Responses to Information Requests

​​​​​​​Responses to Information Requests (RIRs) are research reports on country conditions. They are requested by IRB decision-makers.

The database contains a seven-year archive of English and French RIRs. Earlier RIRs may be found on the European Country of Origin Information Network website.

RIR​s published by the IRB on its website may have attachments that are inaccessible due to technical constraints and may include translations of documents originally written in languages other than English or French. To obtain a copy of such attachments and/or translated version of the RIR attachments, please email us.​

Related Links

Disclaimer

Disclaimer

Responses to Information Requests (RIRs) cite publicly accessible information available at the time of publication and within time constraints. A list of references and additional sources consulted are included in each RIR. Sources cited are considered the most current information available as of the date of the RIR.            

RIRs are not, and do not purport to be, conclusive as to the merit of any particular claim for refugee protection. Rather, they are intended to support the refugee determination process. More information on the methodology used by the Research Directorate can be found here.          

The assessment and weight to be given to the information in the RIRs are the responsibility of independent IRB members (decision-makers) after considering the evidence and arguments presented by the parties.           

The information presented in RIRs solely reflects the views and perspectives of the sources cited and does not necessarily reflect the position of the IRB or the Government of Canada.          

5 February 2021

KEN200445.E

Kenya: Requirements and procedures to obtain documents from abroad, including police reports, birth certificates and medical records; procedures if the applicant is outside Kenya and has no identity documents or only the certified true copy of a genuine passport (2018–January 2021)

Research Directorate, Immigration and Refugee Board of Canada

1. Requirements and Procedure to Obtain Police Reports
1.1 Police Clearance Certificate / Certificate of Good Conduct

According to the website of the Kenya High Commission in Ottawa, the requirements for a Kenyan citizen [residing in Canada] to obtain a police clearance certificate are as follows:

  1. A complete set of original (plus one photocopy) rolled and plain fingerprints taken at any local police station [and] bearing an official stamp. Photocopies or prints used in previous years are not acceptable.
  2. Two clear copies of 2nd generation identity card if applicant is above 18 years of age. Kenyan passports and birth certificates are not accepted. PLEASE NOTE, DIGITALLY SCANNED COPIES ARE NOT ACCEPTED.
  3. A certified copy plus one photocopy of Kenyan birth certificate if the applicant is below 18 years of age.
  4. Formal application letter (request letter).
  5. Two copies of [the] completed application form, downloadable at [the Kenya High Commission's] website. …
  6. Processing fee: $60.00 CDN (non-refundable) payable to "Kenya High Commission" by money order or certified cheque.
    NOTE: WE ACCEPT DEBIT/ CREDIT CARDS FOR WAL[K]-INS ONLY[.]
  7. Enclose a pre-paid self addressed return Xpresspost courier envelope from Canada Post (it should have a tracking number).
    If you are using other courier services[,] they should have a "computer-generated label[.]"
  8. [P]lease submit the above requirements to: Kenya High Commission, 415 Laurier Avenue East, Ottawa, Ontario K1N 6R4. (Kenya n.d.a, emphasis in original)

According to the same source, the requirements for a non-Kenyan citizen [residing in Canada] to obtain a police clearance certificate are as follows:

  1. A complete set of the original (plus one photocopy) rolled and plain fingerprints taken at [a] local police station [and] bearing an official stamp. Photocopies or prints used in previous years are not acceptable.
  2. An application letter (request letter).
  3. Two copies of the application form, [which is available on the same website].
  4. Processing fee: $60.00 CDN (non-refundable) payable to "Kenya High Commission" by either money order, [b]ank draft or certified cheque. NB. The new fee of C$ 60 [comes into effect on] 1st October 2017.
    NOTE: FOR WALK-INS ONLY, WE ACCEPT DEBIT/CREDIT CARDS.
  5. Two copies of the applicant's passport with documentary [proof] that he/she has [resided] in Kenya for 6 months or more. Document from his/her employer or training institution[,] in case of expatriate or student respectively[,] is relevant.
  6. Two copies of alien identity card in case of alien in Kenya.
  7. Two copies of UNHCR valid mandate letter in case of refugee in Kenya. UNHCR movement passes or recommendations from other government or non-governmental organizations are not accepted.
  8. One certified copy (plus one photocopy) of a valid passport/ travel document of the bio-data page only[.]
  9. Enclose a pre-paid self addressed return Xpresspost courier envelope from Canada Post (it should have a tracking number).
    Other courier services should have a "computer-generated label[.]"

