For South Africans studying abroad or applying for jobs overseas, one of the most common requirements is having their academic documents authenticated. Whether it’s a university degree, diploma, or transcript, these documents must be apostilled or legalised before they’ll be accepted by foreign institutions. In this guide, we’ll walk you through apostilling academic documents, including a full checklist to make the process smooth and stress-free.
Why academic documents need to be apostilled
When you apply to study, work, or immigrate abroad, foreign authorities must confirm that your South African qualifications are legitimate. An apostille certifies that your educational documents are authentic and issued by a recognised institution.
If your destination country is part of the Hague Apostille Convention, your documents only need an apostille from DIRCO (the Department of International Relations and Cooperation).
If the country is not part of the Hague Convention, your documents must go through embassy or consulate legalisation, a slightly longer process involving the destination country’s embassy in South Africa.
What documents can be apostilled?
Most official academic records issued in South Africa can be apostilled or legalised. Common examples include:
- University degrees and diplomas
- Academic transcripts or marks statements
- Matric certificates (issued by Umalusi)
- Technical or vocational training certificates
- Professional qualification certificates (e.g. law, medicine, engineering)
These must all be issued by a recognised South African educational institution and signed by an authorised official before they can be processed for authentication.
The step-by-step process for apostilling academic documents
Step 1: Verify your documents
Check that your transcripts or certificates are originals and bear the official signature and seal of the issuing institution. Photocopies or emailed copies cannot be apostilled unless they’re notarised first.
Step 2: Obtain verification from the issuing body
For degrees, diplomas, or certificates, contact your university registrar or Umalusi (for matric certificates) to verify authenticity. This step is crucial before DIRCO can issue an apostille.
- Universities: The registrar signs and stamps a letter confirming authenticity.
- Umalusi: Issues a Verification Certificate for school-leaving documents.
Step 3: Notarisation (if required)
If your documents are not directly verifiable by the issuing authority, you’ll need to have them notarised by a Notary Public, a South African attorney authorised to certify documents as true copies.
Step 4: High Court authentication
The notary’s seal and signature must be verified by the High Court where the notary is registered. This step confirms that the notary is legitimate.
Step 5: DIRCO apostille
Once authenticated, your documents are submitted to DIRCO’s Legalisation Section for the final apostille certificate. This certifies your document for use in all Hague Convention countries, including the UK, Netherlands, France, Germany, and Australia.
Step 6: Embassy legalisation (for non-Hague countries)
If your destination country isn’t a member of the Hague Convention, for example, the UAE, China, or Canada, you’ll need to send your documents to the relevant embassy or consulate after DIRCO’s authentication for final legalisation.
Academic document apostille checklist
Before submitting your documents, make sure you have:
- Original diploma or transcript (no photocopies)
- Verification letter from the issuing institution or Umalusi
- Notarised copy (if applicable)
- High Court authentication (for notarised documents)
- DIRCO apostille certificate
- Embassy legalisation (if required by destination country)
- Proof of payment (if using a courier or third-party service)
Common mistakes to avoid
Many South Africans face delays because of small oversights. Here’s what to watch out for:
- Submitting unverified copies of documents
- Forgetting the Umalusi verification for matric certificates
- Using a notary who isn’t registered at a High Court
- Not checking if the destination country is part of the Hague Convention
- Assuming all documents can be apostilled directly without verification
These issues can cause significant delays, especially during university admission or visa processing seasons.
How long does apostilling academic documents take?
- Verification (university or Umalusi): 1–3 weeks
- Notarisation & High Court: 2–5 working days
- DIRCO apostille: 7–14 working days
- Embassy legalisation (if needed): Up to 3 weeks
To avoid missing deadlines, it’s best to start the process at least two months before you need your documents.
Apostille vs legalisation for academic documents
| Process | Applies to | Authority |
| Apostille | Hague Convention countries (e.g. UK, France, Netherlands, Australia) | DIRCO |
| Legalisation | Non-Hague countries (e.g. UAE, Canada, China, Qatar) | Embassy or Consulate |
Why use Apostil.co.za for your academic documents
The apostille and legalisation process can be complex, especially when dealing with multiple government departments. At Apostil.co.za, we handle everything from document collection to final apostille or embassy legalisation, ensuring that your academic transcripts and diplomas are fully compliant and accepted abroad.
Whether you’re applying for postgraduate studies in the UK, validating your degree in Europe, or working overseas, we’ll make sure your documents are processed quickly, correctly, and stress-free.
Final thoughts
Getting your academic transcripts and diplomas apostilled in South Africa may seem like a bureaucratic challenge, but with the right preparation, it’s entirely manageable. By following the checklist and verifying your documents early, you’ll save time, money, and frustration.
For expert assistance, Apostil.co.za provides a seamless, end-to-end service for students and professionals who need to legalise South African transcripts for overseas universities, so you can focus on your future, not the paperwork.