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How to obtain a police certificate
Introduction
If you want to immigrate, work or study in a foreign country , you and your dependants may have to provide police certificates when you submit your application for permanent residence. Visa offices may also request certificates from students and temporary foreign workers.
What is a police certificate?
A police certificate is a copy of your criminal record or a declaration of the absence of any criminal record. Police certificates are different in each country and territory and may be called police clearance certificates, good conduct certificates, judicial record extracts, rap sheet, arrest record etc. They are issued by police authorities or government departments and used by Citizenship and Immigration Canada (CIC) to prevent individuals who pose a risk to Canada’s security from entering the country.
Who needs a police clearance certificate?
In general, you and everyone in your family who is 18 years of age or over need to obtain a police certificate. You must obtain a police certificate from each country or territory where you have lived for six consecutive months or longer since reaching the age of 18.
The certificate must have been issued no more than three months before you submit your application.
If the original certificate is neither in English nor in French, submit both the certificate and the original copy of a translation prepared by an accredited translator with your application.
How to obtain a police certificate
In most cases, it is your responsibility to contact the police or relevant authorities and request the certificate. When doing so, you may have to:
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provide information or documentation such as photographs, fingerprints or your addresses and periods of residence in the country or territory; and
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pay a fee for the service.
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To find out if you need a police certificate from a country or territory in which you lived consult the local authorities. You will find information on how and where to obtain police certificates, including police or government contact information. If this information is unavailable, contact the national police agency or the country's or territory’s embassy or consulate.
In some instances you may be required to Apostille or Legalise the Police Clearance Certificate
NEWS FLASH ON SOUTH AFRICAN POLICE CLEARANCE CERTIFICATES
To obtain a South African Police Clearance Certificate takes between 21 and 36 working days. If you have a prior conviction it can take substantially longer. At this stage add 3 weeks to normal issue period.
URGENT APPLICATIONS!!!
It is only in extreme circumstances that the CRC will entertain expediting applications. Such applications must be motivated.
If we are successful in expediting a application a additional handling fee of R 275 per application will be levied.
Application for Police Clearance Certificate
South Africans that work, travel and reside abroad require Police Clearance Certificates for purposes such as court requirements, residence permission or securing employment. Therefore the service from the South African Police Services (SAPS) ? Criminal Record Centre is available to South Africans who require confirmation on their criminal status.
The application for a police clearance certificate is a personal matter that the applicant must attend to and the issuing of a Clearance Certificate is the sole responsibility of the SAPS - Criminal Record Centre in Pretoria.
In some countries Police Clearance Certificates are also known as ? No Objection Certificates? or ? Certificates of Character? .
Note:
The South African Police Services (SAPS) is planning to outsource services for the police clearance certificates. South African Diplomatic and Consular Representatives abroad will be informed of any new procedures in due course. Until such time, the guidelines as per this chapter should be followed.
Procedures
1. Customers must forward applications/requests directly to the SAPS - Criminal Record Centre in Pretoria.
2. If forwarded from abroad, the application may be forwarded via any reputable
courier company. The courier company must be PREPAID to collect the documents from the Criminal Record Centre and return the documents to the sender.
3. It is important to find out whether the requesting authority would need the police clearance certificate to be legalised. It will save time and money to submit the original Police Clearance Certificate to the Department of Foreign Affairs ? Legalisation Section before it is returned to the applicant. Customers must specify this in their application to the SAPS - Criminal Record Centre. Refer to http://www.dfa.gov.za/consular/legalisation.htm for further information regarding legalisation (authentication) of official documentation.
4. The customer must present his/her green bar-coded Identity Document or valid passport at the South African Diplomatic and/or Consular Representatives, as proof of identification, when abroad. Note: The South African Diplomatic and/or Consular Representative abroad are only able to assist to take fingerprints. The customer is responsible to forward the application/request for a Police Clearance Certificate directly to the SAPS ? Criminal Record Centre in Pretoria.
