Why use Apostil for document notarisation?

Saving you time: We queue for you, we apply on your behalf, we call and travel many times to follow up on your applications and then collect once ready. Usually, we receive documents much, much faster than if you had applied alone, especially if you are based outside of South Africa. You save masses of time using our services.

Why use Apostil for document notarisation?

Experience and know-how: We are a reputable firm with an extensive track record. Other providers are typically back-street operators or single operators – be aware as your personal documentation is at stake. If your documentation has errors, we attempt to have this corrected, usually at no extra cost.

Apostil – Where are we based?

Apostil.co.za has various office addresses in the Western Cape and Gauteng. You can only courier them to us, please enquire for the address (depends on your requirement). We also offer a delivery and collection service within SA and globally, through DHL, The Courier Guy and other companies. To reiterate, we only accept documentation, couriered, to our addresses.

Abridged vs Unabridged vs Vault Certificates

You have found out that you need to submit a copy of your birth or marriage certificate, for a visa application or another official process, but which version do you actually need? South African documents come in three forms: abridged, unabridged and vault. This page explains the difference between them and helps you decide which certificate to apply for, then points you to the right page to get it.

Comparison at a Glance

Certificate type	What it shows	Common uses	Where to go next
Abridged	Basic details only. For births before March 2013 this showed limited parent information. No longer issued by default	Local use within South Africa where full details are not required	Rarely needed today; most people need the unabridged version
Unabridged	Full details, including both biological parents on a birth certificate or the full particulars of both spouses on a marriage certificate	International travel, emigration, visas and overseas applications	Unabridged birth or unabridged marriage pages
Vault	A copy of the original hand written registration record held in the Home Affairs archive	Confirming identity, lineage or a marriage against the original record for foreign or legal purposes	Vault birth or vault marriage pages

Note that Home Affairs no longer prints the words abridged or unabridged on its certificates. Birth records are issued simply as a birth certificate and marriage records as a marriage certificate, but the fuller details on the document show that it is the unabridged version.

Abridged Certificates

Abridged birth and marriage certificates show only the most basic details. Between 1995 and March 2013, children born in South Africa were issued abridged birth certificates that stated only the mother’s name and surname. Children born after March 2013 receive the longer unabridged birth certificate showing both biological parents. Abridged marriage certificates are issued by default after a wedding in South Africa and are often handed over shortly afterwards. An abridged marriage certificate should be enough if you live, work and plan to stay in South Africa.

Unabridged Certificates

The unabridged certificate is the version that counts for overseas applications. An unabridged birth certificate shows both biological parents, and an unabridged marriage certificate carries the full details of both spouses. These are the documents you need for emigration, foreign passport applications and most visa processes, and they can be apostilled for use abroad.

Vault Copies

A vault copy is an authentic copy of the original registration record held in the Home Affairs archive. It is used when a foreign authority or legal process needs to confirm details against the original record. We have dedicated pages for the vault birth certificate and the vault marriage certificate, each explaining when the document is needed and how we obtain it.

Which Certificate Do I Need?

Difference between unabridged and abridged birth certificates in South Africa — Comparison of unabridged and abridged birth certificates in South Africa

Use these simple pointers to find the right document:

If you need a birth document for travel, emigration or a visa, go to the unabridged birth certificate page.
If you need a marriage document for travel, emigration or a visa, go to the unabridged marriage certificate page.
If a foreign authority or legal process needs the original birth record verified, go to the vault birth certificate page.
If a foreign authority or legal process needs the original marriage record verified, go to the vault marriage certificate page.
If you are still unsure, our guide on how to get a vault copy from Home Affairs explains the archive process, or you can contact us and we will point you to the right document.

Birth Certificates: A Worked Example

Say you were born in 1990 and need documents for a foreign citizenship application. For most purposes you would apply for the unabridged birth certificate, which shows both biological parents. If the foreign authority specifically asks to verify your birth against the original registration record, you would also apply for the vault birth certificate. Many applicants need only one of the two, so it is worth confirming what the receiving authority requires before you apply.

Marriage Certificates: A Worked Example

Say you married in South Africa and are emigrating. For most overseas processes you would apply for the unabridged marriage certificate, which carries the full details of both spouses and can be apostilled. If the original marriage record itself needs to be confirmed, for example in a legal dispute or where details are missing, you would apply for the vault marriage certificate. Again, most applicants need only one, so check what is being asked for first.

The Timeline for Vault Copies

Locating the original file to copy a registration record can be lengthy. Applied for on your own, vault copies can take a few months and in rare cases years. The process is further delayed because courier bags are filled before dispatch between Home Affairs branches. If the department cannot retrieve a document, a second search may be attempted, and if that fails the record may be classified as unavailable. This is why it is important to keep your own hard and digital copies of your documents.

Certificate Comparison FAQs

What is the difference between an abridged and unabridged certificate?

An abridged certificate shows only basic details, while an unabridged certificate shows full details, including both biological parents on a birth certificate or the full particulars of both spouses on a marriage certificate. Unabridged is the version needed for overseas applications.

What is the difference between a vault copy and an unabridged birth certificate?

The unabridged birth certificate is the printed certificate issued from the Home Affairs system. A vault copy is a reproduction of the original hand written registration record held in the archive. One is the current printed record, the other is the original source record.

Which certificate do I need for a visa or emigration?

For most travel, visa and emigration purposes you need the unabridged birth or marriage certificate, which can be apostilled. A vault copy is only needed when the original record itself must be verified.

Do I ever need all three versions?

Rarely. For emigration you usually need only one of the unabridged or vault documents, and often just one of them. It is best to confirm what the receiving authority requires before applying.

Can Apostil obtain all of these certificates?

Yes. We assist with unabridged birth and marriage certificates and with birth and marriage vault copies, and we can arrange apostille or legalisation where the document is needed abroad.