How to Download a Certificate of Good Conduct in Kenya: A Step-by-Step Guide

Getting a certificate of good conduct in Kenya is an important document that you may need for visa applications, job applications, or other official purposes. This certificate, also known as a police clearance certificate, provides proof that you do not have a criminal record in Kenya.

Downloading your certificate of good conduct in Kenya is now an easy online process if you follow these steps:

Step 1: Check Your Eligibility to Apply Online

To download your certificate of good conduct online in Kenya, you must meet these eligibility criteria:

• You must be a Kenyan citizen with a valid Kenyan national ID number.
• You must have a clean criminal record with no pending criminal cases.
• You must have your fingerprints registered in the National Fingerprints Bureau database. This is usually done during your national ID registration process.
• You must have a valid email address and phone number for communication.
• You must have a mobile money account with M-PESA, Airtel Money, T-Kash, or Equitel to pay the application fee.

If you meet all these requirements, you can proceed to apply and pay for your certificate online. However, if you do not meet any of the above, you will need to visit a Criminal Investigations Department (CID) office in person to apply manually.

Step 2: Visit the eCitizen Website

To start your online application, visit the eCitizen website at https://www.ecitizen.go.ke. This is the official Kenyan government portal for accessing various government services online.

On the eCitizen homepage, click on the “Services” tab and then select “National Police Service.” From the menu, choose “Apply for Certificate of Good Conduct.” This will open the online application form.

Step 3: Start Your Online Application

The online application form for the certificate of good conduct will require you to provide the following personal details:

• Your full names as they appear on your Kenyan national ID.
• Your Kenyan national ID number.
• Your date of birth.
• Your county of birth.
• Your gender.
• Your current location (county of residence).
• Your valid email address.
• Your active mobile phone number.
• The reason why you need the certificate of good conduct. This can be for employment, visa application, college admission, or any other official reason.

Ensure you fill in the accurate details as they appear on your official identification documents. Any inaccuracies may lead to delays or your application being rejected.

Step 4: Book and Pay for Fingerprints Capture

After filling in your application details, you will be required to book and pay for a fingerprint capture appointment. This appointment should be done at the nearest Criminal Investigations Department (CID) office.

You can choose your preferred date and location for the appointment. Then pay the fingerprint capture fee using your mobile money account. The current fee is Ksh1,400/_.

Ensure you take note of the appointment details including the reference number. You will need to present the reference number when you go for the fingerprint capture appointment.

Step 5: Attend Fingerprint Capture Appointment

On the booked appointment date, visit the CID office to have your fingerprints captured. Carry your original national ID card and the appointment reference number.

The officers will verify your ID, take and scan your fingerprints using a biometric machine, and upload them to the system. This usually takes less than 5 minutes.

If you miss the appointment date, you will have to book and pay for a new one which leads to delays. So ensure you keep the appointment.

Step 6: Pay Application Fees

Once your fingerprints are captured, you can now proceed to pay the certificate application fees. This is done via mobile money on the eCitizen portal.

The application fee is Ksh3,000/_ for Kenyan citizens. International applicants will pay higher fees.

Pay via M-PESA, Airtel Money, T-Kash or Equitel. Ensure you enter the correct reference number provided.

You will receive an SMS and email confirming receipt of your application fee.

Step 7: Wait for Application Processing

After completing the application and payments, you will now wait for it to be processed by the CID headquarters.

This may take anything from 2 days to 3 weeks depending on the volumes of applications. You will be notified of the status via email and SMS.

• If approved, you will receive a message that your certificate is ready for download.
• If rejected, the message will indicate the reasons e.g. criminal record detected, fingerprints not verified etc.
• If delayed, you will receive a notification that it is still being processed. Just keep checking regularly.

Be sure to check both your email spam folder and texts in case you miss any communication.

Step 8: Download Your Certificate

Once your certificate of good conduct application is approved, you will receive a notification that it is ready for download from the eCitizen portal.

• Log in to your eCitizen account using your email and password.
• From the services menu, select “Download Certificate of Good Conduct”.
• Input your application reference number when prompted.
• Click download and your certificate of good conduct will be downloaded as a PDF file to your device.

Be sure to download and save it as you may not be able to access it later on the portal.

