Police Clearance Certificate is an official document issued by the internal affairs authorities confirming that a person currently has no criminal record, is not wanted for criminal offenses, or that any previous convictions have already been expunged. It is one of the most commonly required documents for international mobility.
A Police Clearance Certificate is often 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 or guardianship;
- Providing evidence in court;
- Marriage registration.
What is a Certificate of No Criminal Record in Estonia?
The official name of the certificate of no criminal record in Estonia is currently an “Extract from the Punishment Register” (“Criminal Records Register”). The document is also commonly referred to as a “Certificate of Criminal Record”, a “Certificate of No Criminal Record”, or a “Criminal Record Extract”.
The issuance of criminal record extracts in Estonia is regulated by the Criminal Records Act (Karistusregistri seadus) dated 17 February 2011.
A certificate of no criminal record is a paper or electronic document generated on the basis of the Punishment Register. The main administrator of the register is the Ministry of Justice, and the authorized body is the Centre of Registers and Information Systems. The certificate is issued in Estonian.
Extracts are officially divided into three main types:
- Extract from the register;
- Notification that a person is not listed in the register;
- Notification that a person has no valid punishments.
In addition, there is a simplified form of the certificate of no criminal record, which is issued by Estonian consular institutions abroad.
What is a Criminal Record Certificate in Estonia?
The official name of the criminal record certificate in Estonia is currently an “Extract from the Punishment Register” (“Criminal Records Register”). The document is also commonly referred to as a “Criminal Record Certificate” or a “Criminal Record Extract”.
The issuance of criminal record extracts in Estonia is regulated by the Criminal Records Act (Karistusregistri seadus) dated 17 February 2011.
A criminal record certificate is a paper or electronic document generated on the basis of the Punishment Register. The main administrator of the register is the Ministry of Justice, and the authorized body is the Centre of Registers and Information Systems. The certificate is issued in Estonian.
Extracts are officially divided into three main types:
- Extract from the register;
- Notification that a person is not listed in the register;
- Notification that a person has no valid punishments.
In addition, there is a simplified form of the criminal record certificate, which is issued by Estonian consular institutions abroad.
How to obtain a Criminal Record Certificate in Estonia
Criminal record certificates in Estonia can be ordered in the following ways:
- by email in electronic form;
- through the “E-Toimik” information system in electronic form;
- by post in paper form.
In-person service for issuing criminal record certificates in Estonia is not available.
Ordering an electronic certificate
An electronic criminal record certificate in Estonia is issued as a PDF file with a digital signature. It can be requested either by email or through the online public service portal.
Ordering a paper certificate
A request for a paper certificate can only be submitted by post. The certificate will be delivered to the address indicated in the request. It is certified with an official stamp.
Ordering a certificate by power of attorney
A criminal record certificate can also be requested via power of attorney. When submitting the application, the representative must present an identity document, a document authorizing them to represent the applicant (power of attorney), as well as a copy of the power of attorney and a copy of the represented person’s identity document.
Unlike many other countries, in Estonia it is also possible to request a criminal record certificate for a third party (provided there is a legal basis or legitimate purpose). However, in such cases, certain restrictions may apply, such as limitations on the categories of information available and the inability to obtain data on minors.
The extract includes information about all valid punishments, except for fines for misdemeanors not exceeding €200 (50 penalty units), provided that no additional penalties have been imposed.
To obtain information about another individual, the applicant must provide the first name, surname, and personal identification code of the person concerned. To obtain information about a legal entity, the name and registration code of the entity are required.
An extract concerning minors can only be requested by their legal representative.
To order a criminal record certificate by email, the following steps are required:
- Fill out a special application form;
- Sign it digitally;
- Send it to the Register;
- Receive the digital document by email.
To order a certificate through the “E-Toimik” information system:
- Register and log in to the system;
- Select the service “Request to the Punishment Register”;
- Fill in the application form;
- Submit the request;
- Receive the digital document.
To order a criminal record certificate by post, the following steps are required:
- Fill out a special application form;
- Sign it (including your name and either your personal identification code or date of birth);
- Send it to the Register;
- Receive the paper document at the specified address.