5. There is no specific application form available from the SAPS, however the following information must be contained in the applicant? s letter/request addressed to the SAPS ? Criminal Record Centre when submitting their application for a Police Clearance Certificate or refer to attached Annex 23B (Application for a Police Clearance Certificate) which has been designed to facilitate inquiries. The following details are required:
a) Surname, b) Maiden name (if applicable, also specify in which surname the certificate
should to be issued) , c) Given names, d) Date of birth, e) Place of birth, ) South African ID number (if applicable), g) Last residential address in South Africa , h) Last SA business / employer's address
i) Telephone number of the above (h) j) Date , k) Signature, l) Mailing address in the country of application, m) Zip/Postal Code, n) Telephone number
6. An application, consisting of the written request (containing abovementioned information), full set of fingerprints, and copy of ID document/passport and proof of payment must be forwarded directly to the SAPS - Criminal Record Centre in Pretoria. Fingerprints are done by your closest Police Station or nearest South African Diplomatic or Consular Representative, if you are abroad.
7. The application has to be accompanied by:
A fee of ZAR 59-00 (either a South African bank guaranteed cheque, bankers draft, money order, or electronic payment into the South African Police Service account made payable to the South African Police Service, is acceptable). Note: It is advisable not to forward cash with the application.
· A self-addressed and franked envelope if you want the application to be returned to you by post. 8. The application, copy of ID document/passport, original fingerprints and fee, should be forwarded by the applicant to:
The Head (Attention: Police Clearance Certificates), Criminal Record Centere - SAPS, st Floor, Room 14 Botongo Plaza West, 271 Schoeman Street, Pretoria, 0001, Republic of South Africa
Website: www.saps.gov.za ? refer to information under the heading FAQ? s ? Application for Police Clearance Certificates (PCC) for further information.
9. Office hours are from 07:30 to 16:00 (Monday to Friday).
10. The average time to render the service will take approximately twenty one (21) working days from the day that the complete application is received at the Pretoria Criminal Record Centre (SAPS) until the Clearance Certificate is issued
Police Clearance Certificate also known as behaviour certificate, certificate of good conduct,certificate of character, finger print clearance.
South African Police Clearance Certificate
Also known as Behaviour Certificate, Criminal Record, Rap Sheet, Police Record, No Objection Certificate, Certificate of Character
We Obtain South Police Certificates on a DAILY basis from the Criminal Record Centre in Pretoria
It is advisable to apply for a second copy of your police clearance certificate with your initial application -
ask us why ?
Process to obtain a Personal Police Clearance Certificate
•Obtain a set of fingerprints
•Certify a copy of your ID
•Complete the application and authorisation for a Police Clearance Certificate and client sheet ( We will email it to you)
• Courier the application for Police Clearance to us ( We will supply the address)
• We will submit and follow up the issue the application for a Police Clearance Certificate
•On receipt we will courier the Police Clearance Certificate to you
Where to get fingerprints for a Police Clearance Certificate
A: In South Africa
• From your local SAPS - state the reason
B: Outside South Africa
•From the local Police or an appointed fingerprint taker
Documents needed for a Police Clearance Certificate
A set of fingerprints by an approved and registered fingerprint taker - in
South Africa the South African Police.
• Certified copy of ID or Passport
• Letter of Authorisation to obtain a Police Clearance Certificate
Turn around time for a South African Police Clearance Certificate
• 21 to 36 working days
• If there is a criminal record it can take a few weeks longer.
Extract From the Official SAPS Journal
No, this component does not have data processing systems that can pinpoint criminals as if by magic. If you are under that impression, you have been watching too many Hollywood-produced police series where all the necessary info seems to pop out at the mere press of a computer key. What this component can do, however, is offer invaluable support to investigating officers. This component also handles civilian-related duties such as issuing Clearance Certificates for South Africans who want to emigrate or work overseas.
Note from GMTM: If you look at the lead times for Police Clearance Certificates from the USA - the SAPS CRC does very well!!
The CRC Client Service Centre is responsible for:
A 24-hour service to all detectives and SAPS officials regarding information that is needed for investigation purposes.
All functions relating to the issuing of Police Clearance Certificates.
