. Payment can be made in cash at the police station or via electronic transfer to SAPS (ABSA cheque account 4054522787, branch code 632005 — use "PCC" followed by your initials and surname as the reference). Keep your receipt as proof of payment. The fee is non-refundable once the application has been submitted.
How long does it take to get a police clearance certificate?
Standard processing time is approximately 15 working days from the date all documents are received at the SAPS Criminal Record Centre in Pretoria. However, delays can occur during peak periods, if the fingerprints are unclear and need to be retaken, or if there are backlogs at the Criminal Record Centre. SAPS will send you an SMS when your application is received and another when the certificate is ready. You can also check your application status online. It is recommended to apply at least 6 to 8 weeks before you need the certificate to allow for potential delays. Important: certificates not collected within 3 months of completion will be destroyed.
Where do I apply for a police clearance certificate?
You apply at any South African Police Service (SAPS) police station. The process cannot be done online — you must visit a police station in person because your fingerprints need to be taken physically. The police station will provide the SAPS 91(a) form, take your fingerprints, and forward the application to the Criminal Record Centre in Pretoria. If you are outside South Africa, you can apply through the nearest South African embassy or consulate.
What are the requirements for a police clearance certificate in South Africa?
The requirements for a police clearance certificate are: you must be 18 or older, you must apply in person at a SAPS police station (fingerprints cannot be done online), and you must provide your original ID document for identity verification. Foreign nationals must bring their passport. You also need R190 per application and a self-addressed A4 envelope for postal delivery. If your name has changed (through marriage or deed poll), bring documentation of the name change so the clearance covers both your current and previous names.
What documents are required for a police clearance certificate application?
Documents required for a police clearance certificate application include: your original South African ID document (Smart ID card or valid ID book), payment of R190, a self-addressed A4 envelope, and optionally proof of residential address (utility bill or bank statement from the last 3 months). Foreign nationals need their passport instead of an SA ID. If your name has changed through marriage or deed poll, bring the supporting documentation so the clearance covers both names.
What happens during the fingerprinting process?
A SAPS official will take a full set of your fingerprints at the police station. This is done using an ink pad and fingerprint card, or a digital scanner at equipped stations. All ten fingers are printed. The quality of the prints is critical — smudged, faint, or incomplete fingerprints are the most common reason for applications being returned, which adds weeks to the process. Wash and dry your hands thoroughly before the appointment, and avoid activities that may damage your fingertips (such as heavy manual work) in the days before.
How long is a police clearance certificate valid for?
A South African police clearance certificate is generally valid for 6 months from the date of issue. After 6 months, most requesting parties (employers, embassies, government departments) will require a new certificate. Some institutions may accept certificates up to 12 months old — check with the specific organisation that requires it. If your certificate expires before you use it, you will need to apply and pay for a new one.
Can I apply for a police clearance certificate from outside South Africa?
Yes. South African citizens and former residents living abroad can apply for a police clearance certificate through the nearest South African embassy or consulate. The process is similar — you complete the SAPS 91(a) form and have your fingerprints taken at the embassy or consulate, which forwards the application to the Criminal Record Centre in Pretoria. Processing times are typically longer (8 to 12 weeks or more) due to the postal delays between the embassy and Pretoria.
What if my fingerprints are rejected or unclear?
If the Criminal Record Centre determines that your fingerprints are unclear, smudged, or incomplete, they will return the application to the police station where you applied. You will need to visit the station again to have your fingerprints retaken and resubmitted. This adds 4 to 6 weeks to the process. To minimise the risk: ensure your hands are clean and dry, avoid cuts or blisters on your fingertips, and ask the officer to check the quality of the prints before you leave the station.
Do I need to apostille my police clearance certificate?
If you are using the certificate for international purposes (emigration, foreign visa, overseas employment, or study abroad), the requesting country may require the certificate to be apostilled or authenticated. An apostille is a form of international certification. In South Africa, apostilles are issued by the Department of International Relations and Cooperation (DIRCO). You must take the original police clearance certificate to DIRCO in Pretoria for apostilling. This is an additional step that takes extra time — allow at least 1 to 2 weeks for the apostille process.
Is my personal information safe when using FillMeIn to fill the SAPS 91(a)?
Yes. FillMeIn processes all your data entirely on your device. Your personal information, ID number, address history, and all form data never leave your phone or computer — nothing is sent to our servers or stored in the cloud. This privacy-first approach means your sensitive personal information stays under your control at all times. You can fill the form offline and your data remains on your device even after generating the PDF.
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