What documents do I need for DIRCO apostille?

For DIRCO apostille you need: the original government-issued document (birth certificate, police clearance, degree, etc.), a completed application form, and proof of payment. If using a service provider, you'll also need to provide ID copies and signed authorisation.

What documents do I need for High Court apostille?

For High Court apostille you need: the notarised document(s), proof of identity, and payment. The document must be notarised by a registered Notary Public whose signature is on file with the High Court.

Do I need original documents or can I use copies?

For DIRCO apostille, you generally need original documents. For High Court apostille, a notarised certified copy can be apostilled. If your original cannot be released, a notarised copy may be acceptable depending on the receiving country's requirements.

Document Legalisation Checklist South Africa | Apostille & Authentication Guide 2025

Before You Start

The requirements for document legalisation depend on your document type and destination country. Use this checklist to ensure you have everything needed before starting the process. Not sure which apostille you need? See our DIRCO vs High Court guide.

Step 1: Determine Your Requirements

Before gathering documents, answer these questions:

Pre-Planning Questions

What document(s) need to be legalised?
Which country will use the document?
Is the destination country a Hague Convention member? (apostille) or not (embassy attestation)?
Is the document government-issued (DIRCO) or notarised/private (High Court)?
What is your deadline? Allow 3-4 weeks for DIRCO, 1 week for High Court

DIRCO Apostille Checklist

For government-issued documents like birth certificates, police clearance, degrees, and marriage certificates.

DIRCO Apostille Requirements

Original document - Must be the original, not a copy
Document in good condition - No tears, stains, or alterations
Document is recent - Some countries require documents issued within 6 months
Copy of your ID - Smart ID, passport, or driver's licence
Authorisation letter - If using a service provider (we provide this)
Know the destination country - Required for the application form

Processing time: 1-2 weeks

Common DIRCO Documents

Document	Where to Obtain Original	Time to Obtain
Unabridged Birth Certificate	Department of Home Affairs	2-8 weeks
Marriage Certificate	Department of Home Affairs	2-8 weeks
Police Clearance (PCC)	SAPS Criminal Record Centre	2-4 weeks
Matric Certificate	Dept of Basic Education / Umalusi	2-4 weeks
University Degree	Your university	1-2 weeks

High Court Apostille Checklist

For notarised documents like powers of attorney, affidavits, consent letters, and certified copies.

High Court Apostille Requirements

Notarised document - Must be notarised by a registered Notary Public
Notary's signature on file - The notary must be registered with the High Court
Document properly executed - Correct format, all signatures, notarial seal
Copy of your ID - If using a service provider
Authorisation letter - If using a service provider (we provide this)

Processing time: ~3 business days

Common High Court Documents

Powers of Attorney (general, special, enduring)
Affidavits and sworn statements
Consent letters (child travel, medical)
Notarised certified copies
Commercial contracts and agreements
Company resolutions

Embassy Attestation Checklist

For countries NOT in the Hague Convention (e.g., UAE, China, Saudi Arabia).

Embassy Attestation Requirements

Original document
DIRCO authentication - Document must first be authenticated by DIRCO
Embassy application form - Specific to each embassy
Passport copy
Embassy fees - Vary by country and document type
Translation - If required by the destination country

Processing time: Varies by embassy (typically 1-4 weeks after DIRCO)

Common Mistakes to Avoid

Submitting photocopies to DIRCO

DIRCO requires original documents for government-issued papers. A photocopy will be rejected.

Using an unregistered notary

For High Court apostille, the notary's signature must be on file. Always use a registered Notary Public.

Not checking destination requirements

Some countries have specific requirements (document age, translations, etc.). Check before starting.

Leaving it too late

DIRCO takes 1-2 weeks minimum. If you also need Home Affairs documents, allow 6-8 weeks total.

Planning Timeline

Use this timeline to plan your document legalisation:

6-8 weeks before

Obtain original documents

Request certificates from Home Affairs, universities, SAPS, etc.

3-4 weeks before

Submit for apostille

DIRCO apostille processing (or 1 week for High Court)

1-2 weeks before

Embassy attestation (if required)

For non-Hague countries, submit to embassy after DIRCO

Ready

Documents complete

Your documents are ready for international use

Frequently Asked Questions

Can I use a copy instead of the original?

For DIRCO apostille of government documents, you need the original. However, a notarised certified copy can be apostilled via the High Court. The receiving institution will determine if a certified copy is acceptable.

How long are apostilled documents valid?

The apostille itself doesn't expire. However, many receiving institutions require documents to be recently issued (within 3-6 months). Check with your destination country or institution for their specific requirements.

Do I need to translate my documents?

This depends on the destination country. Many Hague countries accept English documents. Others may require sworn translations. The apostille is applied to the original; translations are usually certified separately.

What if my document is damaged?

Damaged documents may be rejected. If your document is torn, stained, or altered, you'll likely need to obtain a new original before apostille. Contact us if you're unsure whether your document will be accepted.

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Document Legalisation Checklist