Updated
GL-P-08
Glossary · Documents and legalization
Police clearance certificate - the document no programme application can do without
A document confirming the absence of a criminal record. Required for ALL immigration programs. In Russia it is obtained through the MFC or Gosuslugi, taking 30 days. Then: apostille plus translation plus notarization. Valid for 3-6 months.
01 / In 30 seconds
The short answer
- What it is
- An official document confirming that you have no unspent criminal record
- Where it is needed
- In any citizenship or residence programme — it cannot be done without
- Where from
- From your country of citizenship and every country where you lived for a long time as an adult
- Validity
- Usually no older than 3-6 months
- Can you prepare
- Yes: draw up a list of countries and an ordering schedule for filing
02 / In plain words
What Police Clearance Certificate means
A criminal record certificate is an official document confirming that you have no unspent criminal record. In immigration it is always requested: no citizenship or residence programme can do without it, because the state must be sure it is admitting a person with no criminal past.
The certificate is obtained in your country of citizenship and in every country where you lived for a long time as an adult. In Russia it is done through the MFC or Gosuslugi, and standard issue takes about 30 days. The document then has to be brought to international form: apostilled, translated and, where required, notarised.
An important point is its shelf life. Most programmes accept a certificate no older than 3-6 months, so it is ordered among the last documents, closer to filing. If the certificate is obtained too early, it will be out of date by the time of filing, and the whole route through apostille and translation will have to be repeated.
For Vanuatu citizenship, a certificate is needed for everyone aged 18+, valid 6 months on the filing date. Countries: citizenship, residence and any country where the person lived over 12 months in the last 10 years. The CIIP form takes the certificate number.
A case from practice
An applicant has lived and worked in two countries in recent years. For Caribbean citizenship they need criminal record certificates from both, plus from their country of citizenship. Each one is apostilled and translated into English. They plan to order them 1-2 months before filing to stay within the 6-month freshness limit.
Where the certificate is needed
- Citizenship by investment (CBI)
- Residence and permanent residence by investment
- Due diligence and applicant checks
- Opening accounts at some banks
- Work and study visas
- Adoption and other procedures
03 / What it covers
What matters about the certificate
Where from
- Country of citizenship
- Countries of long-term residence
- Usually from 6-12 months of living there
What it confirms
- No unspent criminal record
- For each adult applicant
- Official authority
International form
- Apostille
- Sworn translation
- Notarisation (where required)
Validity
- Usually 3-6 months
- Ordered closer to filing
- Otherwise, start again
04 / How it works
How to obtain the certificate
Determine the countries required
Citizenship, residence and every long stay abroad.
Order the certificates (~30 days)
About 30 days to issue in each country.
Apostille and translation
An apostille in the issuing country, then a sworn translation.
File within the freshness period
We file while the certificate is within its validity period.
Documents accepted
The certificates are accepted with the application.
05 / Cost and timelines
Timelines
- Where it is obtained
- The country of citizenship and countries of long-term adult residence
- Issue time
- Normally about 30 days (in Russia — MFC/Gosuslugi)
- After issue
- Apostille, translation and, if necessary, notarisation
- Validity
- Usually no older than 3-6 months at the time of filing
06 / Key facts
What you need to know
01From where
Every country you lived in
From your country of citizenship and every country where you lived for a long time as an adult.
02Freshness
Usually 3-6 months
The certificate is ordered among the last documents, close to filing.
03Russia
MFC centres or Gosuslugi
Issue takes about 30 days. Then the apostille, translation and, where needed, a notary.
04Vanuatu
From 18, valid 6 months
Needed for everyone aged 18 and over. Countries: citizenship, residence and anywhere lived over 12 months in the last 10 years.
Common mistakes
Ordering the certificate too early
Work back from the filing date and the validity period.
Forgetting a country you lived in
List every country where you lived as an adult.
Translating before the apostille
Apostille first, then translate together with the stamp.
07 / Expert advice
How to prepare in advance
Determine in advance exactly which countries certificates are needed from (citizenship plus countries of long-term residence) and draw up a schedule: order them so that by filing they are both ready and still valid. The apostille, translation and certification are kept under control. The certificate is usually ordered among the last documents — towards the end of document collection.
What we do for you. We work out in advance exactly which countries you need certificates from and draw up a schedule: when to order them so that by filing they are both ready and still valid. We keep the apostille, translation and certification under control so that the document is not rejected over a formality.
Klara RihterBanking compliance and source of funds specialist
08 / Questions
Frequently asked questions
From your country of citizenship and, as a rule, from every country where you lived long enough as an adult — usually from 6-12 months. The exact list depends on the programme; we draw it up for your history.
Order a new one. Issue can almost always be expedited, but you should allow the standard period of about 30 days plus time for the apostille and translation. That is why we schedule it towards the end of document collection.
For minors, usually not. The certificate is required for each adult applicant; the age threshold (most often 16-18) depends on the programme.
As a rule, yes — for use abroad the certificate is apostilled and translated. For countries outside the Hague Convention, consular legalisation is needed instead of an apostille.
The form and name of the document differ between countries, but an equivalent (police clearance, criminal record certificate) exists almost everywhere. We tell you exactly what to order in each country.
Towards the end of document collection — because of the 3-6-month freshness limit. If it is obtained too early, it will be out of date by filing, and the route through apostille and translation will have to be repeated.
INITIAL ASSESSMENT
Tell us what outcome your family needs
We will design a solution for your case, choose the country and the right status, and take the whole process through to the result.
