For most Canadian permanent residence applications, including programs under Express Entry, applicants must provide police certificates from every country where they have lived for six months or more since the age of 18. On paper, this sounds straightforward. In practice, it is often one of the most difficult documents to obtain — especially when you are no longer physically present in the country.

While challenges in obtaining a police certificate from China are widely discussed, similar issues arise in many jurisdictions, including Hong Kong, Malaysia, and others across Asia, the Middle East, Africa, and Latin America.

This article outlines why police certificates can be difficult to obtain and how applicants can manage the risk.

Why Police Certificates Become a Major Obstacle

1. In-Person Application Requirements

Many countries do not allow fully online applications.

You may be required to:

• Apply in person at a police station or central authority; or

• Appoint a representative through a notarized power of attorney.

This becomes complicated if you:

• No longer live in that country

• Have no trusted contact there

• Cannot travel back due to visa or employment restrictions

This issue is common in places such as:

• Mainland China

• Hong Kong (for certain applicants)

• Malaysia

• Vietnam

• Indonesia

• Several Middle Eastern countries

2. No National Standard or Centralized System

In some countries, police certificates are not issued through a centralized national system. Instead, procedures vary by cities, provinces/states, and districts.

For example:

• In China, procedures may differ between cities.

• In Malaysia, the Certificate of Good Conduct is issued federally, but practical processing delays and document verification requirements often cause significant wait times.

• In Hong Kong, the process is tightly controlled and only issued for specific immigration purposes.

If you lived in multiple regions within one country, you may need multiple certificates.

Examples of Challenging Jurisdictions

China

In China, the document is commonly referred to as a No Criminal Record Certificate, which must often be converted into a notarized certificate for international use.

Procedures differ by city. Applications typically require attendance at a local Public Security Bureau or notary office. If you are outside China, you generally must appoint a representative. Supporting documentation, such as residence registration records, may be required. The notary office often retains the original certificate and issues a notarized version with translation. Applicants who lived in multiple Chinese cities within the past ten years may need certificates from each city.

Hong Kong

Hong Kong issues a Certificate of No Criminal Conviction.

The process is tightly controlled. The certificate is not released to the applicant; it is sent directly to the requesting immigration authority. Fingerprints are required, and applications must follow specific procedures. If you are outside Hong Kong, arranging fingerprinting and coordinating submission can take time.

Because the document is not sent to you, tracking delays can be difficult.

Malaysia

Malaysia issues a Certificate of Good Conduct through federal authorities.

While applications can be submitted online, applicants frequently encounter long processing times and follow-up document requests. Identity verification issues, incomplete historical address records, or unclear immigration status during prior residence can result in delays. Applicants who lived in Malaysia many years ago sometimes struggle to provide documentation that authorities now request as part of verification.

Deadline Problem

Under Express Entry, once you receive an Invitation to Apply, you have 60 days to submit a complete permanent residence application (30 days for a temporary resident visa), and police certificates are mandatory.

For countries with lengthy or unpredictable processing times, waiting until after receiving the invitation can create significant risk. If the certificate is not ready before the deadline, the application may be considered incomplete unless sufficient proof of effort is provided.

For applicants who have lived in multiple countries with complex procedures, this deadline becomes particularly tight.

What If You Cannot Obtain the Certificate?

Immigration, Refugees and Citizenship Canada (IRCC) recognizes that some jurisdictions present genuine obstacles.

If you cannot obtain a police certificate in time, you must demonstrate that you made reasonable efforts. This generally means providing proof that you requested the certificate from the correct authority and submitting a written explanation outlining the steps you took and why the certificate could not be obtained before the deadline. Examples of supporting proof may include confirmation receipts, payment receipts, courier tracking numbers, or correspondence from the issuing authority explaining delays.

Even if you submit these proofs/efforts, there is no guarantee of acceptance. The reviewing officer must be satisfied that you made a genuine effort.