SAPS 91(a) — Police Clearance Certificate

A police clearance certificate (also called a criminal record check or police clearance) is an official document issued by the South African Police Service (SAPS) that confirms whether you have a criminal record in South Africa. It is commonly required for employment (especially positions of trust in finance, education, security, and government), emigration to another country, visa applications, adoption, firearm licence applications, and studying abroad. Many employers and foreign governments require this certificate as part of their background check process.

The SAPS 91(a), officially titled "Application for a Police Clearance Certificate", is the prescribed form used to apply for a police clearance certificate from the South African Police Service. It captures your personal details (name, ID number, date of birth, address), your address history for the past 5 years, the reason for your application, and the fingerprint details. The completed form, together with your fingerprints, is forwarded by the police station to the SAPS Criminal Record Centre in Pretoria for processing.

A police clearance certificate costs R136 per copy. If you need multiple copies (for example, one for your employer and one for an embassy), you must pay R136 for each copy at the time of application. Payment is made at the police station — methods vary by station, with some accepting cash only and others accepting card payments. Keep your receipt as proof of payment. The fee is non-refundable once the application has been submitted.

Standard processing time is 6 to 8 weeks from the date the application is received at the SAPS Criminal Record Centre in Pretoria. However, delays can occur during peak periods, if the fingerprints are unclear and need to be retaken, or if there are backlogs at the Criminal Record Centre. There is no express or expedited service available. It is recommended to apply at least 10 to 12 weeks before you need the certificate to allow for potential delays.

You apply at any South African Police Service (SAPS) police station. The process cannot be done online — you must visit a police station in person because your fingerprints need to be taken physically. The police station will provide the SAPS 91(a) form, take your fingerprints, and forward the application to the Criminal Record Centre in Pretoria. If you are outside South Africa, you can apply through the nearest South African embassy or consulate.

You need your original South African ID document (Smart ID card or valid ID book) for identity verification. Foreign nationals need their passport. You also need payment of R136 per copy, a self-addressed A4 envelope for the certificate to be posted to you, and optionally proof of residential address. If your name has changed (through marriage or deed poll), bring documentation of the name change so the clearance covers both your current and previous names.

A SAPS official will take a full set of your fingerprints at the police station. This is done using an ink pad and fingerprint card, or a digital scanner at equipped stations. All ten fingers are printed. The quality of the prints is critical — smudged, faint, or incomplete fingerprints are the most common reason for applications being returned, which adds weeks to the process. Wash and dry your hands thoroughly before the appointment, and avoid activities that may damage your fingertips (such as heavy manual work) in the days before.

A South African police clearance certificate is generally valid for 6 months from the date of issue. After 6 months, most requesting parties (employers, embassies, government departments) will require a new certificate. Some institutions may accept certificates up to 12 months old — check with the specific organisation that requires it. If your certificate expires before you use it, you will need to apply and pay for a new one.

Yes. South African citizens and former residents living abroad can apply for a police clearance certificate through the nearest South African embassy or consulate. The process is similar — you complete the SAPS 91(a) form and have your fingerprints taken at the embassy or consulate, which forwards the application to the Criminal Record Centre in Pretoria. Processing times are typically longer (8 to 12 weeks or more) due to the postal delays between the embassy and Pretoria.

If the Criminal Record Centre determines that your fingerprints are unclear, smudged, or incomplete, they will return the application to the police station where you applied. You will need to visit the station again to have your fingerprints retaken and resubmitted. This adds 4 to 6 weeks to the process. To minimise the risk: ensure your hands are clean and dry, avoid cuts or blisters on your fingertips, and ask the officer to check the quality of the prints before you leave the station.

If you are using the certificate for international purposes (emigration, foreign visa, overseas employment, or study abroad), the requesting country may require the certificate to be apostilled or authenticated. An apostille is a form of international certification. In South Africa, apostilles are issued by the Department of International Relations and Cooperation (DIRCO). You must take the original police clearance certificate to DIRCO in Pretoria for apostilling. This is an additional step that takes extra time — allow at least 1 to 2 weeks for the apostille process.

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