Legalization of Documents for International Use

Legalising Your South African Documents for Use Abroad

Planning to work, study, or live in another country? You'll likely need to make your South African official documents legally valid for use outside of South Africa. This process is called legalisation, and it's handled by the Department of International Relations and Cooperation (DIRCO).

Legalisation simply means we verify the signatures and seals on your official South African documents, making them acceptable to foreign governments and institutions.

What is "Legalisation" and Why Do You Need It?

When you use a document (like a birth certificate or degree) in a country different from where it was issued, that country needs assurance that the document is genuine. Legalisation provides this assurance.

There are two main ways documents are legalised, depending on the destination country:

• Apostille Certificate: This is a special certificate for countries that are part of "The Hague Convention of 5 October 1961." It's a quick, internationally recognised way to legalise documents.

• Certificate of Authentication: This is used for countries that are not part of The Hague Convention. It's a more traditional legalisation process.

Important Note: South African embassies or consulates abroad can only legalise documents that were already legalised by the foreign authority in their country for use within South Africa. They cannot issue Apostille Certificates; only Certificates of Authentication.

What Documents Can Be Legalised?

DIRCO's Legalisation Section processes a wide range of official South African public documents. However, we cannot tell you which documents you need for your specific foreign application (e.g., for a visa, work permit, or citizenship).

You must contact the foreign embassy or consulate of the country where you will use your document (located here in South Africa) to find out their exact requirements. They will advise you on which documents you need and if they require legalisation.

Documents We Accept Directly (from the Issuing Authority):

Certain original official documents can be submitted directly to DIRCO for legalisation, provided they are properly signed and stamped by the correct issuing authority.

• Home Affairs Documents:

  • Original unabridged (full version) birth, marriage, and death certificates.

  • Original (valid for 6 months) Letters of No Impediment (confirming you are free to marry).

  • Letters confirming South African citizenship or renunciation of citizenship.

  • These must be from the Head Office of the Department of Home Affairs and be signed and stamped by an authorised official. Regional office letters of no impediment are not accepted.

• Police Clearance Certificates:

  • Original (valid for 6 months from issue date) Police Clearance Certificates issued, signed, and stamped by the South African Police Service (SAPS) – Criminal Record and Crime Scene Management.

• Adoption Papers:

  • Original adoption papers signed and stamped by the Children’s Court (Department of Justice) or the Registrar of Adoptions (Department of Social Development).

• Driver's Licence Confirmation Letters:

  • Original confirmation letters from the Department of Transport – Road Traffic Management Corporation (RTMC) confirming a valid driver's licence. (We cannot legalise your actual driver's licence card).

• Company & Intellectual Property Documents:

  • Original documents for company registration, patents, trademarks, copyrights, etc., must first be stamped and signed (every page) by the authorised Registrar at the Companies and Intellectual Property Commission (CIPC).

• Export Documents:

  • Export documentation must be stamped and signed (every page) by an authorised employee at a Chamber of Commerce and Industry. (Note: The Chamber won't certify government-issued documents like health certificates, but they can provide an accompanying letter verifying their examination of it).

• Medical Certificates:

  • Medical certificates from a South African medical doctor must be stamped and signed (every page) by an authorised official at the Health Professions Council of South Africa (HPCSA). This confirms the doctor is registered in SA.

• Livestock & Pet Transportation Documents:

  • Documents related to the transportation of animals should be stamped and signed by an authorised State Veterinarian.

• Divorce Decrees & Settlement Agreements:

  • Contact the High Court where the divorce was granted directly. Arrange for a current Registrar or Assistant Registrar (not a clerk) to sign and stamp the decree and each page of any settlement agreement.

  • Important: If the destination country is an Apostille Convention signatory, the High Court can issue the Apostille directly. In this case, do not send it to DIRCO.

Documents Requiring Prior Verification (Academic & Other Specifics):

These documents need to go through another South African government department for verification before they can be submitted to DIRCO.

• School & Transfer Certificates (Grades 1 – 11):

  • Must be signed/sealed by the principal and education district director. The principal provides a confirmation letter. Then, submit to the Department of Basic Education (DBE) in Pretoria for a confirmation letter.

• Secondary School Certificates (Grade 12):

  • Original Grade 12 certificate and a copy taken to the Department of Basic Education (DBE) in Pretoria for verification.

• Matric Certificates (Umalusi Certificates):

  • For qualifications like Senior Certificate or National Senior Certificate, you need verification from Umalusi.

  • Submit certified copies of your certificate and ID/passport (not older than 3 months) to verification@umalusi.org.za, along with proof of payment. Umalusi will process the verification and arrange for courier to DIRCO or for collection.

  • Note: Umalusi handles certificates from Nov 1992 onwards. Earlier certificates, or those for Grades 1-11, go to DBE.

• Tertiary Qualifications (Degrees, Diplomas):

  • South African tertiary qualifications must first be verified by the South African Qualifications Authority (SAQA).

  • Submit the original verification letter from SAQA to DIRCO. If you want a copy of your degree legalised, SAQA must stamp and sign that copy, confirming the qualification matches their national framework. Email applications to verificationsletter@saqa.org.za.

