A police clearance certificate South Africa applicants need for a visa, emigration or a job costs R114 per application, according to the South African Police Service. SAPS quotes a service standard of approximately 15 working days from the day a completed application reaches Criminal Record and Crime Scene Management in Pretoria, excluding delivery time. The certificate is issued only by that division. There is no fully online application, because fingerprints must be taken in person.
The five steps
- Go to your nearest police station and have a full set of fingerprints taken on a SAPS 91(a) form.
- Make sure your details are recorded on the form, including your full name, surname, date of birth, place of birth, identity number and a South African mobile number.
- Pay the fee by bank-guaranteed cheque, banker’s draft or electronic payment into the SAPS account, using your initials and surname plus the reference PCC.
- Submit the form, a copy of your identity document or passport, and proof of payment. Present your original identity document at the station.
- Wait for the SMS. If you gave a South African mobile number, SAPS sends a reference number on receipt and a further message on completion. You can then check the status through the online enquiry on the SAPS website.
The finished certificate is returned to the police station where you applied. You collect it there and must present your original identity document or passport.
What the certificate actually says
It states whether or not any criminal convictions have been recorded against you. SAPS describes the service as available to people who need confirmation of their criminal status for emigration, a visa application, a security declaration, or employment in South Africa in terms of the Promotion of Administrative Justice Act 3 of 2000.
If a destination country requires your maiden name or any former surname to appear on the certificate, you must say so in the application and attach documentary proof, such as a copy of a marriage certificate. This cannot be added afterwards without reapplying.
Your identity document is central to the whole process, which is one reason the phase-out of the green ID book matters for anyone still holding one.
Why you see so many different prices
This is where most applicants get caught. Published figures currently circulating include R91, R95, R100 to R120, R150 and R190.
The figure on the SAPS service page is R114 per application. That is the official amount, and it is the one to work from. Some of the other numbers appear to be older tariffs, quotes from private facilitation services, or the fee for a different document.
There is a separate, cheaper Police Clearance Report available at a Local Criminal Record Centre, which is used mainly for expungement applications rather than for visas or emigration. Confirm the current amount with SAPS before paying, as these tariffs change periodically.
One practical warning on payment. Verify the SAPS banking details directly on the SAPS website rather than accepting details forwarded by an agent or received by email. Payment redirection is a standard tactic in South African fraud, as recent banking fraud warnings have shown.
How long it really takes
SAPS publishes a service standard of about 15 working days from the day the completed application reaches Criminal Record and Crime Scene Management until the certificate is issued.
That clock excludes two things: the time your local station takes to forward the file to Pretoria, and the time it takes to send the finished certificate back.
SAPS also carries a notice on its own services page stating that Criminal Record and Crime Scene Management is experiencing a backlog with the issuing of police clearance certificates, which has extended the waiting period, and that it is working to address it.
Treat 15 working days as the best case and plan for considerably longer, particularly if you are working to a visa deadline.
How long the certificate stays valid
SAPS does not state a validity period on the certificate itself. The familiar six-month rule is a convention applied by the bodies that ask for it, not a SAPS rule.
South Africa’s own immigration regulations require, for visa purposes, a certificate that is not older than six months at the time of submission. Some employers and foreign missions apply a stricter three-month window.
Check the requirement of the specific authority before you apply, so that the certificate does not expire while you are still assembling the rest of your paperwork.
Applying from outside South Africa
South Africans living abroad may apply at any police station in that country or at a South African mission. The application must include a completed set of fingerprints, a certified copy of your identity document or passport, and proof of any former surname where relevant.
Everything is still processed in Pretoria, which is why applications from abroad take longer.
If the destination country requires legalisation, the certificate must be authenticated afterwards, usually through the Department of International Relations and Cooperation.
Common problems
A single wrong digit in your ID number. This forces a reapplication. Check it before you submit.
No SMS arrives. SAPS only sends the reference number where a South African mobile number was supplied on the form.
The certificate arrives without your maiden name. It has to be requested upfront with supporting proof.
You used a private biometric provider. Some foreign immigration authorities accept only the SAPS-issued certificate. Canada’s immigration department, for example, states that certificates from a commercial biometrics provider are not valid for its purposes.
An agent promises to jump the queue. There is no private route that bypasses Criminal Record and Crime Scene Management. Legitimate services handle preparation, submission and follow-up, not faster processing.
Frequently asked questions
How much is a police clearance certificate in South Africa?
SAPS states R114 per application.
How long does it take?
SAPS quotes about 15 working days from receipt in Pretoria, but warns of a backlog, so allow longer.
Can I apply online?
No. Fingerprints must be taken in person. SAPS offers an online status enquiry only.
Where do I collect it?
From the police station where you submitted the application, on presentation of your original identity document or passport.
How long is it valid?
SAPS sets no validity period. Immigration regulations require a certificate not older than six months for visa purposes, and some bodies apply three months.
Does it show arrests or dropped charges?
SAPS describes the certificate as stating whether criminal convictions have been recorded.
What to watch
The main thing to track is the SAPS backlog notice on its own services page, since its removal would be the clearest signal that turnaround times have normalised. Also watch for any change to the R114 tariff, which SAPS publishes on the same page, and for updates to the department’s online enquiry service, currently the only part of the process that can be completed without visiting a police station.
