How To Get A Character Certificate?

In today's world, where verification plays a crucial role in building trust, a Character Certificate stands as an official recognition of the integrity and law-abiding behavior of an individual. Character Certificates issued by an authorized agency guarantee that no crime is filed against a person's background or conduct. Despite the naked truth of its name, this document has profound value in many aspects of life. It can influence hiring decisions, admission to schools, immigration, or even court cases. To get one, a person must hence grasp what truly Character Certificate truly means. It is also essential to know the various types and contexts of each. Also, one must know which authorities are empowered to issue it and be guided through the correct application procedure for smooth processing.

While going through this blog, you will get to know about

• What is a Character Certificate?
• Types of Character Certificates.
• Online and Offline Methods to get a Character Certificate.
• Relevant FAQs

What Is A Character Certificate?

The Character Certificate represents a certificate or document that is issued by a competent authority to the individual named in it, certifying his or her good moral character and that, according to the facts available to the issuer, has not been implicated in any criminal history.

Defining A Character Certificate In Legal Terms

There is no particular law in India defining "Character Certificate." Its legal significance is the broad act of Indian law called evidence, along with verification procedures. A testimonial evidence ensuring one's reputation becomes admissible according to the Indian Evidence Act, 1872 (currently replaced by Bharatiya Sakshya Adhiniyam, 2023). In criminal proceedings, Section 53 (Section 47) of this Act states that it is relevant that the accused is of good character.

In short, a Character Certificate cannot be regarded as per se conclusive evidence; it will be counted among the constituents in the decision-making process regarding one's general standing. Several government regulations as well as policies within an organization, quite often, mandate submission of such a certificate as a requirement in due diligence procedures, thereby giving it, implicitly, some legal and administrative significance for these specific contexts.

Why Is A Character Certificate Required?

• Employment: Character certificates are required by various government organizations, public sector undertakings, and private enterprises as part of their selection processes to establish the suitability and integrity of prospective employees. It therefore ensures a safe and trusted working environment.
• Education: Educational institutions calling for higher studies or admission to sensitive programs may demand a Character Certificate from previous schools or a police authority to check the behavior and background of the applicant.
• Passport and Visa Applications: Although it is not strictly necessary, sometimes a Character Certificate is required from the police at the time of passport renewal or during the visa application, especially if the person has stayed in one place for a long time.
• Arms License Application: Whenever arms licenses are required, there is always an elaborate character verification with the police, often culminating in the issue of a Character Certificate.
• Government Contracts and Tenders: For persons or entities seeking government contracts, the Character Certificate can be demanded as proof of honesty and integrity.
• Renting Accommodation: In urban areas, landlords may require a Character Certificate from prospective tenants to ensure the safety and security of their property and the other residents.
• Joining Professional Organizations: Certain professional bodies or associations may require a Character Certificate as part of their membership application.

Key Components Of A Character Certificate

• Full Name of the Individual: Mentions the person for whom the certificate is issued by name.
• Date of Birth: Details on the date of birth of the person for identity purposes.
• Residential Address: Mentions the present and previous addresses of individuals.
• Duration of Acquaintance/Study/Employment: Indicates the duration it has been since the authority concerned knows the person-in-question. This plays a critical part in assessing over time when the character assessment is done.
• Statement of Good Moral Character: A direct affirmation from the issuing authority proving that the individual bears a good moral character and has a clean reputation.
• Absence of Criminal Record (if applicable): In the case of Police Clearances, it explicitly states whether or not criminal history is recorded, but for the scholar or employee, it would mean that there were no reported misconduct or disciplinary actions.
• Name and Designation of the Issuing Authority: Mentions the name and official designation of the person or organization issuing the certificate.
• Official Seal and Signature: Carrying the official seal of the issuing authority and the signature of the authorized signatory gives authenticity to the document.
• Date of Issuance: Indicates the date when the certificate was issued.

Types Of Character Certificates

Character Certificates are broadly categorized based on the issuing authority and the specific purpose:

Police Character Certificate (PCC)

A police character certificate (PCC) is a specific type of character certificate given by the police authorities. It is needed mainly for passport and visa applications, and it certifies whether the person has a criminal record in the country. To obtain a PCC in a city, you would typically apply to the local police commissionerate or a designated police station, submit the required documents, and undergo a police verification process.

Character Certificate From Educational Institutions

Educational institutions, such as schools, colleges, and universities, award certificates to students after completion of their studies. Within these documents are contained testimony to the student's conduct and behavior and evidence of possible disciplinary action during the period of study. These are most often required through higher education or application for employment and are usually accompanied by graduation. Format and content tend to differ, which may include academic dispensation and moral stature within the institution.

Character Certificate From Employers

Prior employers can give you character or experience certificates that often include an evaluation of the employee's conduct, integrity, and professional conduct during the employment period. They are useful to job applicants because they allow an employer to view the candidate’s actual professional past conduct. The content of the certificate usually emphasizes the positive attributes and confirms no significant misconduct.

