How to Apply for a Police Clearance Certificate in South Africa (SAPS 91(a) Form)
The SAPS 91(a) is the official application form used to apply for a police clearance certificate (also called a criminal record check or police clearance) from the South African Police Service. A police clearance certificate confirms whether you have a criminal record in South Africa and is required for employment, emigration, visa applications, adoption, firearm licences, and studying abroad. This comprehensive guide walks you through every step of the application process — from gathering your documents and having your fingerprints taken at a police station, to submitting your application and collecting your certificate.
Documents Required
Before you start filling the form, gather all the documents you will need. Missing or incomplete documents are one of the most common reasons applications are delayed or rejected.
- Original South African ID document (Smart ID card or valid ID book) — must be presented at the police station for identity verification
- Passport (for foreign nationals who do not hold a South African ID)
- Payment of R136 per copy of the police clearance certificate
- Self-addressed A4 envelope (for postal delivery of the certificate to your address)
- Proof of residential address (utility bill or bank statement dated within the last 3 months — some stations may request this)
- Previous names documentation (marriage certificate or deed poll if your name has changed and you need clearance under a previous name)
Step 1: Determine why you need a police clearance certificate
Before applying, confirm why you need the certificate and how many copies you require. Common reasons include employment (many employers require clearance for positions of trust), emigration to another country, visa applications, adoption processes, firearm licence applications, and studying abroad. Some countries and institutions require the certificate to be apostilled or authenticated by the Department of International Relations and Cooperation (DIRCO) after issue — check the specific requirements of the requesting party before applying.
Step 2: Visit your nearest SAPS police station with your ID
Take your original South African ID document (Smart ID card or ID book) to your nearest South African Police Service (SAPS) police station. Foreign nationals must bring their passport. The police station will verify your identity and provide you with a SAPS 91(a) application form to complete. Some stations have dedicated fingerprint desks — ask at the front desk for the correct queue or office.
Step 3: Complete the SAPS 91(a) application form
Fill in the SAPS 91(a) form with your personal details: surname, first names, maiden name or previous surnames, 13-digit South African ID number (or passport number for foreign nationals), date of birth, gender, country of birth, nationality, cellphone number, and email address. Provide your current residential address including suburb, city, province, and postal code, plus the period you have lived there. If you have lived at your current address for less than 5 years, provide your previous addresses. Select the reason for your application and how many copies you need. Our online form tool validates all fields and catches common errors before you visit the station.
Step 4: Have your fingerprints taken at the police station
A SAPS official will take a full set of your fingerprints using an ink pad and fingerprint card (or digital scanner at equipped stations). Ensure your hands are clean and dry. The quality of your fingerprints is critical — smudged, faint, or incomplete fingerprints are the most common reason for delays, as the Criminal Record Centre will request that you retake them. The SAPS official will attach the fingerprint card to your application form.
Step 5: Pay the application fee
Pay R136 per copy of the police clearance certificate at the police station. Payment methods vary by station — some accept cash only, while others accept card payments. Keep your receipt as proof of payment. Provide a self-addressed A4 envelope for the certificate to be posted back to you, or ask whether collection from the station is possible.
Step 6: Wait for processing at the Criminal Record Centre
The police station forwards your completed application and fingerprints to the SAPS Criminal Record Centre in Pretoria for processing. Standard processing time is 6 to 8 weeks from the date the application is received in Pretoria. During peak periods or if your fingerprints need to be retaken, it can take longer. There is no way to expedite the process — plan ahead and apply well in advance of any deadlines.
Step 7: Collect or receive your police clearance certificate
Once processed, the police clearance certificate is posted to the address on your self-addressed envelope, or returned to the police station where you applied (depending on the arrangement). The certificate states whether you have any criminal convictions in South Africa. It is valid for 6 months from the date of issue. If you need it apostilled for international use, take the original certificate to DIRCO (Department of International Relations and Cooperation) for authentication.
Common Mistakes to Avoid
- Unclear or smudged fingerprints — this is the most common cause of delays. Ensure your hands are clean, dry, and free of cuts or skin conditions that affect fingerprint quality.
- Incorrect ID number — transposing digits in your 13-digit South African ID number causes the application to be rejected or matched to the wrong person.
- Not providing previous addresses — if you have lived at your current address for less than 5 years, you must provide details of all previous addresses.
- Not including a self-addressed envelope — without an envelope, the certificate cannot be posted to you and must be collected from the station.
- Applying too late — processing takes 6 to 8 weeks minimum. Many people apply too late for emigration or visa deadlines and face delays.
- Not signing the declaration — an unsigned SAPS 91(a) form will be returned unprocessed.
Tips for Success
- Apply at least 10 to 12 weeks before you need the certificate to allow for the 6 to 8 week processing time plus potential delays for retaking fingerprints.
- Use FillMeIn's guided SAPS 91(a) tool to validate your ID number, check required fields, and generate a properly formatted PDF before visiting the police station.
- Wash and dry your hands thoroughly before fingerprinting — clean, dry fingers produce the clearest prints.
- Request multiple copies if you need the certificate for more than one purpose (each copy costs R136) — getting additional copies later requires a new application.
- Check with the requesting party whether the certificate needs to be apostilled by DIRCO — this is an additional step that takes extra time.
- If you are abroad, you can apply through the nearest South African embassy or consulate — processing times may be longer.
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