The Employer's Guide to Singapore Criminal Record Checks

What counts as a “criminal record” in Singapore?

In Singapore, a criminal record generally refers to entries in the Register of Criminals for “registrable crimes” under the Registration of Criminals Act. Some records can become “spent” after a crime-free period (typically five consecutive years), meaning the person is treated in most contexts as having no prior conviction. Serious offences listed in the law cannot be spent. Candidates who are unsure of their status can check it via the SPF e-service for records rendered spent.

2025 update: From 6 January 2025, the Singapore Police Force issues the Certificate of Clearance digitally.

Can employers ask about criminal history?

Yes — provided it is job-related and handled fairly and consistently. Employers are expected to follow the Tripartite Guidelines on Fair Employment Practices, which emphasise merit-based criteria and discourage blanket exclusions that aren’t relevant to the role.

For regulated roles (e.g., in financial services), proportionate checks can be justified against the MAS Guidelines on Fit and Proper Criteria (see the 30 May 2025 revision).

Lawful ways to verify (COC, declarations, sector rules)

There is no public database that employers can query for another person’s criminal record. Verification usually follows one of these pathways:

1. Certificate of Clearance (COC)
   The COC is applied for by the individual via the SPF e-Services portal and is most commonly requested by foreign authorities (e.g., immigration or overseas employment). Many missions require documentary proof from the requesting body — the Ministry of Foreign Affairs provides examples of such requirements.
2. Candidate self-declaration (standard for local hires)
   Ask a narrow, job-related question during hiring (sample below). Where higher assurance is necessary, some employers request a statutory declaration, which is explained in the Judiciary’s guide and administered through Commissioner for Oaths services.
3. Sectoral attestation
   In regulated sectors (e.g., finance), align your process to fit-and-proper or equivalent rules, documenting why the check is necessary and keeping scope minimal.

Tip: For overseas postings, host authorities sometimes accept a statutory declaration instead of a COC. Always check the written requirement of the host authority (often on consular pages) before sending a candidate down the COC route.

Suggested self-declaration wording

“This role involves [describe risks: handling client funds / working with vulnerable persons / access to secure facilities]. To help us meet legal and client obligations, please declare any unspent criminal convictions relevant to these duties. You are not required to disclose records that are spent under Singapore law. Any information you provide will be kept confidential and assessed fairly with the role’s requirements.”

How “spent” records work (and how to treat them)

Under the Registration of Criminals Act, a record can become spent after a five-year crime-free period, if conditions are met. If a record is spent, the person is generally treated as having no criminal record, and employers should avoid asking for or acting on spent records unless a legal exception applies. When in doubt, ask the candidate to confirm their status via the SPF spent-status e-service rather than requesting details.

PDPA basics: collecting and storing high-risk personal data

While “sensitive personal data” isn’t a formal category in Singapore’s PDPA, criminal-history information is clearly high-risk and should be handled with stronger safeguards. Apply:

• Purpose limitation and consent: collect only what is necessary, and explain why and how data will be used (see PDPC data protection obligations).
• Protection and access controls: restrict access to need-to-know staff; secure storage for any digital copies (same PDPC guidance).
• Retention: set explicit retention periods (e.g., delete unsuccessful candidates’ declarations after X months unless a dispute is ongoing).

A practical screening policy checklist

Use this 10-point list to keep hiring fair, lawful, and defensible:

1. Tie any criminal-history question to documented role risks per the Tripartite Guidelines.
2. Prefer self-declaration first; request a COC only when truly required (e.g., overseas authority) via SPF e-Services.
3. Include clear guidance on spent records and link internal SOPs to the SPF spent-status e-service.
4. Make individualised assessments, not blanket bars (again, see the Tripartite Guidelines).
5. Explain adverse-decision logic by tying it to job duties and documented risks.
6. Obtain informed consent and keep an audit trail (see the PDPC obligations).
7. Limit data sharing; don’t email declarations widely.
8. Set retention + deletion rules and purge on schedule.
9. For regulated roles, map requirements to MAS fit-and-proper criteria (and note the May 2025 update).
10. Provide a contact point for appeals or clarifications consistent with fair practice.

Fair, lawful, and practical

Handled well, criminal-history questions are a narrow, job-related safeguard—not a barrier to work. Anchor your process to fair-hiring principles and data-protection basics, treat spent records appropriately, and use self-declarations by default, reserving a COC for cases where a competent authority genuinely requires it. If you’d like a quick sense-check book a 15-minute review to pressure-test your policy end-to-end.