Character Certificate From Gazetted Officers/Community Leaders

In some cases, character certificates from Gazetted officers or any eminent community leader, like a Sarpanch or a Municipal Councillor, are forms of documents. Some government jobs and specific administrative purposes require them. This certificate is based on the first-hand observation and knowledge of an individual about the character and reputation of the person within the community. The officer or leader attesting the certificate is based on his/her interaction with the applicant and observation about the applicant.

Character Certificate From Notary Public/Oath Commissioner

A Notary Public, or Oath Commissioner, may attest with an affidavit in which the person is claiming to be of good character and that they have no criminal history. This is often included as an ancillary document to many applications. The Notary Public’s role is to confirm the identity of the individual who is providing the affidavit, and the Notary administers the oath.

Who Issues A Character Certificate?

A character certificate is issued by the following competent authorities:

Police Authorities

Police Clearance Certificates (PCCs) are issued by the Police Department, particularly the local Police Commissionerate or designated police stations, for passport, visa, and certain employment purposes. Pune City Police would be the authority in this case.

Educational Institutions

Schools, colleges, and universities have the authorization to issue character certificates to their bonafide students and alumni. These certificates are usually signed by the principal, headmaster, registrar, or dean. For example, institutes all over the Pune district, from schools to Savitribai Phule Pune University and its affiliated colleges, are authorized to issue such certificates.

Employers

Prior employers can issue references or experience letters on behalf of the departments of Human Resources or a responsible officer with the form of an assessment of conduct. Companies in Pune in the industrial, IT, and agricultural sectors would qualify.

Gazetted Officers

The character certificates based on personal knowledge can be issued by Government officials of specified rank (Gazetted Officers). These include government officials of different departments at both levels, namely central and state; for example, the administrative officers, doctors in government hospitals, and principals of government colleges.

Community Leaders

In some cases, community dignitaries such as Sarpanches for rural areas, Municipal Councillors for urban areas such as Pune, or heads of recognized community organizations are authorized to issue a character certificate based on their acquaintance with the person.

Notary Public/Oath Commissioner

They can attest to the authenticity of self-declarations (affidavits) regarding character.

List Of Important Documents Required For Obtaining A Character Certificate

• Application Form: A completed application form (some apply online or within the issuing authority). For online portals, it typically refers to an online form.
• Proof of Identification: Aadhaar Card, Voter ID Card, Passport, Driving License, or other valid government-issued photo identification.
• Proof of Address: Aadhaar Card, Voter ID Card, Passport, Driving License, Ration Card, utility bill (electricity, water, phone bill - recent).
• Passport-size Photographs: Recent passport-size photographs (will be a varying amount).
• Previous Educational Certificates (if applying through an educational institution).
• Employment Identification or Offer Letter (if applying through an employer).
• A letter from the organization requesting the certificate (if applicable), indicating a reason.
• Police Verification Form (for PCC): Typically issued by the police department.
• Fee Payment Receipt (if applicable).
• Affidavit (in some cases), self-declaring good character.

How To Apply For A Character Certificate - Step-by-Step Process

One can opt for offline as well as online modes to get a character certificate.

Offline Method

• Identify the Issuing Authority: Identify the proper authority according to your needs, e.g., police, educational institution, employer, etc. For a PCC, it would be your City Police; for a school certificate, it would be the last school attended in your city.
• Obtain Application Form: Go to the office of the issuing authority and get the application form for a Character Certificate. Some authorities may provide this form online on their official websites for download.
• Fill Application Form: Fill in all the required details accurately and completely.
• Attach Required Documents: Enclose self-attested photocopies of all the necessary documents, as stated by the issuing authority. In the case of any query, carry the original documents.
• Submit the Application: Submit the completed application form and enclosed documents at the counter designated for such an application in the office of the issuing authority.
• Pay Fees (If Applicable): Pay the amount as prescribed against the certificate applied for and obtain the receipt.
• Follow Up: Maintain the acknowledgment receipt carefully and follow up with the issuing authority within their indicated timelines. For PCC, it is possible that you will have to report to the police station for verification.

Online Method

• Go to the State Portal: Visit the official citizen service website of your state where you reside. For example, Aaple Sarkar for Maharashtra, when applying from Pune.
• Register/Login: If you are a new user, you will need to register in the portal. Existing users can login using their credentials.
• Search for "Character Certificate" or "Police Clearance Certificate”: Use the search functionality or navigate through the list of available services to find the relevant option.
• Fill Online Application Form: Enter the necessary details in the online form as accurately as possible, which must include personal data, address details, purpose of the certificate, etc.
• Upload Documents: Upload scanned copies of all the documents specified in the portal's instructions. Make sure that the documents are clear and in the format and size as prescribed.
• Pay Fees Online: Pay the application fees by using the Portal's integrated online payment gateway. You will receive confirmation of payment.
• Submit Application: Check if all the details mentioned in the application, along with the uploaded documents, are correct, and click on submit application online. You will then receive an application reference number.
• Track Application Status: Use the application reference number to track the current status of your application on the portal.
• Download Certificate: After the processing and verification, you will download the digitally signed copy of the certificate from the portal. In PCC, however, you might have to visit the police station for final collection after online processing.

