When planning to work or study abroad, understanding the legal requirements for using your official South African documents in a foreign country can be challenging. Depending on your destination, you may need to have your documents apostilled, authenticated, attested, or notarised. In some cases, a combination of these types of legalisation processes may be required. This article clarifies the differences between these types of legalisation and explains when each is necessary.
What is authentication, and which documents require it?
If you intend to use your South African documents in a country that is not a signatory of the Apostille Convention—such as Taiwan or Vietnam—a more complex legalisation process is required. This process involves authenticating your documents and submitting them to the relevant embassy for final legalisation.
Documents that typically require authentication include:
- Civic Services Documents from the Department of Home Affairs, such as birth, death, and marriage certificates, as well as letters of no impediment to marriage.
- Academic records, including degrees, diplomas, and matric certificates.
- Police clearance certificates.
- Medical reports.
- Copies of passports.
- Notarised Power of Attorney (POA) documents.
- Divorce decrees.
- Contracts and trade documents.
These documents can be authenticated by:
- A Notary Public and the High Court.
- The South African Qualifications Authority (SAQA), the Departments of Basic and Higher Education, and Umalusi.
- The Health Professions Council of South Africa (HPCSA).
- The Department of International Relations and Cooperation (DIRCO).
- Relevant embassies and consulates.
Which documents require attestation?
Attestation is the process used to legalise South African documents for use in Middle Eastern countries such as the United Arab Emirates, Qatar, Kuwait, and Saudi Arabia. While the process is similar to authentication, it follows a slightly different route and is specific to countries in this region.
Documents that require attestation include:
- Civic Services Documents from the Department of Home Affairs, such as birth, death, and marriage certificates, as well as letters of no impediment to marriage.
- Academic records, including degrees, diplomas, and matric certificates.
- Police clearance certificates.
- Medical reports.
- Copies of passports.
- Notarised Power of Attorney (POA) documents.
- Divorce decrees.
- Contracts and trade documents.
These documents can be attested by:
- A Notary Public and the High Court.
- SAQA, the Departments of Basic and Higher Education, and Umalusi.
- The Health Professions Council of South Africa (HPCSA).
- DIRCO.
- Relevant embassies and consulates.
Which documents need apostilles?
For documents intended for use in countries that are members of the Hague Convention, an apostille is required. Apostilles simplify the legalisation process, making it quicker and more convenient, but they are only valid in countries that are part of the Apostille Convention.
Documents that typically require an apostille include:
- Civic Services Documents from the Department of Home Affairs, such as birth, death, and marriage certificates, as well as letters of no impediment to marriage.
- Academic records, including degrees, diplomas, and matric certificates.
- Police clearance certificates.
- Medical reports.
- Copies of passports.
- Notarised Power of Attorney (POA) documents.
- Divorce decrees.
- Contracts and trade documents.
What is a notarisation?
Notarisation involves the certification of a document by a Notary Public, confirming its authenticity. This process is often a prerequisite for further legalisation steps, such as authentication or attestation. For more detailed information on notarisations, please refer to our dedicated page on the subject.
Conclusion
While the processes of apostilles, authentications, attestations, and notarisations all serve to legalise South African documents, they differ depending on the destination country’s legal requirements. Apostilling is often the quickest and most straightforward option, but it is not applicable in all countries. The specific legalisation process you need will vary based on the country where you intend to use your documents.
