Police Clearance Certificate in Belarus: procurement, apostille and legalization

A Police Clearance Certificate is one of the most commonly requested documents for international mobility.

A Police Clearance Certificate is an official document issued by the internal affairs authorities confirming that a person currently has no criminal convictions and is not wanted in connection with a criminal offence, or that their previous convictions have been expunged.

A Police Clearance Certificate may often be required in the following situations:

• obtaining a visa;
• applying for a temporary residence permit;
• applying for a residence permit;
• obtaining citizenship;
• employment;
• admission to an educational institution;
• background checks for adoption and guardianship;
• providing evidence in court;
• getting married.

What is a Police Clearance Certificate in Belarus?

The official name of the Police Clearance Certificate in Belarus is currently an extract from the Unified State Database of Offences.

The issuance of Police Clearance Certificates in Belarus is regulated by Law No. 94-Z of the Republic of Belarus dated 9 January 2006 “On the Unified State System for the Registration and Recording of Offences” and Resolution No. 909 of the Council of Ministers of the Republic of Belarus dated 20 July 2006 “On the Functioning of the Unified State System for the Registration and Recording of Offences”.

The extract is a paper or electronic document containing the identifying information of the individual and the following information concerning them:

• whether the individual has an outstanding (not expunged) criminal conviction;
• whether criminal proceedings are being conducted against the individual;
• whether the individual has been subject to administrative liability, where, pursuant to Articles 4.9 and 9.6 of the Code of Administrative Offences of the Republic of Belarus, the individual is considered to have been subject to an administrative penalty;
• the absence of the information requested by the applicant.

The certificate is issued in both Russian and Belarusian.

At the applicant's request, two types of extracts containing the relevant information may be issued:

• a paper document;
• an electronic document.

The document may be issued in an abbreviated form (stating whether or not the individual has a criminal conviction) or an extended form (providing information about crimes and offences regardless of whether the conviction has been expunged).

In addition, there is a simplified form of the certificate issued by Belarusian consular offices abroad.

In exceptional circumstances, information regarding the presence or absence of a criminal conviction may be provided in the form of a response to a duly substantiated request.

How to obtain a Police Clearance Certificate in Belarus

Police Clearance Certificates in Belarus can be procured in the following ways:

• through the Unified Portal of Electronic Services of the National Automated Information System (hereinafter referred to as the UPES NAIS);
• directly through the authorized internal affairs authorities (the Minsk Main Department of Internal Affairs or the regional Departments of Internal Affairs).

There is an important qualification. Since 2023, Belarusian citizens can procure a Police Clearance Certificate only while physically present in Belarus, either in person or through a representative acting under a power of attorney issued in Belarus. However, foreign nationals or residents of foreign states may authorize another person to procure the certificate on their behalf on the basis of a power of attorney issued abroad.

Ordering an electronic Certificate

A certificate can be procured electronically through the UPES NAIS only by a person who has completed strict authentication using an electronic digital signature.

Ordering a Paper Certificate

An extract in paper form can be procured through the UPES NAIS after strict or non-strict authentication, as well as directly from the authorized Departments of Internal Affairs.

Ordering a Certificate by power of attorney

A Police Clearance Certificate may also be procured under a power of attorney. When submitting the request, the applicant's representative must present an identity document and a document authorizing them to represent the applicant's interests (power of attorney).

To procure a Police Clearance Certificate through the UPES NAIS, you need to:

1. complete strict or non-strict authentication;
2. click the “Available Services” and “All Services” tabs;
3. click the filter, enter the service code 3.19.02, and perform a search;
4. click the “Provision to Individuals of Information on Offences Stored in the Unified State Database of Offences” tab;
5. review the “Description”, “How to Obtain”, “Processing Time”, “Cost”, “Recipient Category”, and “Result” tabs, and click the “Order” button;
6. carefully review the legislation on the Unified State System for the Registration and Recording of Offences concerning the provision of information on offences to individuals. Confirm that you have read the relevant information and click “Continue”;
7. select the internal affairs authority from which the applicant wishes to receive the extract and click “Next”;
8. select the form of the extract (paper form or electronic document). If the applicant has completed strict authentication on the portal (using an electronic digital signature), they can procure the extract either in paper form or as an electronic document. If the applicant has completed non-strict authentication, they can procure the extract only in paper form;
9. specify whose information is being requested (the applicant's own information or information concerning another person, such as under a power of attorney, concerning a minor, or concerning a deceased person);
10. enter the personal data in the form provided, based on the identity document of the person whose information is being requested. If the applicant has completed strict authentication on the portal, the information is entered automatically by clicking the “Request Data” button; with non-strict authentication, the information must be entered manually. If information is requested concerning another person, the applicant has completed strict authentication, and an extract in electronic form has been requested, a notarized electronic document containing the power of attorney or a notarized electronic copy of a paper power of attorney must be attached;
11. specify whether the personal data of the person whose information is being requested have been changed in accordance with the procedure established by law;
12. enter the personal data that have been changed in accordance with the procedure established by law and indicate whether these data should be included in the extract;
13. specify the scope of the requested information (information on criminal convictions and administrative liability, or information on crimes and offences regardless of whether the conviction has been expunged);
14. verify the personal data. If an error has been made, it can be corrected on the previous forms by clicking the “Back” button. Confirm the verification;
15. pay the applicable fee;
16. click the “Continue” button;
17. review and submit the application.

