When applying for a South African Police Clearance Certificate, missing or incorrect documents are one of the easiest ways to delay the application.
SAPS currently requires a complete fingerprint set, a completed Police Clearance application form, certified identification, proof of payment and any supporting documents needed for previous surnames.
Certificate Assistance can help with South African Police Clearance Certificate applications for clients in South Africa and abroad.
SAPS Police Clearance Certificate Document Checklist
For a standard application, prepare the following:
- A full set of fingerprints
- A completed SAPS Police Clearance Certificate application form
- A certified copy of your South African ID or passport
- Proof of payment of the prescribed SAPS fee
- Supporting proof for maiden names or previous surnames, where applicable
- Correct contact and return or collection information
1. Full Set of Fingerprints
If you are living in South Africa, SAPS states that your fingerprints must be taken by the South African Police Service on the SAPS 91(a) fingerprint form.
If you are living outside South Africa, your fingerprints can generally be taken at a police station in the country where you live or at a South African embassy or mission. The fingerprints may be taken on the official fingerprint form used in that country or on the SAPS 91(a) form where available.
SAPS specifically warns that photocopies or scanned copies of fingerprints are not accepted for processing.
2. Completed Police Clearance Application Form
The SAPS Police Clearance application form asks for personal details including:
- Surname and full names
- Maiden name, where applicable
- Date and country of birth
- South African ID number or passport number
- Contact number
- Reason for requesting the Police Clearance Certificate
- Preferred return or collection method
Make sure the information on the application matches your identification documents.
3. Certified Copy of Your ID or Passport
SAPS requires a certified copy of your identity document or passport to accompany the application.
If you have a South African ID, include a clear certified copy. If you are not a South African citizen or are applying using a passport, provide a certified copy of the relevant passport identification page.
4. Proof of Payment
SAPS currently lists the prescribed Police Clearance Certificate application fee as R190 per application.
Proof of payment must accompany the application. The SAPS fee is a government processing fee and is separate from any private document assistance fee.
Certificate Assistance currently charges R2,550 for our Police Clearance Certificate assistance service. This is our private service fee and should not be confused with the SAPS fee.
5. Maiden Name or Previous Surname Documents
If you want your maiden surname or another previous surname to appear on the Police Clearance Certificate, you must request it in the application.
SAPS requires documentary proof of the previous surname. Depending on your circumstances, this can include a certified copy of a marriage certificate or another official document supporting the name change.
See our detailed guide: Do I Need My Maiden Name on a South African Police Clearance Certificate?
6. Return or Collection Details
The SAPS application form allows applicants to indicate how the completed certificate should be handled.
Options may include return to a police station, collection in Pretoria by the applicant or a nominated person, courier collection at the applicant's cost, or postal return within South Africa where applicable.
Provide complete and accurate information for whichever option you choose.
What If You Are Applying From Overseas?
You do not need to return to South Africa simply to have your fingerprints taken.
SAPS allows applicants living abroad to have fingerprints taken by the police in their country of residence or at a South African embassy or mission. The original fingerprint form and the rest of the application documents must then be submitted for processing in South Africa.
Read our guide on getting a South African Police Clearance Certificate while living abroad.
Do Foreign Nationals Need Different Documents?
Foreign nationals who previously lived or worked in South Africa can also apply for a South African Police Clearance Certificate.
They generally need the same core items: original fingerprints, a completed application, passport identification, proof of payment and any relevant supporting documents.
See: Can Foreign Nationals Get a South African Police Clearance Certificate?
What Information Must Be on the Fingerprint Form?
The fingerprint form should clearly identify the applicant. SAPS guidance indicates that details such as full name, surname, date of birth, place of birth and identity number should be recorded.
The official or police officer taking the fingerprints should complete or endorse the form as required by the issuing authority.
What Happens If the Application Is Incomplete?
SAPS states that incomplete applications will not be processed. Where a South African cellphone number is supplied, SAPS may send an SMS advising that the application is incomplete.
This is why it is important to check the documents before the application is submitted.
How Long Does Processing Take?
SAPS currently states that finalisation takes approximately 15 working days from the date all required documents are received by Criminal Record and Crime Scene Management, excluding postal time. SAPS also currently warns that a backlog can extend the actual waiting period.
Certificate Assistance currently estimates approximately 8–10 working days for our assisted Police Clearance service, subject to SAPS processing and the application being complete.
See our guide: How Long Does a Police Clearance Certificate Take?
Can You Track the Application?
Yes. Once an enquiry number has been allocated, you can use the official SAPS online Police Clearance tracker.
Our step-by-step guide explains how: How to Track a SAPS Police Clearance Certificate.
Do You Need an Apostille Afterwards?
If the Police Clearance Certificate will be used outside South Africa, the receiving authority may require an Apostille or Authentication after the certificate is issued.
The requirement depends on the destination country and the purpose for which the certificate will be used.
Read: How to Apostille a South African Police Clearance Certificate.
Quick Checklist Before You Submit
- Original full fingerprint set
- Completed application form
- Certified ID or passport copy
- Proof of SAPS payment
- Marriage certificate or other proof for previous surnames, if required
- Correct contact details
- Correct collection, courier or return information
Need Help With Your Police Clearance Application?
Certificate Assistance helps clients in South Africa and overseas with SAPS Police Clearance Certificate applications, collection, Apostille or Authentication and international courier arrangements.
Current Certificate Assistance service fee: R2,550
Current estimated assisted lead time: approximately 8–10 working days, subject to SAPS processing and a complete application.
View our Police Clearance Certificate service.
Certificate Assistance is a private document assistance service and is not affiliated with SAPS or any South African government department.
Official Source
This checklist is based on current requirements published by the South African Police Service. Requirements and government fees can change, so applicants should confirm current SAPS information before submitting.
