Why use Apostil for document notarisation?

Saving you time: We queue for you, we apply on your behalf, we call and travel many times to follow up on your applications and then collect once ready. Usually, we receive documents much, much faster than if you had applied alone, especially if you are based outside of South Africa. You save masses of time using our services.

Why use Apostil for document notarisation?

Experience and know-how: We are a reputable firm with an extensive track record. Other providers are typically back-street operators or single operators – be aware as your personal documentation is at stake. If your documentation has errors, we attempt to have this corrected, usually at no extra cost.

Apostil – Where are we based?

Apostil.co.za has various office addresses in the Western Cape and Gauteng. You can only courier them to us, please enquire for the address (depends on your requirement). We also offer a delivery and collection service within SA and globally, through DHL, The Courier Guy and other companies. To reiterate, we only accept documentation, couriered, to our addresses.

Police Clearance Apostille

If you are applying for a visa, residency permit, overseas employment, or permanent migration, one document is almost always required: a police clearance certificate.

For many South Africans, obtaining the certificate is only the first step. If the document will be used internationally, it often also needs a DIRCO apostille.

Understanding how a police clearance apostille in South Africa works can prevent delays that could affect immigration timelines, job offers, or international applications.

What is a police clearance certificate?

A police clearance certificate is an official document issued by the South African Police Service (SAPS) confirming whether an individual has a criminal record.

If there is no criminal record, the certificate states this clearly.

Foreign governments request police clearances for several reasons, including:

visa applications
permanent residency applications
employment abroad
foreign citizenship applications
international adoption processes

Essentially, it allows foreign authorities to verify that an applicant has no criminal record in South Africa.

Because the certificate carries legal weight, it must be issued directly by SAPS.

Why apostilles are required for police clearance certificates

If your police clearance certificate will be used outside South Africa, many countries require it to be apostilled.

An apostille confirms that the document’s signature and stamp are authentic and issued by a recognised authority.

This verification is required because foreign governments cannot independently confirm the authenticity of South African documents.

Once a police clearance certificate has been apostilled, it can be recognised in countries that are members of the Hague Apostille Convention.

You can learn more about apostille services here.

How to obtain a police clearance certificate in South Africa

The police clearance process typically begins with fingerprint submission.

Applicants must provide:

a completed fingerprint form
a copy of their ID or passport
the required SAPS application form
payment of the applicable fee

Fingerprints are then submitted to the SAPS Criminal Record Centre for processing.

The Criminal Record Centre checks the national database and issues the certificate confirming whether a criminal record exists.

Processing times can vary depending on workload and fingerprint verification.

The police clearance apostille process

Once issued by SAPS, the certificate may need to be apostilled before it can be used internationally.

The typical process includes the following steps.

Step 1: Obtain the original police clearance certificate

DIRCO only apostilles the original SAPS certificate, not copies.

This is important because many applicants mistakenly attempt to apostille certified copies.

Step 2: Submit the certificate to DIRCO

Once the original certificate is issued, it must be submitted to the Department of International Relations and Cooperation (DIRCO).

DIRCO verifies the signature of the issuing authority before attaching the apostille certificate.

Step 3: Receive the apostilled certificate

After DIRCO completes the verification, the apostille certificate is attached to the police clearance.

The document can then be used internationally.

You can read more about the DIRCO apostille process here.

Common mistakes that delay police clearance apostilles

Many applicants experience delays because of small but important errors.

The most common mistakes include:

Submitting incomplete fingerprint forms

Poor fingerprint quality or missing details can delay the initial SAPS application.

Apostilling a copy instead of the original

DIRCO generally requires the original police clearance certificate.

Copies are usually not accepted for apostille certification.

Waiting too long to submit the certificate

Many immigration authorities require police clearances issued within the last six months.

If the certificate expires before submission, the entire process may need to be repeated.

Incorrect document preparation

In some cases, additional certification or preparation steps may be required before submission.

Why police clearance certificates are time-sensitive

One important factor many people overlook is that police clearance certificates have a limited validity window.

Most immigration authorities require certificates issued within the past three to six months.

This means timing is critical.

Applying too early can cause the certificate to expire before the visa application is submitted. Applying too late can delay the application process entirely.

Careful planning is essential.