What Police Clearance, Criminal Record, Apostille & Travel Documents covers
This section covers criminal record checks and document legalisation: the South African Police Service clearance certificate, equivalent checks from other countries such as the UK’s DBS certificate, and the apostille process for using South African documents abroad.
Most people arrive here because an employer, an immigration authority or a foreign university has asked for something, and the request uses terms that sound interchangeable but are not.
A police clearance certificate states whether you have a criminal record in South Africa. It is issued by SAPS on the basis of your fingerprints, and it reflects records held here only.
An apostille is something else entirely, and this is the distinction that trips people up. It does not say anything about your record. It is a certificate attached to a document confirming that the signature and seal on it are genuine, so that a foreign country will accept it. It is issued by DIRCO, and it applies to the clearance certificate rather than replacing it.
The practical consequence is that these are sequential steps, not alternatives. If a foreign authority asks for an apostilled police clearance certificate, you first obtain the clearance from SAPS, then have it apostilled by DIRCO. Doing them in the wrong order, or assuming one covers the other, is the most common reason applications are delayed.
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How the guides in this section differ
Record check or authentication. A clearance certificate reports on your record. An apostille authenticates a document’s signature and seal. Different bodies, different purposes.
Which country’s records. A SAPS clearance covers South African records. A DBS certificate covers England and Wales. Having lived in several countries usually means being asked for a check from each.
Apostille or legalisation. Countries party to the Hague Apostille Convention accept an apostille. Others require full consular legalisation, which is a longer route through embassies. Which applies depends on the destination country.
| Document | Issued by | Confirms |
|---|---|---|
| Police clearance certificate | SAPS | Your South African criminal record status |
| DBS certificate | UK body | Criminal record status in England and Wales |
| Apostille | DIRCO | That a document’s signature and seal are genuine |
| Consular legalisation | Embassies and DIRCO | The same, for non-Hague countries |
Related topics and alternatives
- Explore FICA, Proof of Residence, Banking & Verification Documents
- Explore Immigration, Visas & Permits
- Explore SARS, Tax, eFiling & Tax Compliance
Safety, accuracy and next-step checks
UsedFor is independent and has no affiliation with SAPS, DIRCO or any foreign authority. Processes, fees and turnaround times change.
Points worth carrying:
- Confirm what the receiving authority actually requires before starting. Ask whether they need the certificate, an apostille, consular legalisation, or a certified translation — and how recent it must be.
- Start early. Clearance certificates take time, and adding an apostille adds more. Immigration and employment deadlines are commonly missed here.
- Check validity expectations. Many authorities will not accept a clearance certificate older than three or six months, so obtaining one far in advance can be as unhelpful as starting late.
- Apply through official channels. SAPS for clearance, DIRCO for apostille. Agents may assist with logistics, but nobody can lawfully expedite a queue or influence an outcome, and anyone promising a “clean” certificate is offering fraud.
- Fingerprints must be taken correctly. Poor prints are a frequent cause of rejection and restart. Have them taken at a police station or an accredited provider.
- Apostilles attach to specific documents. An apostille on one certificate does not cover another; each document needing legalisation gets its own.
- Check whether a translation is needed, and whether it must be sworn.
- Keep certified copies of everything you submit, and note reference numbers.
Before starting either process, it is worth writing down exactly what the receiving authority asked for, in their words. A surprising number of delays come from acting on a paraphrase — obtaining a clearance when an apostilled one was required, apostilling the wrong document, or getting a certificate months before it will be submitted and finding it has aged out. If the request is ambiguous, ask them to confirm in writing which documents, in which form, and how recent. That one email routinely saves several weeks.
Frequently asked questions
What is a police clearance certificate used for? Proving your South African criminal record status — most often for employment abroad, immigration applications, visas and some professional registrations.
What is an apostille used for? Confirming that the signature and seal on a South African document are genuine, so a foreign country will accept it. It says nothing about the content.
Do I need both? Often yes, in that order: obtain the clearance certificate first, then have it apostilled if the destination country requires it.
How long is a police clearance certificate valid? SAPS does not set a general expiry, but receiving authorities commonly require one issued within the last three to six months. Ask them.
What is a DBS certificate? The UK criminal record check for England and Wales. It is the equivalent of a South African clearance certificate for that jurisdiction, not a substitute for one.