Print or share the PDF file as required for your visa applications or job applications. The certificate has security features including a QR code to enable authentication.

And that’s it! Following these simple 8 steps will help you successfully apply and download your official certificate of good conduct online in Kenya. Let us now look at some additional information that may help in your application process.

Additional Tips for Your Application

Here are some useful things to keep in mind when applying for your certificate of good conduct in Kenya:

1. Check Application Status Regularly

It is advisable to check the status of your application every 2–3 days after submission. This enables you to spot any issues or delays early. You can check the status by logging into the eCitizen portal. This avoids unnecessary delays.

2. Apply Earlier If Possible

While the certificate can be downloaded in 2 days if you are lucky, it may also take up to 21 days in some cases. Applying with enough time allows your application to be processed smoothly without rushed timelines.

3. Confirm Details Are Accurate

When filling the application, carefully confirm all your details match your ID exactly. Any small errors may lead to failed verification and application rejection.

4. Keep Appointment Date

The fingerprint capture appointment is mandatory to submit fingerprints to the system. Missing the appointment leads to delays as you have to re-book and make payments again. Be sure to attend on the date booked.

5. Save Downloaded Certificate

Once you download the certificate of good conduct, ensure you save it as a soft copy and print a physical copy as well. It’s advisable to have both digital and printed copies for convenience.

6. Apply in Home County If Possible

While you can book an appointment in any county, applying from your home county where your details are already in the system makes the verification process faster. But you can still apply from any county.

7. Seek Help If Stuck

If faced with any challenges in the application process, don’t hesitate to visit the nearest police station for help. The officers are usually happy to assist applicants complete the process.

Who Needs a Certificate of Good Conduct in Kenya?

The certificate of good conduct in Kenya is an essential document required by various institutions and organizations from Kenyan citizens.

Some of the main scenarios where one will need a valid certificate of good conduct include:

Visa Applications

One of the most common uses for the certificate is for visa applications to other countries.

Whether you are applying for a visitor’s visa, student visa or work permit abroad, many embassies and consulates will request a certificate of good conduct as part of the application process. Some examples include:

• UK visa — you need a certificate for any type of UK visa application such as tourist or student visa.
• US visa — a certificate is mandatory for non-immigrant US visas like F1 student or B1/B2 visitor’s visa.
• Schengen visa — needed when applying for short stay Schengen visa to Europe.
• Canadian visa — required for study permits, work permits and some tourist visa applications.
• Australian visa — needed for both tourist and long stay visa applications.
• Middle East visas — UAE, Qatar, Saudi Arabia also require it for visit and employment visas.

Therefore, having an up-to-date certificate of good conduct is essential if planning to apply for any category of visa to go abroad.

Job Applications

Nowadays, the majority of formal employers in Kenya request a certificate of good conduct before hiring new staff.

Both public institutions like government departments and private companies require this clearance certificate before taking up employment. Some examples are:

• Teaching jobs — Teachers Service Commission requires a certificate for all teaching jobs.
• Banking jobs — banks ask for a valid certificate when hiring new bankers.
• Government jobs — certificate is a must for civil service, police, military jobs etc.
• Office jobs — formal office jobs also need good conduct certificate during job applications.
• Private companies — supermarkets, hotels and other major employers ask for certificates.

Therefore, always ensure you have an updated certificate if actively applying for jobs whether in government or the private sector.

Educational Institutions

Schools, colleges and universities in Kenya also require the certificate of good conduct before admitting students.

For example:

• Universities request it for undergraduate, post-graduate and international students.
• Colleges need it before enrollment for diploma and certificate courses.
• Secondary schools ask for pupil’s certificates during admissions.
• Driving schools need your certificate before registration.

As such, remember to apply for the certificate if planning to join any recognized education institution in Kenya.

Court Requirements

Kenyan courts may sometimes ask for your certificate of good conduct during legal proceedings. Some examples are:

• When applying for probation instead of jail term.
• Seeking child custody and adoption cases.
• Confirmation of identity for court bail applications.
• Mitigation in sentencing based on your criminal record or lack of it.
• Clearance for working in legal and justice institutions.

Therefore, having an up-to-date certificate can be beneficial if facing any court proceedings.