Background Checks And Verification

Before issuing a Character Certificate, the issuing authority goes through the process of evaluating background checks and verification. For PCCs, this means that the police will run a check against their internal record of criminal histories, as well as a local inquiry into your reputation in your residence. Educational institutions have their own files on students' conduct. Employers will evaluate you based on your performance and conduct during your employment. Gazetted officers and community leaders rely on their personal knowledge.

Fees And Charges

Character Certificate fees vary from place to place and among various types of certificate issuances. Generally, PCCs have a standard fee determined by the local police department. Character certificates from educational institutions or employers may be granted free of charge or at a nominal fee. The online portal is expected to provide its fee structure during the application processing.

Processing Time and Validity

The timelines may vary widely. For instance, PCCs could take weeks because of police verification. On the other hand, the issuance of certificates from educational institutions or employers is normally faster. Sometimes, applying online also accelerates the process.

Usually, the validity of a Character Certificate is mentioned on the certificate itself or depends on the requirements of the organization making this requisition. In some cases, certificates may be valid for a given period (e.g., six months), and, in other cases, the Character Certificate is, in principle, valid for life unless circumstances change. For visa purposes, the validity of a PCC would typically, though not always, be limited.

How To Download Character Certificate?

If you've applied online and the certificate is available for download, you can generally log in to the state portal with your credentials and application reference number and then Download it. Look for a "Download Certificate" or similar option under application status or in the dashboard. The downloaded certificate is mostly in PDF format and may be digitally signed.

How To Check Application Status Of Character Certificate?

Online applications come with application status checks through the state portal using the reference number given to you at submission. Offline applications are to be followed up at the issuing authority office where you should produce your acknowledgement receipt to get an update on what has happened.

State-Wise Portals For Character Certificate Application

Common Use Cases Of Character Certificates

• Character certificates - in addition to the primary purposes discussed - can have their own sets of functions, such as requiring a character reference to join non-governmental organizations (NGOs) and volunteer organization that work with children or vulnerable groups.
• Some professional licenses and permits may require an individual to submit a character reference.
• A character certificate can also be admitted as evidence in legal proceedings.
• Individuals have also requested a character certificate during the hiring of domestic help, as part of a process of background verification.

Real Life Example Obtaining Character Certificates

Consider a candidate named Priya, who has obtained her Bachelor from a college affiliated with Savitribai Phule Pune University. She is now seeking admission to a Master's program at a different university in Maharashtra and is also applying for part-time employment in Pune.

For The Master's Program

Looking to apply for a character certificate at her undergraduate college in Pune, Priya would visit the registrar's office of the college, obtain the application form, fill up the requisite details, attach the photocopies of her identity proof, address proof, - which can be her driving license, and final-year mark sheet, pay some minor fee if required, and submit her application. The college would issue her the certificate indicating that she was of good conduct while at the college.

This example illustrates how different types of Character Certificates are required for different purposes and involve different issuing authorities and processes.

Sample Format Of A Character Certificate

The general sample format of a character certificate is:

The sample format of a character certificate for a student is as follows:

Conclusion

While it may seem trivial to obtain a Character Certificate as a bureaucratic step, it is an important step in attesting to a person’s good character and innocence to take opportunities that may or may not enhance someone’s character and life. Either way, knowing what the issuing agency requires and knowing the purpose for receiving the character certificate is key. This guide has explained the various types of Character Certificates, the various issuing agencies depending on type, the documentation needed, and how to apply step by step for a Character Certificate.

FAQs

A few FAQs are as follows:

Q1. What is a Character Certificate and why might I need one?

A Character Certificate is an official document attesting to your good moral standing and absence of a criminal record, often required for employment, education, visa applications, and more.

Q2. Who is authorized to issue a Police Character Certificate in India?

Police Character Certificates are typically issued by your local police station, the Superintendent or Commissioner of Police office, or increasingly through online state police portals.

Q3. What documents are commonly required when applying for a Character Certificate?

Common documents include an application form, proof of identity and address (like Aadhaar or Passport), passport-sized photos, and potentially previous educational or employment records.

Q4. Can I apply for a Character Certificate online in India?

Yes, many state police departments in India, such as Delhi, Maharashtra, Uttar Pradesh, Haryana, Karnataka, and Telangana, offer online application processes through their official portals.

Disclaimer: The information provided here is for general informational purposes only and should not be construed as legal advice. For personalized legal guidance, please consult with a qualified family lawyer.