A police clearance certificate is one of the most common documents overseas authorities request, and one of the easiest to underestimate. Leave it too late and it can hold up an otherwise complete visa application. This guide explains what the certificate is, how to apply for it through SAPS, what it costs in 2026, and how long you should realistically expect to wait.

What is a police clearance certificate?

A police clearance certificate, often shortened to PCC, is an official document issued by the South African Police Service. Based on your fingerprints, it confirms whether any criminal convictions are recorded against your name on the national Criminal Record Centre database. It records convictions only. Arrests that did not lead to a conviction, and records that have been expunged, are not reflected.

Only one body issues it: the SAPS Criminal Record and Crime Scene Management division in Pretoria. No private company can issue the certificate itself, although some can help you prepare and submit the application.

Why visa applications need a police clearance certificate

Embassies and immigration departments use the certificate to confirm that an applicant does not have a criminal history that would affect their eligibility. It is routinely required for work visas, study permits, permanent residence, emigration, and certain long-stay visas. Many countries insist the certificate is recent, usually issued within the last six months, so timing your application matters.

How to apply for a police clearance certificate

The process has four straightforward steps, but the fingerprint stage cannot be skipped or done online, so plan for at least one visit to a police station.

Step 1: Get your fingerprints taken

Your fingerprints must be captured in person by SAPS, on the official SAPS 91(a) fingerprint form. Take your identity document or passport with you to any police station. If you are abroad, you can have prints taken at a local police station or a South African embassy on the appropriate form.

Step 2: Complete the application

Fill in the application form in full and attach a certified copy of your identity document or passport. If you have changed your surname, include proof such as a marriage certificate so both names can be searched. Incomplete applications are not processed, so check every field before you submit.

Step 3: Pay the SAPS fee

The prescribed SAPS fee is R190 per application in 2026. It can be paid in cash at the police station or by electronic transfer into the SAPS account. Keep your proof of payment, as it must be included with your application pack.

Step 4: Submit to the Criminal Record Centre

Send the complete pack, including your fingerprint form, certified identity copy, proof of payment, contact details, and a return envelope, to the Criminal Record Centre in Pretoria. You can submit by courier, registered post, or in person. SAPS does not email scanned copies, so you will receive the finished certificate by post, courier, or collection.

How long does a police clearance certificate take?

SAPS publishes a target of around 15 working days once a complete application reaches the Criminal Record Centre, but that figure excludes postage and does not account for the backlog the service has been working through. In practice, many applicants wait anywhere from four to twelve weeks. If your visa has a deadline, apply as early as you can and do not leave it to the last few weeks before you travel.

How much does it cost?

The official SAPS fee is R190. That is the only amount SAPS charges. If you use a facilitation service to prepare, submit, and follow up on your application, they will add a service fee on top of the SAPS charge for the convenience and the follow-up work. Always ask for a clear breakdown so you can see what is the government fee and what is the service fee.

How long is the certificate valid?

SAPS does not print an expiry date on the certificate. The six month validity most people refer to is a convention applied by embassies and employers, not a rule from SAPS. Some organisations want a certificate issued within the last three months. Always check the exact requirement of whoever is asking for it before you apply, so your certificate is still considered current when you submit it.

Using your certificate overseas

If your certificate is for use in another country, you may also need it authenticated before it will be accepted. For many countries this means an apostille through the Department of International Relations and Cooperation. Confirm whether the country you are dealing with requires an apostille or full embassy attestation, because that step takes additional time on top of the SAPS turnaround.

Common mistakes that cause delays

• Submitting an incomplete application, which SAPS will not process.
• A single error in your identity number on the form, which forces you to reapply.
• Leaving the application too late and running past your visa deadline.
• Forgetting to include proof of payment or a return envelope.
• Not allowing extra time for an apostille when the certificate is for use abroad.

Get help with your visa documentation

A police clearance certificate is just one part of a visa application, and small errors can cost you weeks. If you would rather have your documentation prepared and submitted correctly the first time, our team can help you organise your police clearance and the rest of your visa paperwork. You can read more about our police clearance support to see how we can help.

This guide provides general information about the SAPS police clearance certificate process as of 2026. Fees, processing times, and requirements can change. Always confirm the current details with SAPS or your nearest police station before you apply.