We often get asked what the validity of apostilles and authentications are and if these stamps ever expire. The most straightforward answer is that while apostille certificates or stamps do not have expiry dates, but depending on who or what authority has requested the certificate, the apostille might only be valid for a certain period.
One example of apostilles having a specific validity period is a police clearance certificate (click to read an article about exactly that). A visa authority may request that your police clearance certificate and apostille are less than three or six months old. This is understandable since a certificate verifying your criminal records must be recently issued.
Another document that must be issued with an apostille no older than three to six months is a letter of no impediment. This certificate confirms that nothing is preventing a couple from getting married. If South Africans get married abroad or wish to get married to foreigners in South Africa, the letter of no impediment is a vital document that must form part of a documentation pack.
Aside from the apostille’s signature page, it is the actual date stamp on the original document that matters. Therefore, the date stamp on the apostille does not necessarily matter, since it will certainly be a date after the document’s date. Nor does the date on which you applied for the original document. The only critically important date is the date on which the relevant government department issued the document.
If my details have not changed, why do I need to obtain a new document?
You might argue that it is unnecessary to have new documents issued if your birth certificate details and those on your academic qualifications have not changed. And this is also what causes the confusion around the validity of apostilles. However, many international government offices (such as DIRCO) may still insist on all official documents (and their apostilles) being less than three or six months old.
The date stamp on an apostille is rarely a determining factor for the validity and expiration of official documents. Instead, the main focus falls on the original document’s date of issuance. For this reason, it is imperative to do proper planning to ensure that all your documents are issued on time for any official use.
My document has expired and is older than the requirements. What now?
In the event that your documents are older than what the authorities requested, it is possible to get your documents reprinted. Reprints also feature new date stamps. But this option does not always work.
Reprints are a very fickle thing and should be seen as a last resort for your documentation pack.
Let’s take police clearance certificates as an example. We see mistakes on about 1 in every 20 police clearance certificates issued by the CRC. Although the errors on the certificates are minor (Mr. instead of Mrs., errors in place of birth details, etc.), the certificates must be reprinted if they contain errors.
According to all logic, it should take just a day or two for a reprint to be issued. But the reality is that it takes much longer. Whenever Apostil.co.za requests reprints on behalf of a client, there is at least a three-week timeline to work with. This ensures there is enough time to cover unforeseen delays at the government department/s.
Reprints can also be done for documents that reach the end of their validity periods. Let’s suppose, for example, the Spanish authorities require you to submit a police clearance certificate. The date stamp on the certificate cannot be older than three months. We can easily have these certificates reprinted within six months. Although it takes a week or two, the new certificate will also have a new date stamp and signature.
In the event that a Home Affairs document like a birth or marriage certificate reaches the end of its validity period or was printed with incorrect details, we can also have it reprinted. But this is only a viable option if the information is still saved on the DHA system. Whenever documents have to be retrieved from the vault or archives, the process will be severely delayed.
Need assistance with the validity of apostilles and other vital documents?
Apostil.co.za can assist you in getting your South African documents in between 5 and 30 working days of applying (excluding courier time).
In addition, the documents can be apostilled quickly for countries that require this. We can also have them authenticated and attested at an embassy in South Africa. Our team of experts is ready to help you with all your legal document requirements, so feel free to get in touch with us today!