A complete guide for both South African and non-South African citizens who have resided in South Africa for over a few months

Living abroad can be a great experience, from exploring new cultures to advancing your career. However, as an expat in a foreign country, you will quickly understand the importance of police clearance certificates for various applications. Whether you are applying for a visa, looking for a new job, volunteering, or seeking permanent residency, SAPS police clearance certificates are often require by local authority to help prove that you meet local security and immigration requirements. But what if you are already abroad and need to obtain a police clearance from South Africa?

Navigating the SAPS police clearance application from abroad can be challenging, but with the right knowledge and preparation, it can be managed smoothly. This guide will walk you through the essentials of SAPS police clearance application process from abroad, highlighting specific steps for South African citizens  and considerations for nationals of other countries. We’ll also cover the official forms you’ll typically need—like the standard  SAPS fingerprint form (SAPS 91(a)) and provide guidance on overcoming potential challenges, including fingerprinting and processing times.

Challenges of SAPS police clearance applications from abroad

Ink-and-roll Fingerprints:

Getting a set of ink-and-roll fingerprints in a foreign country on a SAPS 91(a) form can be tricky. For example, it’s not always easy to find where to get them done or to arrange for the submission of the fingerprints to South Africa. But even with these challenges, ink fingerprinting is key for SAPS police clearance applications from abroad.

Payment Barriers:

There are costs associated with the SAPS police clearance application from abroad, for example the application fee. If you do not have a South African account, you may encounter difficulties in making the payment from abroad. International payments can face many challenges, including high costs, security issues and currency fluctuations.

Mailing Delays and Costs:

You might have to send physical documents with your application, like the fingerprints form, back to the SAPS’s Criminal Record Centre in Pretoria. International shipping can be pricey and slow, which can mean extra waiting times or the risk of your mail getting lost.

Strict Timelines:

Visa applications and employment offers may be subject to stringent deadlines. If your SAPS police clearance application process from abroad takes longer than expected, you may miss the critical submission deadlines. Despite these challenges, obtaining a background check while abroad is entirely doable—you simply need the correct information, a bit of patience, and a well-organized approach.

The Basic Steps of SAPS police clearance applications from abroad

The Police Clearance Certificate (PCC) is an official document issued by the South African Police Services (SAPS) following a background check. It enumerates any criminal record held by the individual in South Africa, serving as proof of non-criminal activity in the country or, if applicable, providing a copy of the criminal record. The document can list any offence for which the individual has pleaded guilty or been found guilty by a court of law, ranging from speeding tickets to arrests. This official document can be requested from abroad, though you’ll need to follow specific guidelines from SAPS.

1. Determine Your Submission Method

• Direct to SAPS: You can send your application documents straight to the SAPS’s Criminal Record Centre in Pretoria. The following items should be included: an application form, a fingerprint form, a certified copy of your ID or passport, and payment of the application fee. SAPS takes anywhere between six weeks and six months to process applications from abroad.
• Through a Document Services: A document service is a private company like Global Assist that offers fast, expedited services. They often have faster turnaround times but may charge additional fees. Some document services offer electronic submission of fingerprints, although you’ll still need to get them physically captured overseas.

2. Obtain the Correct Forms

• SAPS 91(a) Fingerprint form: This is the standard SAPS fingerprint form. While the SAPS 91 (a) form is recommended, it is not mandatory. Fingerprints can be taken on the official fingerprint forms of the applicant’s country of residence or, if available, on the SAPS 91(a) fingerprint enquiry form.
• Applicant Information Form : The SAPS police clearance applications from abroad often requires you to fill out an applicant form with personal details like your name, date of birth, and mailing address.

3. Get Fingerprinted

• Local Police Stations: In some countries, local police offer ink-and-roll fingerprinting services. Please ensure you bring an acceptable printed copy of the SAPS 91(a) form. If you do not have this form, the official fingerprint forms of the police services where you live can also be used.
• Private Security or Fingerprinting Agencies: In larger cities there are private agencies which specialise in the collection of ink fingerprints.
• South African Embassy or Consulate: Some South African embassies and consulates offer fingerprinting services, but this isn’t always available everywhere, so it’s best to check with your local embassy website or email them to find out.

4. Complete All Applicant Details

• Ensure that all fields on the application and fingerprint form are completed correctly and in full. This includes your name, date of birth, place of birth and contact number. Incomplete or inaccurate forms are a leading cause of delays.

5. Pay the Required Fee

• SAPS charges a standard processing fee of R180.00 as of 2025. If you use a Document Service, there’ll be an extra service fee to pay.

6. Mail Your Documents

• Use a reliable courier service with tracking. Shipping internationally can be pricey, but it’s worth it to ensure your fingerprints and forms arrive safely.
• Keep copies (digital scans or photos) of everything you send.

7. Wait for Processing

• The South African Police Service Criminal Record Centre in Pretoria usually gets to work on requests within 6 weeks to a few months of receiving them, but this can vary. If you use a Document Service, you might get results in as little as a few days to a week.

Best Practices for a Smooth Process

Start Early and Stay Organised

• Create a timeline that includes fingerprinting, mailing time, processing, and shipping back to you.
• Make sure each step’s requirements (forms, fees, addresses) are clearly noted and updated if changes occurs.

Scan and Photocopy Everything

• Before you mail any forms, scan them or take photos. This habit can save you if your documents get lost, or if you need to prove you already sent certain details.

Check Embassy and Consulate Resources

• South African  embassies abroad sometimes maintain lists of local fingerprint technicians.
• They also may provide (or link to) official forms you need, such as the SAPS 91(a).

Leverage Expedited Services (If Necessary)

• Some Document Service or private agencies, e.g. Global Apostille, specialise in helping applicants from abroad. If you’re in a rush, their fees might be worth it for the convenience.

Coordinate with Your Employer or Sponsor

• If you’re seeking a work visa, your employer or sponsor might have resources or experience helping new hires navigate SAPS police clearance applications from abroad
• Schools hiring teachers often have step-by-step instructions and recommended agencies, especially for popular destinations like South Korea or China.

Working with a document services provider can help your SAPS clearance application from abroad.

Global Apostille Police clearance Service

Global Apostille offers expert services to streamline and simplify obtaining the Police Clearance Certificate in just 7 working days after reception of the application. Our experienced team ensures accurate and efficient handling, providing peace of mind. We offer:

1. Application Fast tracking: our experienced team aware of the proper channels and processes to use when submitting your application, which speeds up the process and lowers the risk of mistakes.
2. Collection: Global Apostille will monitor the progress of your application, provide updates and ensure prompt collection of the final Police Clearance Certificate and courier delivery to you.
3. Apostille & Translation: We can also assist with Dirco express Apostille and certified translation.

For more information, please contact us at:  Tel: 012 348 3134; Mobile: 081 347 6060; Email: info@apostillelegalisation.co.za