Applying for a Schengen visa can be one of the most exciting steps in your travel or relocation journey, but it also comes with a fair amount of paperwork. Whether you’re heading to France, Germany, Italy, or any of the 27 Schengen member states, document legalisation for Schengen visa applications is non-negotiable.
In this guide, we’ll break down exactly what South Africans need to know about document legalisation for Schengen visa applications, how to get your paperwork accepted by European authorities, and how to avoid the most common mistakes.
Understanding document legalisation for Schengen visa applications
Every country in the Schengen Zone is a member of the Hague Apostille Convention, which means they all recognise the apostille as the official form of document legalisation.
So, if you’re applying for a Schengen visa, the embassy or consulate will require certain supporting documents, such as your birth certificate, marriage certificate, police clearance, or proof of employment, to be apostilled in South Africa before they’re accepted.
Put simply:
To legalise documents for a Schengen visa from SA, you’ll need to have them apostilled by the Department of International Relations and Cooperation (DIRCO) or by a recognised authority in South Africa.
Once apostilled, these documents are considered legally valid across all Schengen member countries, you won’t need to have them re-verified for each one.
Why Schengen countries require apostilled documents
The Schengen states take documentation very seriously, especially when it comes to immigration, work permits, and long-stay visas. Apostilles act as an international guarantee of authenticity, confirming that your South African document is genuine and officially recognised by the government.
Without an apostille, your application could be delayed or rejected, even if everything else is in order.
Common reasons embassies insist on apostilled documents include:
- Preventing fraud or forged paperwork
- Ensuring qualifications or civil records are legitimate
- Streamlining communication between international authorities
In short, apostilling helps European authorities trust your documents, saving both sides time and uncertainty.
Which South African documents need to be legalised
Depending on the type of Schengen visa you’re applying for (tourist, work, study, family reunion, etc.), the documents that need to be apostilled may differ. Here are the most common examples:
Tourist and short-stay visas
- Birth certificate (to prove family ties)
- Marriage certificate (for spouses travelling together)
- Financial documents or affidavits (for sponsorship or proof of funds)
Work or study visas
- University degrees, diplomas, and transcripts (verified through Umalusi or your institution)
- Employment contracts or letters from South African employers
- Police clearance certificate (for background checks)
- Medical certificates or vaccination proof
Family reunion or residence visas
- Birth, marriage, or adoption certificates
- Proof of relationship or guardianship documents
- Court orders or custody papers
How to apostille documents for a Schengen visa
Step 1: Identify the documents required by your embassy
Each Schengen country sets its own visa requirements, even though they share a common zone. Always check the official website of the embassy you’re applying to, for example, the French Consulate in Cape Town or the German Embassy in Pretoria.
Step 2: Prepare and verify your documents
Before apostilling, most documents must first be verified by the issuing authority:
- Birth, marriage, and death certificates → Department of Home Affairs
- Academic records → Umalusi or Department of Higher Education
- Police clearance certificates → SAPS Criminal Records Centre
Step 3: Submit your documents to DIRCO for apostille
Once verified, your originals (or certified copies) must go to DIRCO’s Legalisation Section in Pretoria. DIRCO attaches an apostille certificate confirming the signature and seal are authentic under South African law.
Step 4: Attach to your visa application
Once your apostille is affixed, your documents are ready to submit to any Schengen embassy. Because all 27 Schengen members recognise the Hague Apostille, there’s no need for additional embassy legalisation.
Processing times and practical tips
Legalising documents for Schengen visas can take time, particularly if multiple departments are involved.
Typical processing times:
- Home Affairs verification: 2–4 weeks
- Umalusi verification: 4–6 weeks
- DIRCO apostille: 4–6 weeks (standard service)
If you’re travelling soon, Apostil.co.za can assist with express apostille processing, courier submissions, and document collection to ensure your paperwork meets embassy deadlines.
Pro tip
Start the apostille process as soon as you book your visa appointment; embassies are strict about timing, and incomplete documentation can lead to rejections or rescheduling delays.
Avoid these common mistakes
Many South Africans run into preventable problems when preparing their documents for Schengen visa applications. Watch out for these:
- Submitting uncertified photocopies instead of originals
- Apostilling unsigned or unverified documents
- Sending documents to the wrong department (e.g. Home Affairs vs DIRCO)
- Forgetting to translate documents into the official language required by the destination country
- Assuming an old apostille (issued years ago) is still valid
Working with a professional apostille and legalisation service can save you time, prevent rejection, and ensure your documents are processed correctly the first time.
Apostille vs embassy legalisation for EU visas
Because the entire Schengen Zone is part of the Hague Apostille Convention, you only need an apostille, not embassy or consular legalisation, for your South African documents.
This rule applies to all Schengen countries, including:
Austria, Belgium, Croatia, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Iceland, Italy, Latvia, Liechtenstein, Lithuania, Luxembourg, Malta, Netherlands, Norway, Poland, Portugal, Slovakia, Slovenia, Spain, Sweden, and Switzerland.
However, if you’re planning to use your documents in a non-Hague European country (like Kosovo or Belarus), you’ll need a full embassy legalisation instead.
Final thoughts
Getting your paperwork in order is one of the most important steps in securing your Schengen visa. Apostilling your documents ensures they’re accepted without question, avoids delays, and keeps your travel plans on track.
If you need to legalise documents for a Schengen visa from SA, Apostil.co.za can handle the process from start to finish, from document verification and DIRCO submissions to final delivery. Our experienced team ensures your paperwork is compliant, fast-tracked, and ready for your European adventure.