Obtaining a criminal record certificate through a consulate
To obtain a criminal record certificate through an Estonian consulate or consular section of an embassy abroad, the following documents must be provided:
- An application form;
- An identity document;
- A receipt confirming payment of the state fee.
When receiving criminal record certificates or extracts, personal data must be checked carefully. Any error or typo will make the document invalid.
Processing time for a criminal record certificate in Estonia
The general processing time is from one to two months, depending on the city, the specifics of the request, and whether legalization and delivery address are required.
Apostille on criminal record certificate in Estonia
Since 2000, Estonia has been a party to the Hague Convention Abolishing the Requirement of Legalisation for Foreign Public Documents of 5 October 1961 (the “Apostille Convention”).
An apostille is an internationally standardized form certifying the authenticity of a document for use in countries that recognize this form of legalization. It usually appears as a special stamp or certificate. In recent years, an electronic apostille (e-Apostille) has also become widespread — a digital mark confirming the authenticity of electronically issued documents.
Apostilles on Estonian documents are issued by notaries.
An apostille cannot be placed on a criminal record certificate issued by Estonian consular institutions, as the apostille procedure does not apply to the legalization of consular documents. For this reason, official authorities in many countries may refuse to accept such certificates. Before obtaining such a document, it is advisable to confirm with the relevant institution whether it will be accepted.
What is an apostille?
What is an apostille? Why do I need an apostille? How do I get an apostille? - Our video will explain everything you need to know about the apostille. If you have a document that needs to be certified with an apostille for use abroad, Schmidt and Schmidt will assist you! We provide apostille services in more than 100 countries worldwide.
Consular legalization of criminal record certificate in Estonia
If the country where the Estonian criminal record certificate is intended to be used is not a party to the 1961 Hague Convention—for example, the UAE—then a more complex and expensive procedure of consular legalization will be required for the document to be accepted.
Consular legalization is a multi-stage procedure used to confirm the authenticity of a document for countries that are not members of the 1961 Hague Convention.
To carry out the consular legalization of an Estonian criminal record certificate, the following steps must be followed:
- Obtain the certificate;
- Legalize the document at the consular department of the Estonian Ministry of Foreign Affairs;
- Prepare a sworn translation of the document;
- Legalize the document at the consulate or consular section of the embassy of the destination country.
Due to the number of steps involved, the procedure is lengthy and relatively expensive. Some countries do not have consulates in Estonia, and the final stage of legalization may need to be completed in another country where the relevant consulate is located.
What is consular legalization?
In our video we are explaining what consular legalization is and where to apply for it.
Schmidt & Schmidt will assist you in all issues concerning the legalization.
Schmidt & Schmidt offers legalization in more than 80 countries all over the world.
Document delivery
After obtaining a Criminal Record Certificate, as well as completing its apostille or legalization, it is often necessary to send the document to another country. In such cases, not only speed but also security is essential, especially when dealing with original official documents.
Schmidt & Schmidt provides international document delivery services worldwide. We use reliable logistics solutions and modern tracking systems, allowing you to monitor the shipment at every stage and ensuring timely delivery to the recipient.
Our specialists ensure careful and confidential handling of documents and assist in resolving any issues that may arise during international shipping, including carrier requirements and customs clearance procedures.
We can arrange delivery of Criminal Record Certificates, apostilled documents, translations, and other official papers to most countries worldwide — both for private clients and for legal entities and organizations.
How can we help?
We will be happy to assist you with obtaining a Criminal Record Certificate in Estonia, including document retrieval, apostille, and legalization for use abroad, as well as translation and delivery to any country worldwide.
You can always обратиться to Schmidt & Schmidt. We have extensive experience in obtaining and legalizing various types of documents and provide a full range of services in this field, including notarized copies, translation, preparation of powers of attorney, legalization of documents with government authorities and foreign consulates, as well as delivery of completed documents to most countries around the world.
You can learn more about the legalization and apostille procedures on our website.
