SAPS Clearance Records in South Africa: How to Apply, What It Costs, and How Long It Takes

A SAPS Police Clearance Certificate (PCC), sometimes marketed privately as a “SAPS 365”, is the official national document confirming whether criminal convictions have been recorded against an individual in South Africa. It costs R190 and SAPS publishes an approximate finalisation time of 15 working days after a complete application reaches Criminal Record and Crime Scene Management in Pretoria, excluding delivery time; however, SAPS currently warns that a backlog is extending the wait.

What a SAPS Police Clearance Certificate Is and When You Need One

The PCC records the result of a national criminal-record check and is commonly requested for emigration, residence, overseas work, visas, adoption screening and certain foreign professional registrations. It is a national process: local police stations take fingerprints, but Pretoria finalises every application.

A Police Clearance Report (PCR) is a separate R95 product that SAPS describes as being for expungement purposes. For a formal expungement, follow the Department of Justice and Constitutional Development’s current checklist, which refers to a SAPS clearance certificate under section 271B(1) of the Criminal Procedure Act 51 of 1977.

Where the Certificate Is Issued: The Criminal Record Centre in Pretoria

Contact point	Official detail
Office	SAPS Criminal Record and Crime Scene Management, CRC Client Service Centre, 1st Floor, Room 14
Physical address	Bothongo Plaza West, 271 Francis Baard Street, Pretoria
Postal address	Private Bag X308, Pretoria, 0001, South Africa
Telephone	012 393 3928
Email	[email protected]

What Documents You Need

• Original fingerprints on SAPS 91(a), taken by SAPS in South Africa. Copies and scans are not accepted.
• The fully completed official PCC application form; SAPS currently links to its 2019 revision.
• A certified copy of an identity document or passport, with the original shown during fingerprinting.
• Proof of any maiden or other surname to be searched, such as a certified marriage certificate.
• Proof of payment of the R190 fee.

Incomplete applications are not processed. SAPS sends an SMS where an eligible South African cell number was supplied.

The Application Process Step by Step

1. Complete the form. Supply every name, identity detail and contact field accurately.
2. Have fingerprints taken. In South Africa, visit SAPS for an original SAPS 91(a). Abroad, use the country’s official fingerprint form or SAPS 91(a), if available, at a police station or South African mission.
3. Prove identity. Show the original identity document or passport and enclose a certified copy.
4. Pay R190. Pay cash at a police station or transfer to the SAPS ABSA cheque account 4054522787, branch code 632005, SWIFT ABSAZAJJXXX. Reference “PCC” plus the applicant’s initials and surname.
5. Submit the file. A local police station can forward it to Pretoria at no additional SAPS charge. Alternatively, deliver or courier it at your cost. Overseas applicants send it directly to Pretoria.
6. Keep the reference. SAPS sends receipt and completion messages when a South African cell number is supplied.
7. Track it. Use the official SAPS enquiry with the enquiry number and identity number or date of birth, or with surname and date of birth.
8. Collect it. The applicant, a nominee or a courier may receive the original with proof of identity. Uncollected certificates are destroyed three months after finalisation.

How Much It Costs and How Long It Takes

Item	Amount or timeframe	Important qualification
Official SAPS PCC fee	R190 per application	Non-refundable; private courier or agent charges are separate.
Police Clearance Report	R95 per report	A separate LCRC product that SAPS describes as being for expungement purposes.
Published SAPS finalisation time	Approximately 15 working days	Runs from CR & CSM’s receipt of a complete file and excludes delivery time.
Current practical wait	Longer than the published estimate may be expected	SAPS acknowledges a backlog but does not publish a guaranteed revised timeframe.
DIRCO legalisation	Free of charge	Courier and private service-provider costs remain for the applicant’s account.
Collection deadline	Three months after finalisation	Uncollected certificates are destroyed.

Allow for delivery, the backlog, return transport and any legalisation; the 15-working-day estimate is not a guaranteed deadline. The recipient sets the PCC’s acceptance period, while DIRCO legalises only originals issued within the previous six months.