Business Licensing

Certain business activities in Kenya require a certificate of good conduct:

• Firearm certificate — needed for gun licenses and renewals.
• Liquor licensing — mandatory for owners and staff of bars and nightclubs.
• Casinos licensing — Owners and employees must submit certificates.
• Private security — Required for private guards and security firms.

So ensure your certificate is valid when applying for select business permits and licenses in Kenya.

Official Registration Bodies

There are various official registration bodies that may require your certificate of good conduct such as:

• Professional bodies like LSK, ICPAK, ERB, NRB.
• SACCOS registration for members and officials.
• NGO Bureau needs it for NGO registration.
• Company registry for business owners and directors.

Always check if the institution needs the certificate before applying for membership or licenses.

Other General Uses

Some other uses for the certificate of good conduct in Kenya include:

• Renewing driving licenses and IDs.
• Replacement of lost or damaged ID cards and passports.
• Clearance for youth and religious groups participating in activities.
• Screening for public office and political positions.
• Clergy and missionary clearance certificates.
• Volunteering and internships credentials.
• Aid in loan and mortgage applications.

How Long is the Certificate of Good Conduct Valid?

Once issued, the certificate of good conduct remains valid for a period of 3 months from the date of issue.

After this 3-month validity period, the certificate expires and is deemed invalid for any applications that may require it.

Therefore, you should apply for a new certificate after every 3 months if you still require it for ongoing applications. The application process is the same for renewals.

Some institutions may be willing to accept a recently expired certificate, for example, up to 6 months old. However, it is best to always use a valid certificate if possible.

Who Cannot Apply for a Certificate Online?

While the online eCitizen process is efficient, not everyone can use it to apply for a certificate of good conduct in Kenya.

The following categories will NOT be able to use online applications:

• Foreign nationals without a Kenyan ID. They have to apply physically.
• Kenyan citizens without national ID cards.
• Persons whose fingerprints are not captured in the national fingerprint database.
• Kenyans who have a criminal record or pending court cases. They are not eligible.
• Minors below 18 years without a national ID.
• Kenyans without an email address or mobile money account for payments.

Such people will need to visit the CID offices in person to submit physical applications. The process takes longer and has more bureaucracy.

However, the vast majority of adult Kenyans can now utilize the efficient online eCitizen application platform. Make sure you have all the required documents and fulfill eligibility criteria.

Offences That Make You Ineligible

Apart from pending court cases, there are certain past criminal offences that will make you ineligible to receive a certificate of good conduct in Kenya.

Such criminal offences include:

• Violent crimes like murder, robbery, rape etc.
• Drug trafficking offences.
• Economic crimes like corruption and embezzlement of funds.
• Terrorism and treason crimes.
• Serious fraud including forgery of documents.
• Human trafficking and smuggling offences.
• Breaking out of lawful custody and prison escapes.
• Registered sex offenders.

If you have any past conviction for the above offences, your application for a certificate of good conduct will be declined.

Minor offences like traffic fines and petty crimes may still be eligible depending on when they occurred. The processing officers will determine if you qualify or not.

Applying for a Certificate for Your Child

Parents and guardians can also apply for certificates of good conduct on behalf of their children who are minors under 18 years.

The process is similar but with a few adjustments:

Eligibility

• Child must have Kenyan nationality and a valid ID.
• Fingerprints captured during ID registration.
• No criminal record for the minor.

Application

• Parent applies online using child’s details like ID, birth details etc.
• Attach ID copies of child and parent to the online form.
• Make payments from parent’s mobile money account.
• Attend appointment for child’s fingerprints.

Downloading

• Certificate is emailed to parent once ready.
• Use it for child’s school admission or visa application.

Therefore, minors can still access the certificate through applications made by parents or legal guardians on their behalf.

Applying from Diaspora

Kenyans living abroad in the diaspora can also apply for their certificates of good conduct back home without having to travel.

The process is convenient using the following guidelines:

Eligibility

• Must be a Kenyan citizen with a national ID.
• Have no criminal record in Kenya.
• Have fingerprints in the Kenya national database.

Application

• Apply online via eCitizen website providing your details.
• Pay all fees online via credit/debit card or international money transfer.
• Schedule fingerprint appointment and request a relative to attend on your behalf.
• Authorize proxy to attend using a letter and copies of your ID documents.

Downloading

• Check online portal for approval once ready.
• Download soft copy and request proxy to courier hard copies.
• Use for your visa or job application abroad.