• Trade Certificates:

  • These are verified by the Quality Council for Trades and Occupations (QCTO).

  • Submit certified copies of your certificate and ID/passport (not older than 3 months) to verification@qcto.org.za, along with proof of payment. QCTO will process verification and arrange for courier to DIRCO or collection.

  • Note: QCTO handles certificates from 1 November 2013 onwards, and others listed on their site. Older certificates or those from former Training Boards/SETAs may need to go via a Public Notary/High Court.

Documents Requiring Public Notary & High Court (for "Other" Documents):

For documents not directly issued by the above departments, or documents like affidavits, powers of attorney, work contracts, or translations, a multi-step process is required:

• Step 1: Public Notary or Sworn Translator:

  • Have your document verified by a Public Notary (an attorney registered with the High Court). They will make a "certified true copy of the original."

  • If a translation is needed, it must be done by a Sworn Translator.

• Step 2: Registrar of the High Court:

  • Take the notarised or translated documents to the Registrar of the High Court of South Africa in the same jurisdiction as the Notary or Translator. The Registrar will verify their signature/seal.

  • Documents must be bound together with a ribbon and red seal, with the Registrar's signature as the final one on the first page.

• Step 3: Submit to DIRCO (for Authentication only):

  • Only after authentication by the High Court (for non-Apostille countries), submit the documents to the DIRCO – Legalisation Section for further authentication.

Important Changes: Effective 2 September 2024!

From Monday, 2 September 2024, DIRCO will NO LONGER ACCEPT certain documents if they have been notarised by a public notary and bound by the High Court. This applies to both personal and courier submissions.

This means documents like original/copies of:

• Home Affairs certificates (birth, marriage, death, Letters of No Impediment)

• Police Clearance Certificates

• South African degrees, National Senior Certificates, School documents, Trade certificates, Statements of results

• Driver's licence verifications from the Department of Transport

• Foreign documents or copies of foreign passports

These specific documents must now follow the direct submission or prior departmental verification routes as detailed in the "Documents We Accept Directly" and "Documents Requiring Prior Verification" sections above.

How to Submit Your Documents to DIRCO

You have two main options for submission:

Option 1: Via a Registered Courier Service (Recommended)

• Address: Department of International Relations and Cooperation (DIRCO), OR Tambo Building, 460 Soutpansberg Road, Rietondale, Pretoria, 0084 – Attention: Legalisation Section.

• What to Include: A cover letter inside your package (not stuck on the envelope), indicating the destination country, your contact details, and an email address for notifications.

• Courier Protocol: Couriers deliver between 08:30 and 12:30, Monday to Friday. Ensure your package is properly sealed with an airway bill for tracking.

• Notification: You'll receive an email notification from DIRCO once your documents are processed and ready for collection.

Option 2: In Person (Limited)

• Days/Times: Monday, Tuesday, Thursday, and Friday from 08:30 – 12:15.

• Daily Limit: Only 60 people can be accommodated per day. A register is available at security.

• Document Limit: You can submit up to 5 documents per person.

• Family Submissions: You can submit for immediate family (spouse, children, parents) but bring a Letter of Authority if they live abroad. Other family members must use a courier.

• Bring Your ID: Remember to bring your ID book/card.

Option 3: Via South African Embassy/Consulate Abroad (for those living outside SA)

• If you live abroad, you can submit your documents to your nearest South African diplomatic mission. They can send them to DIRCO via diplomatic bag.

• Check First: Confirm with the mission if this service is available for your document type (documents requiring prior verification in SA cannot use this route).

Collecting Your Legalised Documents

Collection Address: Department of International Relations and Cooperation (DIRCO), OR Tambo Building, 460 Soutpansberg Road, Rietondale, Pretoria, 0084 – Legalisation Section (ground floor).

Notification:

• You will receive an email from collections@dirco.gov.za when your documents are ready. This email will include your reference number and collection instructions.

• Check SPAM/JUNK folders!

• Print the email and bring it with you for security and DIRCO staff.

Collection Options:

1. Self-Collection: You collect them yourself.

2. Family/Friend Collection: A family member or friend can collect on your behalf.

3. Courier Collection: A registered courier company can collect for you.

Crucial for Collection (if not collecting yourself):

• If someone else or a courier is collecting, you MUST provide them with a Letter of Authority. Without it, documents will not be released. (Download template from DIRCO webpage).

• Couriers must also bring their airway bills and packaging.

Collection Times:

• Monday, Tuesday, Thursday, or Friday from 08:30 to 12:15 (excluding public holidays).

Document Protection: You are responsible for providing protective packaging (e.g., bubble wrap) for your documents during transportation, especially if using a courier. DIRCO is not responsible for damage during transit.

Important Things to Remember

• Services are FREE OF CHARGE.

• No Forms: There are no specific forms to fill out for legalisation. Just follow the guidelines.

• Processing Time: Currently approximately 6 – 7 working weeks. This can fluctuate due to demand. There is no "express" service.

• Document Retention: DIRCO will only keep uncollected documents for a maximum of six (6) months after notification, after which they will be destroyed.