Did you know that 53% of employers in Canada conduct criminal background checks on their candidates as a part of the hiring process? If you are applying for a job that requires a background screening or simply want to review your own files, understanding how to navigate the system is the best way to ensure your paperwork is processed accurately and without delay.
A criminal record check is a document known as an official search of police databases to determine whether an individual has a history of pending charges, outstanding warrants, or criminal convictions. On a local level, these checks are important for preserving public safety, safeguarding vulnerable groups, and confirming the histories of potential volunteers or employees.
In this article, we will break down the entire criminal record check process in Canada from start to finish. We will explore the different kinds of record checks available, how to submit your application through a local police service or the Royal Canadian Mounted Police (RCMP), what information is required, and how long the verification takes. We will also clarify how you can easily obtain an official certified criminal record check from Ottawa if you need to use your documents outside of Canada.
Need help with document apostille/legalization/authentication/attestation — and/or criminal record check in Canada? Contact us via our form, call us at +1-613-501-0555 (WhatsApp available) or +1-800-857-1215 (toll-free), fax us via 1-844-786-2001, or text us at info@lsccanada.ca.
Understanding the Types of Record Checks for Individuals in Canada
Not all record checks are created equal. Depending on why you require a criminal background verification, the type of application you must complete will vary significantly. The Canadian police service network generally categorizes these into three distinct tiers based on the depth of the background check.
1. Basic Criminal Record Check
Often referred to simply as a criminal record check, this basic screening searches the National Repository of Criminal Records managed by the Royal Canadian Mounted Police (RCMP). It focuses primarily on summary and indictable criminal convictions that have not received a record suspension (formerly known as a pardon). This is the standard broad record check requested for general corporate employment or standard corporate onboarding.
2. Criminal Record and Judicial Matters Check
A criminal record and judicial proceedings check is more comprehensive than a simple search. It contains extra local police records in addition to all the information obtained in a typical criminal record check. Active charges, warrants, peace bonds, and recent convictions under the Youth Criminal Justice Act that fall within the relevant disclosure period are all shown by this search.
3. Vulnerable Sector Check
Applicants pursuing positions of trust over vulnerable individuals, such as children, the elderly, or those with disabilities, should undergo a particular search known as a vulnerable sector check. In addition to a typical search of local records and the Canadian Police Information Centre (CPIC) database, this thorough record check also looks for pardoned sexual offences in a particular vulnerable sector.
Because of the sensitive nature of a vulnerable sector search, an applicant must apply online or in person directly through the local police agency or local police service in the jurisdiction where they live. Third-party private businesses cannot perform a vulnerable sector check application.
What You Need Before Submitting Your Record Check Applications
When you’re ready to request a police record check, gather your personal information and identification before starting the online or in-person application. Make sure all the information is precisely the same and accurate as your official documents to prevent processing delays.
To successfully submit your application, the applicant must provide:
- Full Legal Name and Date of Birth: Criminal records are cross-referenced with your current legal name, previous names, and birthdate.
- Two Pieces of Government-Issued ID: At least one piece of identification must contain a photograph and your full address. Acceptable examples include a Canadian driver’s licence, passport, or provincial photo card. Note that health cards are generally not accepted across all provinces.
- Proof of Residency: In order for many local police agencies to process your application, you must be a resident of their particular jurisdiction. It is frequently necessary to have a utility bill or driver’s license verifying your address.
Additionally, you can easily finish your online record checks through your local police portal or an authorized platform if you are older than eighteen. The Youth Criminal Justice Act contains particular regulations that control access to and sharing of juvenile criminal records for those under the age of 18.
How to Navigate the Criminal Record Check Process Step-by-Step
If you need a basic background clearance for employment or volunteer opportunities, the application process is straightforward. Here is the typical sequence an applicant follows to receive a criminal record check quickly.
1. Determine Your Required Check Type
The first step is to confirm with the requesting organization the type of record check they need. Ask them whether they require a basic criminal record check, a criminal record and judicial matters screening, or a full vulnerable sector search.
2. Choose Your Application Method
You have the option of applying in person or online. Through a safe online police record check system, you can request a police record check from numerous communities in Ontario, Alberta, British Columbia, and Quebec. As an alternative, you might visit a local police agency branch or get in touch with your local police department.
3. Complete the Application Form
After choosing your preferred application method, complete the application form. Enter your name, birthdate, contact information, and, if relevant, a history of prior offences. To prevent rejection, double-check your work for accuracy.
4. Provide Verification and Payment
Use an online electronic identity verification (eIV) system to confirm your identity, or present your official government-issued identification in person. The necessary processing fee must be paid.
5. Review the Record Check Results
Once verification is complete, you will receive your criminal record check documents via a secure email link or as a hard copy by mail.
When a Fingerprint-Based Search is Required by the RCMP
In some cases, a search based on your name and date of birth is inconclusive. If your details match those of someone in the national repository of criminal records, the RCMP will require you to submit fingerprints to confirm your identity.
