One of the most common questions we get at Apostil.co.za is: Can I apostille a copy of my document, or does it have to be the original? The short answer is: it depends on the type of document, how the copy was certified, and the specific rules of the receiving country. In this guide, we’ll break down the difference between certified versus original documents, and how apostilles work with each. If you’re a South African preparing to legalise your documents for use overseas, read this first.
What is an apostille?
An apostille is a certificate attached to a South African document to confirm its authenticity for international use. It’s issued by DIRCO (Department of International Relations and Cooperation) or the High Court, depending on the type of document.
Apostilles are only accepted in countries that are part of the Hague Apostille Convention, and even then, there are rules about which documents qualify.
Certified versus original documents: what’s the difference?
Original documents
These are the first-issued, official documents. For example, your actual university degree, police clearance certificate, or unabridged birth certificate from Home Affairs.
In many cases, only originals can be apostilled, especially if they are government-issued and signed by an authorised official.
Certified copies
These are copies that have been stamped and signed by a commissioner of oaths, lawyer, notary public, or sometimes the institution that issued the original. They are not the original document, but carry legal weight in many situations.
When can you apostille a copy of a document?
In South Africa, certified copies can be apostilled, but only in specific cases:
- The copy must be certified by a notary public (not just a regular commissioner of oaths).
- It must then be authenticated in the High Court with a certificate confirming the notary’s authority.
- Finally, it can be apostilled by DIRCO or, in some cases, directly through the High Court.
This three-step process ensures the document’s chain of authenticity.
However, not all certified copies are accepted. Many embassies and foreign authorities specifically request originals.
When do you need the original?
For most official documents issued by the South African government, like:
- Birth, marriage, or death certificates
- Police clearance certificates
- Matric and university certificates
- Divorce decrees
- Letters of no impediment
—you’ll need the original for apostille purposes.
If your document is printed on official Home Affairs paper, stamped, and signed, DIRCO can usually apostille it directly.
What to do if your original is unavailable
If the original is lost or not accepted for apostille:
- Apply for a reissue from the relevant authority (e.g. Home Affairs, SAPS, university).
- If only a certified copy exists (e.g. an old degree or notarised contract), you may need to go through a notary + High Court legalisation route.
- Contact Apostil.co.za to confirm the best approach. We handle both DIRCO and High Court apostilles and can advise on the most efficient path.
Final tip: always check the destination country’s rules about certified versus original documents
Some countries accept certified copies with apostilles. Others insist on apostilled originals. To avoid rejection, always check with the foreign authority requesting the document, or ask us. We’ve worked with all major destination countries and know what’s accepted where.
For professional help getting your South African documents apostilled, whether originals or certified copies, Apostil.co.za has you covered.