A 24-hour service to detectives and police officials regarding information needed for investigation purposes
Address on identity number (@ Immediately)
Criminal records and outstanding cases (@ Immediately)
Particulars concerning “Wanted Persons” (@ Immediately)
Opposing of bail (@ Immediately)
Photographs of suspects ( C26 )( * approximately 7 days )
Ownership of firearms / Testing of firearms (@ Immediately)
Passport and movement control (@ Immediately)
Particulars of parents / Birth certificates ( * approximately 21 days)
Particulars of present and previous marriages ( * approximately 21 days)
PERSAL / PERSAP / Particulars on serving SAPS members (@ Immediately)
Authenticity of ID / Article 212 Statements ( * approximately 7 days)
Ownership of vehicle / Testing of vehicles / Previous registration numbers (@ Immediately)
Tracing of fingerprints ( * approximately 7 days)
Tracing of telephone numbers ( Bell-Tel ) (@ Immediately)
* ( Approximate processing of requests in work days )
@ ( Immediately - If computer systems are on line )
An investigator can obtain information by means of the following methods:
Investigators can report in person at SAPS CRC; Client Service Centre; 1st Floor (Channel 7 or 8); Sanlam Plaza West Building; Schoeman Street 271, Pretoria. Telephonic assistance: investigators can use the following contact numbers:
( Code: 012 ) 393 3763 / 3764 / 3766 / 3768 / 3769. Sending the enquiry form to the CRC via fax: ( 012 ) 393 3764.
(Note to investigators: Please make sure that the correct enquiry forms as issued by the CRC Client Service Centre are used for enquiry purposes.)
The issuing of Police Clearance Certificates
People who want to emigrate or work overseas, often ask police officials how they should go about acquiring the necessary Police Clearance Certificates. The next time this question is directed at you, you can whip out the following knowhow.
For a Police Clearance Certificate to be issued, the CRC Client Service Centre needs a full set of the applicant’s fingerprints on an SAPS 91(a) fingerprint form, which can be obtained at any police station. The applicant’s full names, surname, SA identity number and place ( town and country ) of birth must also be completed on the SAPS 91(a) form. Make sure that a receipt for the relevant fees paid, is attached to the application.
All applications must be accompanied by a certified copy of the applicant’s identity document or passport.
Clear, definite instructions must be given (verbally or in writing) as to by which means (eg; via post) the certificate must be sent to the applicant after completion.
All Police Clearance Certificates are issued in English only.
No temporary Police Clearance Certificates can be issued.
If the Certificate must be posted to the applicant, make sure that the address on the application is correct. Check that the full postal address (postal code included) has been provided.
The CRC Client Service Centre sends completed Clearance Certificates by surface mail only. Arrangements for any other means (for example courier services) must be made by applicants themselves, and the applicants must bear all costs.
Should an applicant want to make use of a courier service, he/she must first establish whether the Clearance Certificate is indeed ready to be collected.
(Telephone numbers for enquiries: (012) 393 3712/3/4/5)
Should an applicant want to enquire about his/her Police Clearance Certificate, he/she must always have his/her SA identity number handy. (All applicants are registered according to their SA identity numbers.)
The period of validity of a Police Clearance Certificate differs from country to country. It is the applicant’s responsibility to confirm the period of validity at the relevant country’s embassy.
Applications for Police Clearance Certificates are kept for 9 months after the date of issue, thereafter they are destroyed (re-issues can only be done during the abovementioned 9 months.
Usually only children of 14 years and older require a Police Clearance Certificate. (Once again it is the applicant’s responsibility to verify this with the relevant country’s embassy.)
OFFICE HOURS :
7:30 - 16:00Monday to Friday (Closed on Saturday and Sunday)
The processing of Police Clearance Certificates takes approximately 28 work days.
Cost and Fees
- Police clearance application from South Africa R 510
- Police Clearance Certificate from Abroad R 610
- Lead time 6 to 8 weeks
Expedite Fees - Lead Time 2 - 3 weeks
- Expedite fee with motivation to be added to each application
R 275
- Expedite fee without motivation to be added to each application
R 550
Courier Fees
- Courier fee Door to Door in South Africa R 120
- Courier fee Door to Door Abroad between R 450 and R 550
IMPORTANT NOTICE !!
The criminal record check done by companies is not the same as the Police Clearance Certificate issued by the Criminal Record Centre in Pretoria.