This fingerprint-based verification is known as a certified criminal record check. It is the most secure and definitive way to prove your criminal history record status.
The process requires you to visit an accredited fingerprinting agency or a local police detachment, where your fingerprints are scanned and transmitted directly to the Royal Canadian Mounted Police in Ottawa. Once fingerprint verification confirms that you do not have a criminal record (or clarifies your specific record), the RCMP prints an official certificate on secure, watermarked paper and issues it to you.
Need help with document apostille/legalization/authentication/attestation — and/or criminal record check in Canada? Contact us via our form, call us at +1-613-501-0555 (WhatsApp available) or +1-800-857-1215 (toll-free), fax us via 1-844-786-2001, or text us at info@lsccanada.ca.
Typical Processing Times for Background Clearances
The depth of the search strategy selected and the possibility of an automatic database match directly affect how long it takes to finish a background check. Generally, applicants can anticipate the following turnaround times across Canada:
- Online Police Record Checks (Name and Date of Birth Search). With findings usually arriving within 15 minutes to a few business days, this approach gives the quickest response. It is perfect for typical business onboarding, volunteer work in Canada, and local corporate employment.
- In-Person Local Police Checks. Submitting paper forms in person typically requires 1 to 2 weeks to process through local records and regional databases.
- Fingerprint-Based Certified Criminal Record Checks. If your application requires a submission of fingerprints to the RCMP, processing times can range from 3 business days (if no record matches) up to 12 weeks or more if a match is found and manual verification of a criminal record is necessary. This deep check is required for international visas, immigration, foreign adoption, and official legal matters outside of Canada.
If you are planning to travel, work, or study outside of Canada, foreign authorities, such as embassies, consulates, or overseas employers, will not accept a basic local police information check. Instead, they almost always require a certified criminal record check issued directly by the RCMP headquarters in Ottawa, complete with the official signature and seal.
Furthermore, that official RCMP document needs to go through the formal authentication and apostille process in order to be legally recognized in another nation. The previous multi-step embassy legalization loop is no longer required for member countries after Canada formally joined the Hague Apostille Convention on January 11, 2024. Your Canadian document becomes immediately legitimate in more than 120 signatory nations when an authentic apostille certificate is attached.
Essential Facts About Canadian Document Authentication and Background Checks
Private Background Check Companies and Vulnerable Sector Searches
It is important to know that private background screening companies cannot perform a vulnerable sector search. If your position involves working closely with children, the elderly, or vulnerable individuals, the applicant must apply directly through an authorized local police service or the specific local police agency in the municipality where you reside.
The Impact of Historical Criminal Convictions on Your Results
Any past criminal convictions or findings of guilt will be disclosed on your record check results within the applicable disclosure period. The only way to remove these entries from public view is if the individual has successfully applied for and received an official record suspension under the rules of the Criminal Records Act.
Using Local Police Information Checks for International Travel and Visas
A standard local police record check or online background check is rarely accepted by foreign governments for visa or immigration applications. Overseas authorities almost exclusively require a formal, fingerprint-verified, certified criminal record check issued by the RCMP in Ottawa, which must then be properly apostilled before submission.
Reasons Why a Document May Be Rejected for an Apostille Certificate
Strict rules for document eligibility are enforced by Global Affairs Canada and provincial authentication bodies. Authorities demand original physical papers in order to apply an authenticity stamp; digital scans or photographic copies of actual paper documents will be refused right away. Furthermore, it is impossible to process documents that are laminated, bonded, or damaged. Records issued by religious organizations, such as baptism or non-governmental marriage certificates, are ineligible, as are any public documents originally issued outside of Canada.
How Legalization Service Centre Simplifies Your Document Authentication
When you need an official Canadian criminal record check processed for use outside of Canada, managing the logistics between the RCMP, notary publics, and government authentication offices can be exhausting. While Legalization Service Centre does not issue visas or passports, we are the premier experts in handling the complex authentication, attestation, and apostille certification of your official documents.
To guarantee that your Canadian public documents are handled flawlessly, we collaborate directly with all relevant agencies across Canada, including Global Affairs Canada and provincial ministries. Our team expedites the entire apostille and legalization process, regardless of whether you have an official RCMP criminal background check certificate from Ottawa, a university degree, or a marriage certificate. We provide quick response times, enabling you to obtain your foreign documents in as little as one business day, thanks to our more than 15 years of real-world expertise since 2009.
So you may concentrate on your next foreign endeavour, let us take care of the bureaucratic paperwork. Get in touch with our knowledgeable team of experts right now to have your Canadian documents correctly validated and apostilled for use worldwide.
Need help with document apostille/legalization/authentication/attestation — and/or criminal record check in Canada? Contact us via our form, call us at +1-613-501-0555 (WhatsApp available) or +1-800-857-1215 (toll-free), fax us via 1-844-786-2001, or text us at info@lsccanada.ca.