Ordering a Police Clearance Certificate through regional internal affairs authorities

To procure a Police Clearance Certificate through the regional internal affairs authorities, you need to:

• visit the relevant internal affairs authority in person;
• present an identity document and submit an application in the prescribed form.

Obtaining a Police Clearance Certificate through a consulate

To obtain a Police Clearance Certificate through a consulate or the consular section of a Belarusian embassy abroad, you need to provide the following documents:

• an application;
• consent to the processing of personal data;
• a passport (if it is a biometric passport, together with an identity card);
• a residence permit (if applicable);
• a birth certificate for minors.

Officially, Police Clearance Certificates are issued by consulates only upon personal application. However, according to reports from Belarusian citizens, as an exception, they may be sent by mail after contacting the consulate's official email address.

At present, consulates officially provide Police Clearance Certificates. However, according to reports from citizens online, some consulates have allegedly stopped providing this service.

When obtaining extracts and Police Clearance Certificates, it is essential to carefully check all personal details. Any error or typo may render the document invalid.

IMPORTANT: Police Clearance Certificates issued by Belarusian consulates are not subject to legalization or apostille. For use abroad, it is often necessary to procure a paper Police Clearance Certificate from the Ministry of Internal Affairs, have it apostilled, and subsequently have it translated into the language of the country where the document will be used.

Processing time for a Police Clearance Certificate in Belarus

The overall processing time is one to two months, depending on the city, the specifics of the request, whether legalization is required, and the delivery address.

Apostille for a Belarusian Police Clearance Certificate

Belarus has been a party to the Hague Convention Abolishing the Requirement of Legalisation for Foreign Public Documents of 5 October 1961 (the “Apostille Convention”) since 1992.

An apostille is an internationally standardized form used to certify the authenticity of a public document for presentation in countries that recognize this form of legalization. It usually takes the form of a special stamp or certificate. In recent years, electronic apostilles (e-Apostilles) have also become increasingly common — a special digital certification confirming the authenticity of documents issued in electronic form.

In Belarus, apostilles are affixed only to paper documents. The Ministry of Foreign Affairs is responsible for apostilling Police Clearance Certificates.

It should be noted that documents can be apostilled in Belarus only within the territory of Belarus, either in person or through a representative acting under a power of attorney certified by a Belarusian notary.

An apostille cannot be affixed to a Police Clearance Certificate issued by Belarusian consular offices, as the apostille procedure does not apply to the legalization of consular documents. As a result, the official authorities of many countries refuse to accept such certificates. Before obtaining such a document, you should check with the relevant organization whether it will accept it.

Consular legalization of a Belarusian Police Clearance Extract

If the country where the Belarusian Police Clearance Extract is to be used is not a party to the 1961 Hague Convention, such as the United Arab Emirates, the document must undergo the more costly and complex procedure of consular legalization (referred to as “legalization” in official documents).

Consular legalization is a multi-stage procedure for certifying the authenticity of a document, used for countries that are not parties to the 1961 Hague Convention.

To have a Belarusian Police Clearance Extract consularly legalized, the following steps must be followed:

1. procure the extract;
2. have the document legalized by the Ministry of Foreign Affairs of Belarus;
3. have the document translated by a notary;
4. have the document legalized by the consulate or consular section of the embassy of the destination country.

Due to the number of steps involved, the procedure can be lengthy and quite costly. Some countries do not have consulates in Belarus, in which case the final stage of legalization may have to be completed in another country where the relevant consulate is located.

Official translation of a Belarusian Police Clearance Certificate

A Belarusian Police Clearance Extract is issued in Russian and Belarusian. For use abroad, it must be officially translated in accordance with the requirements of the country where the document will be submitted. Depending on the requirements of the destination country, the translation may need to be completed by a sworn, certified, notarial, or court-appointed translator.

A translation of the extract made in Belarus will most likely not be accepted abroad, except where the document is being used as part of the consular legalization procedure.

Document delivery

After obtaining and apostilling or legalizing a Police Clearance Certificate, it is often necessary to send the document to another country. In such cases, not only the speed but also the security of delivery is important, especially when original official documents are involved.

Schmidt & Schmidt arranges international document delivery worldwide. We use reliable logistics solutions and modern tracking systems, allowing shipments to be monitored at every stage of transit and ensuring timely delivery to the recipient.

Our specialists ensure the careful and confidential handling of documents and help resolve any issues that may arise during international shipment, including carrier requirements and customs clearance procedures.

We can arrange delivery of completed Police Clearance Certificates, apostilled documents, translations, and other official documents to most countries worldwide, both for private clients and for law firms and organizations.

How can we help?

We will be happy to assist you in procuring a Belarusian Police Clearance Certificate, including obtaining, apostilling, and legalizing the document for use abroad, as well as arranging its translation and delivery anywhere in the world.

You can always contact Schmidt & Schmidt. We have extensive experience in procuring and legalizing a wide range of documents and provide all the necessary services in this area, including obtaining notarized copies, translation, preparation of the necessary powers of attorney, legalization of documents with government authorities and consulates of foreign states, and delivery of completed documents to most countries worldwide.

For more information about the legalization and apostille procedures, please visit our website.