How to Apply for a Police Clearance Certificate in Namibia

Whether you are applying for a job, a study place abroad or a work visa, you may be asked for a police clearance certificate. The process is simple, but it takes time, so it pays to start early.

This guide explains what the certificate is, what to take with you, how long it takes and how to apply if you live outside Namibia.

What is a certificate of conduct?

A certificate of conduct is an official document from NamPol that shows the result of a check of your fingerprints against the police criminal records system. Employers and foreign governments use it as part of their background checks.

Your fingerprints, not just your name, are used for the check. That is why you have to apply in person and cannot simply request the certificate by phone or email.

Why you might be asked for one

• Job applications: many employers, including government agencies, ask shortlisted candidates for a certificate, especially for positions of trust.
• Studying or working abroad: embassies often want one with visa, study permit or work permit applications.
• Moving to another country: immigration authorities often ask for certificates from the countries where you have lived.
• Some licences, registrations and volunteer roles may also ask for one.

Before you apply, check whether the organisation needs the certificate to be recent. Some only accept certificates issued within the last few months.

What to take with you

Item	Notes
Copy of your ID document	NamPol also accepts a copy of your passport or birth certificate.
Your original ID	Not on NamPol’s official list, but useful so staff can confirm who you are.
Application fee	N$100 according to NamPol. Ask the station how you can pay and keep your receipt.
Letter from the requesting organisation	Only needed if you want faster processing. It should explain why the matter is urgent.
Your phone number	So the station can contact you if there is a problem.

If you need copies of your ID or passport, FDA’s studio in Nkurenkuru can print, scan and copy them for you before you go.

How to apply, step by step

1. Find a station that takes applications. NamPol’s website says to apply at your nearest police station, but not every station offers the service. In Windhoek, for example, a 2025 report said only three stations were taking applications. In Kavango West, start by asking at Nkurenkuru Police Station or your local station.
2. Go early. Queues can be long, especially when large employers are recruiting.
3. Hand in your documents. Give the officer your copy of your ID, passport or birth certificate and complete any form you are given.
4. Pay the fee and keep the receipt.
5. Have your fingerprints taken. The station sends them to the Namibian Police criminal record office for checking.
6. Wait for the result. The certificate is sent back to the station where you applied.
7. Collect it in person. NamPol says the applicant must collect the certificate from that same station.

How long does it take?

NamPol says processing usually takes about two weeks because each application is verified. It can take longer during busy periods. In January 2026, for example, NamPol reported technical problems with its criminal records system across the country, and stations could not issue certificates until it was fixed.

To avoid stress, apply as soon as you know you will need a certificate, especially if a visa appointment or job start date depends on it. If the deadline is close, attach an official letter from the employer, embassy or institution explaining the urgency. NamPol says this can speed things up.

Applying from outside Namibia

If you live abroad, you can contact the nearest Namibian embassy or high commission for help, or appoint someone in Namibia to submit the request for you. The Canadian immigration department, for example, gives these two options for Namibian certificates.

Each embassy sets its own process. The Namibian embassy in Berlin, for instance, asks applicants to complete its form, have their fingerprints taken in person at the embassy, pay a fee by bank transfer and submit a certified copy of their ID or passport. Processing times from abroad are less predictable, so check the embassy’s website and start early.

Practical tips

• Ask the organisation exactly what they need: the original certificate, a certified copy, or both.
• Check that your name, ID number and date of birth are correct before you leave the station.
• Keep the original safe and give out certified copies where these are accepted.
• If you have questions about what appears on your certificate, ask at the station or speak to a legal adviser.

This guide is general information only. Requirements can change, so confirm the details with your local police station or the organisation asking for the certificate.

Frequently asked questions

Is a police clearance the same as a certificate of conduct?

Yes. NamPol calls it a certificate of conduct, while many employers and embassies call it a police clearance certificate.

Can I apply at any police station?

NamPol says you can apply at your nearest station, but in practice only some stations take fingerprints for this service. Phone or visit your local station first to check.

Can someone else collect my certificate?

NamPol says the applicant must collect the certificate at the station where the application was made. If you cannot go in person, ask the station before you apply.

How long is the certificate valid?

NamPol does not publish a fixed validity period. The organisation asking for it decides how recent it must be, so check with them.

Can foreigners living in Namibia apply?

NamPol accepts a copy of a passport as identification, so foreign residents can apply at a police station in the same way. Check with the station first.

Related guides: How to Register as a Jobseeker on NIEIS in Namibia · How to Apply for a Namibian ID Card

Last checked: 10 October 2026. Rules, dates and fees can change, so always confirm with the official office before you apply.