Police Check NSW: Cost, How to Apply & Employer Rules
A police check nsw is applied for online through the NSW Police Force Community Portal, costs $58.60 for a name and date of birth check or $221.70 with fingerprints for 2026-27, and most digital certificates are ready within an hour. The biggest thing people get wrong is running the check without the candidate's written consent, or treating any record as an automatic rejection when it may have nothing to do with the job.
This guide walks through the steps for employers and candidates, the costs, the records to keep and when to ask for help.
- You need the candidate's written consent before any police check, and the check must be lawful, relevant to the role and applied without discrimination.
- For 2026-27 the NSW Police Force fee is $58.60 for a name and date of birth check and $221.70 for a name, date of birth and fingerprint check.
- Applicants must be 14 or over and a NSW resident, and most digital certificates arrive within an hour of a completed application.
- Child-related work needs a Working with Children Check instead, so confirm which check the role requires before you ask a candidate to apply.
Police check nsw: step by step
Most delays come from missing identity details or a check ordered before the job offer is clear. Work through these steps in order.
- Decide whether the role genuinely needs a police check, and write down why, such as handling cash, working alone with clients or entering secure sites.
- Choose the check type: a name and date of birth check at $58.60, or a name, date of birth and fingerprint check at $221.70 for 2026-27.
- Give the candidate a plain written consent form that says who will see the result, what it will be used for and how long you will keep it.
- Ask the candidate to apply online through the NSW Police Force Community Portal, which is open to NSW residents aged 14 or over.
- Have the candidate keep their identity documents handy, because a mismatch in name or date of birth is the most common cause of a delayed result.
- Collect the digital certificate, which for most applicants is ready within an hour, and confirm it matches the name on the application.
- Read any disclosed records against the inherent requirements of the role, and give the candidate a chance to explain before you decide.
- Record the outcome and the reason for your decision, then store the certificate securely and limit who can see it.
Police check nsw for employers
As an employer you decide when a check is reasonable. A white card left at home on day one is a common problem, and a missing police certificate should be handled with the same calm, practical approach.
- Request a check only where the role justifies it, and apply the same rule to every candidate for the same position.
- Get written consent first, and explain that a disclosed record will be assessed for relevance to the duties, not treated as an automatic bar.
- Ask the candidate to apply for the certificate themselves, then agree in writing who pays the $58.60 or $221.70 fee before they start.
- Keep the result confidential, share it only with the people who make the hiring decision and never discuss it with other staff.
- Do not use the check as a reason to ask about age, family plans, religion, race, sexuality, marital status or union membership.
Police check nsw for candidates and workers
If you are the one being checked, you have more control than you might expect. A clear, early conversation usually prevents a misunderstanding.
- Read the consent form before you sign it, and ask who will see the result and how long they will keep it.
- Apply through the NSW Police Force Community Portal yourself, using your full legal name and the same date of birth shown on your identity documents.
- Check the certificate for errors in name, date of birth and address as soon as it arrives, and ask for a correction if anything is wrong.
- Tell the employer early if you expect a disclosed record, and explain how long ago it happened and why it does not affect the role.
- Ask the employer to confirm in writing what they will do with your certificate once the hiring decision is made.
Police check nsw cost and turnaround
The fee depends on whether fingerprints are needed. Both figures apply for 2026-27.
| Check type | Fee for 2026-27 | What to know |
|---|---|---|
| Name and date of birth check | $58.60 | Applied for online, with most digital certificates ready within an hour. |
| Name, date of birth and fingerprint check | $221.70 | Used where a higher level of identity assurance is needed for the role. |
| Working with Children Check | Not a police check | Required instead for child-related work, so confirm the correct check before applying. |
Police check nsw outside NSW and for child-related work
The NSW portal is for NSW residents. Other states and territories run their own processes, so the details below differ.
- Ask candidates who live interstate to apply through the police agency in their own state or territory, then supply the certificate.
- Check the fee and turnaround with that agency, because the $58.60 and $221.70 figures are the NSW Police Force fees only.
- Use a Working with Children Check, not a standard police check, for roles that involve child-related work in NSW.
- Accept an overseas candidate's police clearance only after you confirm with the relevant authority what it covers.
- Allow extra time when a candidate has lived in more than one state, and keep the offer conditional until the certificate arrives.
Documents and records for a police check nsw
Good records protect both sides if a decision is questioned later.
| Document | Who keeps it | For how long |
|---|---|---|
| Signed consent form | Employer, with a copy to the candidate | While the hiring or employment record is held (indicative — check your privacy obligations) |
| Police check certificate | Candidate owns it; the employer keeps a secure copy only if needed | Only as long as the hiring decision needs it (indicative — check your privacy obligations) |
| Note of the relevance assessment | Employer | With the hiring record (indicative — check your privacy obligations) |
| Time and wage records once employed | Employer | 7 years |
| Payslips once employed | Employer issues, worker keeps | Issued within 1 working day of payday |
Common mistakes to avoid with a police check nsw
- Running or requesting a check without written consent, which breaches the candidate's trust and may create legal exposure for you.
- Rejecting a candidate for any record at all, instead of weighing how relevant it is to the duties and how long ago it happened.
- Asking for a fingerprint check at $221.70 when a name and date of birth check at $58.60 would meet the real risk of the role.
- Using a standard police check for child-related work, when a Working with Children Check is the one the role requires.
- Sharing a certificate with managers or host supervisors who have no part in the hiring decision.
- Starting a worker on site before the check is back, without a written condition that the offer depends on the result.
When to get help with a police check nsw
Most checks are routine. These are the situations where a second opinion is worth it.
- Contact the Fair Work Ombudsman on 13 13 94 if a worker believes a check was used to change pay or conditions unfairly.
- Go to the Fair Work Commission if you have been dismissed after a check and want to lodge an unfair dismissal application within 21 days.
- Ask the ATO if you are unsure how a check fee reimbursed to a worker is treated for payroll and tax.
- Contact SafeWork NSW if the role has safety-sensitive duties and you need to confirm what screening the work health and safety rules expect.
- Speak to an employment lawyer or a labour hire provider before you act on a disclosed record that you cannot easily assess.
Police check nsw FAQ
How much does a police check nsw cost?
For 2026-27 the NSW Police Force charges $58.60 for a name and date of birth check and $221.70 for a name, date of birth and fingerprint check. Agree in writing before the candidate applies who is paying the fee, because the check itself does not decide that.
How long does a police check nsw take?
Most digital certificates are ready within an hour of a completed application through the NSW Police Force Community Portal. Delays usually come from identity details that do not match, so tell candidates to enter their full legal name and date of birth exactly as shown on their documents.
Can an employer require a police check?
An employer can ask for a check where it is relevant to the role, but it needs the candidate's written consent and must be applied fairly. A record should be assessed against the inherent requirements of the job, and it should not be used to discriminate.
Who can apply for a police check nsw?
Applicants must be 14 or over and a NSW resident, and they apply online through the NSW Police Force Community Portal. If the work involves children, a Working with Children Check is needed instead, and people living interstate use their own state or territory process.
Next step: build checks into your hiring process
Decide which roles need a check, put consent in your offer letter and keep the process the same for every candidate. At TQN Personnel, we screen and induct labour hire workers across Sydney and can help you find workers who are ready to start. This is general information, not legal, tax or financial advice, so check the Fair Work Ombudsman, the ATO or an employment lawyer for your situation. For the full hiring process, read our guide on how to hire employees.