This allows Kenyans abroad to acquire the important document without travelling which minimizes costs and time wasted. Just ensure you authorize a trusted relative or friend to act as proxy.

Tracking Your Application Progress

Once you submit your certificate of good conduct application online, how can you check the progress? Here are some tips:

Check Status on eCitizen Portal

The main way to track your application status is to log in to your eCitizen account online and click on the “Application Status” section.

It will display the current stage of processing such as:

• Application received
• Awaiting fingerprints
• Prints captured, awaiting approval
• Approved and available for download
• Rejected

Logging in often allows you to get real-time status updates on the processing.

Check Notifications

In addition to the portal status, you will receive notifications about the key stages via SMS and email.

• Receipt of application and payment
• Fingerprints captured
• Application approval
• Certificate ready for download
• Any application rejection

Checking these notifications provides useful prompts on the progress without having to log in.

Call Support

For urgent inquiries or if you are stuck, you can call the eCitizen support. The toll-free number is 0800 721 253.

Ask the agent to check the status of your application and advise you accordingly. They can even escalate urgent cases.

Visit Police Station

If need be, you can physically visit the local police station or CID office and have them assist with checking the status.

Carry your application reference number or ID number for them to check the National Police Database.

Be Patient

Recall that the processing can take 2–3 weeks especially during peak periods when many people are applying.

Have some patience and only start making inquiries if it goes beyond 3 weeks with no feedback. Avoid unnecessary follow ups.

Address Any Issues

If you get a notification that your application was rejected or delayed, promptly act on it.

Follow up to determine the issues and address them so that your certificate can be approved. This may require new appointments, payments or providing more information.

By monitoring the progress and addressing issues, you can get your certificate processed as fast as possible!

Common Certificate of Good Conduct Questions

Here are some common questions that people ask about the certificate of good conduct in Kenya:

1. Is a certificate of good conduct the same as a police clearance certificate?

Yes, the certificate of good conduct and police clearance certificate are names for the same document that shows you have no criminal record. Either name can be used.

2. Which government body issues the certificate in Kenya?

The Criminal Investigations Department (CID) under the National Police Service issues the official certificates after conducting background checks.

3. What does a certificate of good conduct from Kenya look like?

It carries the national emblem and CID watermarks, your photo and details, issue date, stamped signature of the issuing officer and a serial number. There are security features like microtext and QR code.

4. Does the certificate show all crimes or only certain crimes?

It will show all reportable crimes based on the CID records and fingerprint database. Minor traffic fines may not appear.

5. Do I need to collect the certificate physically after applying online?

No. Once approved, you can download the official certificate securely as a PDF on your eCitizen account and print copies yourself.

6. What if I have lost my certificate of good conduct?

You can apply for a replacement by submitting a sworn affidavit and police report about the loss. New fingerprints will be taken before issuing a certified true copy.

7. Can someone else collect the certificate on my behalf?

Yes, you can authorize a third party like parent, spouse, relative or lawyer in writing to collect and deliver the hardcopy certificate after downloading it.

8. Does the certificate have any expiry date or validity period?

Yes. The certificate remains valid for only 3 months from the date it is issued. After expiry, apply again for a new certificate.

9. How much does it cost to get a certificate of good conduct in 2022?

It costs Ksh3,000 for electronic applications payable via mobile money and Ksh1,400 for fingerprint capture appointment. Total is Ksh4,400 for citizens.

10. Why do I need a certificate for my child who is underage?

Some institutions like schools require proof that minors have no criminal records before admission, hence the need for children’s certificates too.

Conclusion

The certificate of good conduct has become an essential document for Kenyans seeking visas, jobs, admissions or any other official registrations locally and overseas.

Luckily, the digitized online application via eCitizen portal makes getting one much easier nowadays. Despite a few limitations, the vast majority can apply and download their clearance certificates from anywhere.

Ensure you follow all the step-by-step application guidelines provided in this article. Read the notes on eligibility, validity, FAQs and monitoring your application progress.

This will help avoid delays or rejections. Keep photocopies and scanned copies ready for the various official uses. Renew it promptly every 3 months if required.

With the convenience of the online system, a certificate of good conduct enables you to access opportunities seamlessly. All the best!