If you’re planning to work, study, get married, immigrate, or do business overseas, you may be asked to provide official documents from South Africa. However, many foreign institutions won’t accept these documents unless they’ve been properly authenticated. This is where many South Africans get stuck because authentication can involve different steps depending on the country and the document type. Understanding what’s required upfront can save you a lot of time, frustration, and unnecessary delays.
First Things First:
Before you do anything, it’s essential to confirm exactly what the foreign institution needs. Some institutions are happy with a notarised copy of a document – this means a certified copy from a Notary Public. Others may require that the document goes through a formal authentication process, which can be either quick or more complex, depending on the country. Let your notary know exactly what the receiving institution requires. This will help them guide you correctly and avoid delays in the process.
Authentication:
Authentication is the general term used to describe the process of proving that your South African document is valid and genuine for use abroad. There are two main types of international authentication. The first is known as apostille certification, which applies if the country you’re sending the document to is also part of the Hague Convention of 1961. An apostille certificate confirms that the signature and seal on your document are genuine, and once this certificate is attached, no further steps are usually required.
The second process, used when the receiving country is not a member of the Hague Convention, is known as legalisation. Legalisation involves extra steps. First, your document must be authenticated by the South African High Court or another relevant authority. It is then submitted to the Department of International Relations and Cooperation (DIRCO), where it is officially legalised. Finally, the document must be sent to the embassy or consulate of the receiving country for further authentication, as per their specific rules.
Which method you follow depends mainly on two factors: the country where you’re sending the document, and the type of document.
The Receiving Country:
If the receiving country is a member of the Hague Convention, an apostille certificate will usually be enough. You can check if a country is a member by visiting the Hague Conference on Private International Law’s website: www.hcch.net. If the receiving country is not a member, you’ll have to follow the longer legalisation route.
Type of Document:
The type of document also plays a big role.
Some documents can be signed in front of a Notary Public, who then certifies them. These notarised documents – such as powers of attorney, affidavits, or private contracts – are then submitted to the Registrar of the High Court for an apostille certificate. The Notary will attach a certificate of authentication, and the High Court will confirm the Notary’s credentials by issuing the apostille.
Other documents must be submitted to Department of International Relations and Cooperation (DIRCO) for apostille / authentication. If the receiving country is not a party to the Hague Convention, additional steps will be required after the DIRCO authentication.
The following types of original public official documents can be submitted directly to the DIRCO Legalisation Section, provided the documents were signed and stamped by the relevant authority, as listed below:
| Document | Relevant Authority |
|---|---|
The original unabridged or full:
|
Department of Home Affairs (DHA) |
The original (valid)
(Please note that a Police Clearance Certificate is only valid for six months from date of issue.) |
South African Police Service (SAPS) – Criminal Record and Crime Scene Management |
The original
|
The relevant Presiding Officer / Commissioner of Child Welfare of the Children’s Court (Department of Justice and Constitutional Development) The Registrar of Adoptions at the Department of Social Development |
The original
(Please note that DIRCO cannot legalise the physical driver’s licence) |
Department of Transport – Road Traffic Management Corporation (RTMC) |
| However, some documents first need to be verified by their issuing body before going to DIRCO: | |
| Document | Issuing Body (to stamp and sign on every page) |
| Export documentation | Authorised employee at the Chamber of Commerce and Industry |
| National Senior Certificates / Matric Certificates (issued before November 1992) | Department of Basic Education (DBE) |
| National Senior Certificates | Umalusi |
| Statement of Results | Department of Higher Education (DHE) |
| Tertiary Qualifications (e.g., Degree Certificates) | South African Qualifications Authority (SAQA) |
| Trade Certificates (e.g., occupational certificates NQF Levels 2–8) | Quality Council for Trades and Occupations (QCTO) |
All original documentation regarding:
|
Registrar at the Department of Trade, Industry and Competition (DTIC) – Companies and Intellectual Property Commission Office (CIPC) |
| Medical Certificates | Health Professions Council of South Africa (HPCSA) |
| Documents pertaining to the transportation of livestock | Authorised State Veterinarian |
It’s also important to note that laminated documents will not be accepted by DIRCO, so avoid laminating any originals you intend to send abroad.
Passports and Identity Documents
Passports and South African identity documents can’t be apostilled or authenticated in their original form. Instead, a Notary Public must make a certified copy of the document. This certified copy can then be sent to the High Court for apostille or authentication. If further authentication is needed (because the country isn’t part of the Hague Convention), the certified and authenticated copy must then go to DIRCO, and finally to the foreign embassy or consulate.
Divorce Decrees & Settlement Agreements
To use a divorce decree and settlement agreement abroad, contact the High Court where the divorce was granted and arrange for a Registrar to sign and stamp the documents. If the receiving country is a member of the Apostille Convention, the High Court can issue an apostille directly, and no further authentication is needed. In that case, do not send the documents to DIRCO, as the apostille is the only required formality.
Wills & Other Estate Documents Submitted to the Master
If you need to use a South African Will or other deceased estate documents abroad, it is important to first obtain a certified copy from the Master of the High Court where the estate was reported. The Master’s Office is the only authority that can issue certified copies of these original documents. As of now, the fee for a certified copy is R50,00 per document, and the process typically takes about 21 working days. Once you have the certified copy, you may also need to have it authenticated for international use.
Company Registration Documents (Only Copies Issued)
If the CIPC only issues copies of your company registration documents and does not verify the originals, you’ll need to follow the Notary Public and High Court route. A Notary Public must certify the copies, after which they can be apostilled or authenticated by the Registrar of the High Court, depending on the requirements of the receiving country.
Your Timeline Unlocked
Timelines vary depending on the type of document and the process required. A notarised document with an apostille from the High Court usually takes 1 to 3 working days. However, authentication through DIRCO can take 6 to 7 weeks, sometimes even longer during busy periods. If your document needs to be verified by a body like Umalusi or SAQA before going to DIRCO, you should expect an additional 2 to 6 weeks. For this reason, it’s always best to start the process well in advance of your planned travel, study, application, or business deadline.
Your Support Squad Awaits
At DKVG Attorneys, we assist individuals and businesses with the notarisation and authentication of South African documents for use abroad. Whether you need a simple notarised copy or full legalisation through multiple government departments, our team is here to guide you through every step. Let us help you avoid delays by ensuring you understand what’s needed from the very beginning.
Written By : Muriel Snyders
BA. LL.B. | Attorney, Notary, Conveyancer
DKVG Cape Town