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Records Management

Online Clearance Letter System


Overview

Toronto Police is pleased to introduce a new online Clearance Letter application. The new application provides you with an easy and more convenient way of requesting a Clearance Letter.

Clerks at the Clearance Letter counter
New Customer Service Centre at Toronto Police Headquarters (40 College St.) to apply for police records

A Clearance Letter is a formal document issued by the Toronto Police Service and produced on secured paper indicating that the subject applicant of the Clearance Letter has no criminal convictions in the National Repository of Criminal Records maintained by the RCMP. With our new online program you can request a clearance letter at your convenience.

Criminal Conviction is defined as: finding of guilt, in which you were put on probation, served a sentence, paid a fine or a combination thereof. The Toronto Police Service does not release “non-conviction” dispositions as part of a criminal record release. Non–convictions include, withdrawn, dismissed, not guilty, stayed, acquittal, discharge, diversion or absolute/conditional discharges when all conditions have been met.

A Clearance Letter is not suitable for individuals being employed and/or volunteering with vulnerable persons*. A more comprehensive process is available through the Police Reference Check Program. Further information is available on our web-site under the link "Police Reference Check Program".

* Vulnerable person means a person who, because of their age, a disability, or other circumstances, whether temporary or permanent, are (a) in a position of dependence on others or (b) are otherwise at a greater risk than the general population of being harmed by person(s) in a position of authority or trust to them.

 

Fingerprint Requirements

If you presently have charges before the courts, you may still be eligible for a Clearance Letter; however, your letter will state “before the courts”.

A recent RCMP national broadcast has directed all Police Services that fingerprints be required for positive identification before criminal records are released. Therefore, should any criminal history about you be on file, your application will be returned back to you. It will then be necessary for you to have your fingerprints taken as a confirmation of identification. To do this, please attend one of the various private RCMP accredited fingerprinting agencies listed in your local telephone book or on-line under fingerprinting services. When you have received your confirmation of your identity back from RCMP, please attach it to your application and mail to Toronto Police Service, 40 College St. Toronto, Ontario, M5G 2J3.

Further information on the new RCMP CPIC policy is available on their web-site www.cpic-cipc.ca. Information regarding the RCMP’s Civil Fingerprinting Services can be found at http://www.rcmp-grc.gc.ca/en/criminal-record-and-vulnerable-sector-checks

If you require fingerprints for further confirmation of identification, for the purposes of immigration or any other civil matter, please attend one of the various private R.C.M.P. accredited fingerprinting agencies listed in your local telephone book, or on-line under fingerprinting services.

NOTE: The Toronto Police Service does not take fingerprints for civil purposes (e.g. visas, immigration, etc.) and is not affiliated with any private fingerprinting agency.

 

How to apply for a Clearance Letter


What you need

Two pieces of government issued identification are required, one of which must contain a photograph and signature. One must include your name and date of birth.

Click here to view suitable forms of Identification.

Payment options

Effective September 1st, 2013, clearance letters are non-taxable. The revised processing fee is CA$20.00, which can be paid by Visa or MasterCard for internet applications or by Visa, MasterCard, Interact for in-person applications.

As the processing fee is NON-REFUNDABLE, please ensure you have read the full disclaimer prior to accessing the application.

Request Options

Online: By selecting this method, you can choose to pick-up your completed letter from one of our designated locations:

Map of police divisions in Toronto and pick-up locations
West Central East
Traffic Services
11 Division
22 Division
23 Division
Headquarters
53 Division
32 Division
41 Division
42 Division

Hours of Operation: For on-line pick-up. All locations are open 24 hours a day, 7 days a week with the exception of HEADQUARTERS which is only open from 7am to 7pm.

For verification, the same two pieces of identification you indicated on your application must be presented at time of pick-up.

Note: Within 7 to 10 business days you will receive an e-mail advising when the letter is ready for pick up.

In person: Simply print and fill out the following Criminal Record Search Form then bring it, along with two pieces of identification, to police headquarters, 40 College Street, Toronto between the hours of 7:15 a.m. and 5 p.m., Monday to Friday (excluding holidays).

If you live outside of Canada: You may authorize a third party to place a request on your behalf at Toronto Police Headquarters, 40 College St, Toronto between the hours of 7:15 a.m. and 5 p.m., Monday to Friday (excluding holidays). This authorized third party must present two pieces of your original identification or notarized photocopies (notarization must be original), an authorization letter with your original signature giving authority to the named person and the address where you want the clearance letter sent. The third party must also produce one piece of their own personal identification. Fee applies.

A Clearance Letter does not satisfy the needs of the social agencies (e.g. Big Brothers, Scouts Canada, and Toronto Parks & Recreation etc.) that have entered into a memorandum of understanding with the Toronto Police Service for the purpose of a police reference check. For further information regarding this type of check, please go to the Police Reference Check Program link. It is also not accepted by the National Parole Board or the Ministry of Government Services for the purpose of obtaining a pardon or name change. Individuals requiring a record check for this purpose must submit the necessary documentation. For further information contact our information line at 416-808-7991.

If you have any questions about Clearance Letters, please contact the Clearance Letter and Criminal Check office 416-808-7991.

 

Terms and Conditions related to the use of this website

Please note that this website is provided “as is” and should be accessed and used by you at your own risk. Although reasonable efforts are made to ensure that the website will be current and will contain no errors or inaccuracies, no representations, warranties, guarantees or conditions (whether express or implied) are given as to the operation of this website or that this website and the information, content or materials included in this website will be error free or completely accurate or current at all times.

The Toronto Police Service also reserves the right at any time to modify or discontinue, temporarily or permanently, this website with or without notice.

Please note, personal information received by the Toronto Police Service through this website, with the exception of credit card information, will be retained in accordance with the Toronto Police Service Record Retention Schedule and subject to Ontario Privacy Laws.

For the purpose of payment, credit card information will be handled by Moneris Solution Corporation. Please refer to their website for their Privacy Policy at www.moneris.com.

By accepting the terms and conditions, you:

  • acknowledge and agree that the City of Toronto, the Toronto Police Services Board, the Toronto Police Service and their agents are not liable in any way for failure of receipt of information submitted through this website and agree to hold harmless the City of Toronto, the Toronto Police Services Board, the Toronto Police Service and their agents; and
  • agree to indemnify and hold harmless the City of Toronto, the Toronto Police Service and the Toronto Police Services Board and all of their respective agents, officials, servants, successors and assigns of and from any claim or demand, including reasonable legal fees, made by a third party due to or arising from the information you submit, your use of the website, your violation of the Terms and Conditions or your violation of any rights of another.
I have read, understood and agree to the terms and conditions.