Police Clearance Certificates - Criminal Record Check in Canada

Police clearances are required for most applications for Permanent Residence in Canada, as well as some temporary residence and Canadian citizenship applications.

The term used by Canada Immigration for this document is the Police Certificate. However, there are many different names in the immigration sector – a police clearance, a police clearance certificate or PCC, a police check, a police report – they all mean the same thing. Some countries call them good conduct certificates. Regardless of the name they go by, they are mandatory supporting documents in all permanent residence applications, and are sometimes requested by IRCC in other cases. 

The process of obtaining the Police Certificate is called a criminal record check, although that term sometimes refers to the document as well. The PCC will show any criminal charges you’ve had in the country. Or, even better, the report will confirm you have no criminal record in that country.

For applicants doing their own files, it is very easy to make a mistake with a police certificate, such as getting the wrong document. A mistake with a PCC means the file is not complete, and it will be returned to the applicant. This can cause many problems – especially if you are not eligible to re-apply. It’s critically important that every PCC you obtain is exactly as the IRCC website states. 

What police certificates are needed? 

You must get a police certificate from any country where you lived for 6 consecutive months or more in the past ten years, or since age 18 – whichever period is shorter. However, officers have broad discretion when it comes to requesting police certificates, and may request one where it was less than six consecutive months of residence, or from a country where you lived for more than 6 months as an adult, but say 15 years ago. For example, your time in post-secondary education is listed on your application form, so officers may request a PCC from that country.

Any family members who are over 18 at the time you apply must also submit a police certificate.

When applying for Canadian Citizenship, you will need to submit a Police Certificate from any country where you lived for 6 consecutive months or more in the 4 years before your Citizenship application.

Do I need a Canadian Police Clearance Certificate?

No, a PCC from Canada is not needed. Canada Immigration will check with the RCMP directly about your history in Canada to see if there is any criminal record. In rare cases, you may be requested to provide a fingerprint-based police certificate from the RCMP during the process, but it is not necessary to submit a PCC Canada with your initial immigration or citizenship package.

How old can my police certificate be when I submit my application for a Canada visa?

The acceptable age for your Police Clearance depends on your own location when you submit your immigration application to Canada. 

If you are living in the country that issued the PCC, then the Police Certificate must be less than 6 months old when you file it.

If you are living outside of the country that issued the Police Certificates, as long as the PCC was issued after you last lived in the country, it will not expire. You can use the Police Clearance Certificates regardless, since your address details will show that you have not lived in that country since.

You should check the processing time for any PCC applications you need, and use that as a guide to order one that will not arrive too early or too late. Some countries allow you to pay a higher fee to get the Police clearance faster.

How do I know if I have the right police certificate?

Canada Immigration gives precise instructions on its website for the PCC from every country. It explains which police authorities to apply to, and the precise name of the document needed. From there, you complete the application form or official request letter applicable and pay the required fees to the police authority in that country. Expect the process to be more difficult if you are not a citizen of the country and are not currently residing there. 

Check the IRCC website first for any PCC that you or a family member may need to obtain. Carefully review the exact name of the Police clearance document needed and other details for that country. Please note too that some countries, like Italy, have more than one PCC required.

How do I submit my police certificate?

For an application online, the applicant must upload a colour scan of their PCC with their documents. You retain the original in the event an officer requests it later, but that is rare.

For a paper application, the original Police certificate is sent with the package. If the PCC was issued electronically, you can print a color copy of the Police Certificate, front and back, to include.

Does my police certificate need translation?

Yes, if the original Police Certificate is not in English or French, you will need a certified translation. (Please note: Canada Immigration has other detailed rules for acceptable translations).

What happens if I cannot obtain the police certificate?

In rare cases, an applicant is unable to get the necessary PCC. Perhaps the country will not issue one to the applicant, or the process to obtain the PCC is so onerous and expensive (such as needing to apply in person in a far away country).

There are a few options to get the PCC, such as contacting the Embassy or Consulate of that country in Canada for help. Or you can try hiring a lawyer in the country to get it.

As these are required documents for permanent residence, just like a birth certificate or marriage certificate, an IRCC officer will not generally proceed without this document. They will first require you to make all reasonable attempts to obtain the PCC needed from any country required. If you can prove the precise steps you've taken and show why the PCC is virtually impossible to get, you can request an exemption. If the officer is satisfied you’ve exhausted all avenues, they may waive the requirement for that PCC so your application can continue. Or, they may simply give you more time to get the PCC, meaning your case will exceed the normal processing times. 

Please note also: When processing times are delayed for any reason, it can have a domino effect on other things that may have changed in your life that require updating as well (addresses, marital status). So it is worth investing in an all-out effort to get the PCC as quickly as possible, even if it means paying out a bit more, so your application can proceed without delay.

A Note about Errors on Police Certificates

It sometimes happens that the Police Clearance Certificates will contain an error. For example, it may contain information that is simply incorrect, it might omit a criminal charge you know you have in that country, or it may not be complete - e.g., there was a charge, but it was dismissed with no conviction.

These issues must be addressed as it is necessary to answer the question about any past charges truthfully on the application form. The question is very broadly worded to require you to disclose any charges at any time in the past in any country, regardless of their outcome. If you had a criminal charge, you must answer "Yes" to this question regardless of what the certificate states, or regardless of the outcome (e.g. it was dismissed). This answer will most likely trigger a request for more information. However, it does not necessarily mean you are inadmissible - that is a separate question. But all charges must be disclosed or you risk creating bigger problems for yourself.

If there is a discrepancy on the Police clearance certificates, or your charges were dismissed, it is best to get a professional opinion on how to address it. It is very possible that, once the IRCC officer has the full picture, it will not pose any barrier to immigration. On the other hand, the failure to disclose a past charge for any reason can result in an allegation of misrepresentation which carries a 5-year ban from Canada. That is something to be avoided at all costs. A professional can advise you on the best way to deal with any PCC you obtain that may not be complete or accurate on its face.

At The Way Immigration we have assisted thousands of applicants to obtain police clearance certificates from numerous countries over the years. We have also seen many problems and delays in the Canadian immigration process when the right document was not obtained in a timely way. Are you unclear whether you need a police clearance from a certain country? Do you need help with how to go about getting it? Or perhaps you have obtained a PCC that is not fully accurate? Contact us today for a consultation and we can a likely clarify how the process will work in your case. 

Police clearances are required for most applications for Permanent Residence in Canada, as well as some temporary residence and Canadian citizenship applications.