Applying from Outside South Africa

Applicants abroad may have fingerprints taken at a local police station or South African mission, using the country’s official form or SAPS 91(a), if available. Include the same identity, surname and payment documents. The mission does not issue the PCC; the original file must reach Pretoria.

Arrange a nominee or prepaid courier to receive it. Because SMS updates are limited to South African cell numbers, retain the enquiry number and use the SAPS portal. Confirm legalisation and translation requirements with the destination authority.

Tracking Your Application and What Happens If Something Goes Wrong

Issue	What it means	Practical next step
No update	Delivery or the backlog may be delaying the file.	Use the portal and contact CR & CSM with the reference.
Incomplete file	SAPS will not process it.	Supply the missing information or documents as directed.
Not collected	SAPS destroys it after three months.	Arrange prompt collection by the applicant, nominee or courier.
“Wanted” status	SAPS will not issue the PCC while it is active.	Resolve the underlying matter; seek advice if disputed.
Unexpected conviction	The record may be wrong or not yet expunged.	Assess correction or statutory expungement.

A prior conviction does not by itself prevent the issue of a PCC; the purpose of the document is to report the criminal-record result. Expungement is not automatic. The principal adult route is section 271B of the Criminal Procedure Act, subject to eligibility requirements, and the Department of Justice states that its expungement service is free.

Burger Huyser Attorneys does not process routine PCC applications and is not affiliated with the SAPS Criminal Record Centre. Where the process exposes a disputed “Wanted” status, an apparently incorrect record or an expungement issue, the firm’s criminal-law practice can assess the underlying legal matter. Contact the Linden head office at 49 First Avenue, Linden, Randburg, on 011 888 0246 or 061 516 6878.

Apostille and Legalisation for Use Abroad

An apostille is not automatically required. Ask the foreign embassy, immigration authority, employer or other recipient exactly what it will accept. DIRCO issues an Apostille Certificate for a destination participating in the Apostille Convention and a Certificate of Authentication for an appropriate non-participating destination.

• Submit the original SAPS-issued, signed and stamped PCC; DIRCO does not legalise a certified copy.
• The PCC must be no older than six months when presented to DIRCO.
• A PCC goes directly to DIRCO and does not follow the ordinary public-notary and High Court authentication route.
• DIRCO’s legalisation service is free, although courier, agent and translation charges may apply separately.

Frequently Asked Questions

How much does a SAPS Police Clearance Certificate cost?

The prescribed SAPS fee is R190 per application. Pay cash at a police station or electronically into the published SAPS ABSA account using “PCC” followed by the applicant’s initials and surname as the reference. Courier and private agent charges are separate from the SAPS fee.

How long does it take to get a SAPS clearance?

SAPS publishes an approximate finalisation time of 15 working days after a complete application reaches CR & CSM in Pretoria, excluding postal time. Because SAPS also acknowledges a current backlog, allow longer and do not treat the published period as a guaranteed completion date.

Can I apply for a SAPS clearance if I have a prior criminal conviction?

Yes. A prior conviction does not by itself prevent an application because the PCC exists to report the criminal-record result. The receiving authority decides how to assess that result. If a conviction should have been expunged or is factually incorrect, obtain advice on the correct record or expungement procedure.

Do I need an apostille on my SAPS clearance certificate for use abroad?

Only if the destination authority requires one. DIRCO can apostille an original SAPS PCC for an Apostille Convention destination or authenticate it for an appropriate non-participating destination. Confirm the requirement with the relevant embassy or receiving authority before arranging legalisation.

What is the difference between a Police Clearance Certificate (PCC) and a Police Clearance Report (PCR)?

A PCC is the central SAPS certificate normally used for emigration, visas, travel and work abroad and costs R190. A PCR is a separate R95 report issued by a Local Criminal Record Centre and described by SAPS as being for expungement purposes. Follow the Department of Justice’s current document checklist for a formal expungement application under section 271B.

Can I get a SAPS clearance if I am flagged as “Wanted”?

No. SAPS states that it will not issue a PCC while the applicant is identified as “Wanted”. The underlying status must first be clarified and resolved through SAPS or the relevant criminal process, with legal assistance where the status or matter is disputed.