Please submit the above requirements to:

Kenya High Commission, 
415 Laurier Avenue East,
Ottawa, Ontario, K1N 6R4. (Kenya n.d.a, emphasis in original)

The same website indicates that the payment of the fee does not guarantee the issuance of a police certificate and that the processing time could be up to three months (Kenya n.d.a). In correspondence with the Research Directorate, a counselor at the Kenya High Commission in Ottawa indicated that applications that do not meet the requirements listed above are denied (Kenya 22 Dec. 2020).

1.2 Police Incident Reports

In follow-up correspondence with the Research Directorate, the Counselor at the Kenya High Commission in Ottawa indicated that applicants residing overseas should liaise directly with the police in Kenya to obtain a police incident report (Kenya 23 Dec. 2020). Further information could not be found among the sources consulted by the Research Directorate within the time constraints of this Response.

2. Requirements and Procedure to Obtain Birth Certificates

According to the website of the Kenya High Commission in Ottawa, the requirements for an applicant residing overseas to obtain a duplicate copy of a birth certificate are as follows:

  1. Formal Letter of Application[.]
  2. Two duly completed "search forms" [available on the same website].
  3. CAD $56.00 (non-refundable [m]oney [o]rder/[b]anker's [d]raft/[c]ertified cheque only payable to Kenya High Commission).
    ** No refunds will be made for applications mailed to this office with amounts over and above the indicated amount.
  4. Two clear copies of the original birth certificate or birth notification from hospital.
  5. A pre-paid self addressed return Xpresspost courier envelope from Canada Post (it should have a tracking number).
    Other courier services should have a "computer-generated label." (Kenya n.d.b, emphasis in original)

The same source indicates that the payment of the fee does not guarantee the issuance of the duplicate birth certificate and that the processing time is between two and six months (Kenya n.d.b). The Counselor at the Kenya High Commission in Ottawa indicated that applications that do not meet the requirements listed above are denied (Kenya 22 Dec. 2020).

3. Requirements and Procedure to Obtain Medical Records

Regarding obtaining medical records from Kenya while living overseas, the Counselor at the Kenya High Commission in Ottawa indicated that applicants should liaise directly with the medical organization that has the records needed (Kenya 22 Dec. 2020). Further and corroborating information could not be found among the sources consulted by the Research Directorate within the time constraints of this Response.

This Response was prepared after researching publicly accessible information currently available to the Research Directorate within time constraints. This Response is not, and does not purport to be, conclusive as to the merit of any particular claim for refugee protection. Please find below the list of sources consulted in researching this Information Request.

References

Kenya. 23 December 2020. Kenya High Commission in Ottawa. Correspondence from a counselor to the Research Directorate.

Kenya. 22 December 2020. Kenya High Commission in Ottawa. Correspondence from a counselor to the Research Directorate.

Kenya. N.d.a. Kenya High Commission in Ottawa. "Police Clearance Certificate." [Accessed 15 Dec. 2020]

Kenya. N.d.b. Kenya High Commission in Ottawa. "Birth and Death Search Certificate." [Accessed 15 Dec. 2020]

Additional Sources Consulted

Oral sources: Kenya – Ministry of Health.

Internet sites, including: Factiva; Kenya – Ministry of Foreign Affairs, Ministry of Interior and Coordination of National Government, Department of Immigration Services, National Police Service.

​​
​​

​​​