Apostilling and Legalisation of Documents: A Guide for South Africans

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What is an Apostille?

An Apostille is a notarised document that has been verified, stamped and sealed by a designated authority to authorise its use in foreign jurisdictions.

Why do we Apostille documents?

We Apostille documents to secure their acceptance abroad without further authentication. The Apostille certificate dispenses with additional embassy or consular legalisation in countries party to the Convention, streamlining international transactions and legal processes.

What is the Hague Apostille Convention?

The Hague Apostille Convention is a multilateral treaty concluded in 1961. It standardises the process of document authentication among signatory states by replacing cumbersome chains of legalisation with a single, universally recognised certificate. More than 120 jurisdictions have acceded to the Hague Convention.

Countries Party to the Hague Convention

Below is a list of the member countries where an Apostille is recognized:

A – B

‍Albania, Andorra, Antigua and Barbuda, Argentina, Armenia, Australia, Austria, Bahamas, Bahrain, Bangladesh, Barbados, Belarus, Belgium, Belize, Bolivia, Bosnia and Herzegovina, Botswana, Brazil, Brunei Darussalam, Bulgaria, Burundi.

C – G

‍Canada, Cape Verde, Chile, China (Incl. Hong Kong & Macao), Colombia, Cook Islands, Costa Rica, Croatia, Cyprus, Czech Republic, Denmark, Dominica, Dominican Republic, Ecuador, El Salvador, Estonia, Fiji, Finland, France, Georgia, Germany, Greece, Grenada, Guatemala, Guyana.

H – M

‍Honduras, Hungary, Iceland, India, Indonesia, Ireland, Israel, Italy, Jamaica, Japan, Kazakhstan, Korea (Republic of), Kosovo, Kyrgyzstan, Latvia, Lesotho, Liberia, Liechtenstein, Lithuania, Luxembourg, Malawi, Malta, Marshall Islands, Mauritius, Mexico, Moldova, Monaco, Mongolia, Montenegro, Morocco.

N – R

‍Namibia, Netherlands, New Zealand, Nicaragua, Niue, North Macedonia, Norway, Oman, Pakistan, Palau, Panama, Paraguay, Peru, Philippines, Poland, Portugal, Romania, Russian Federation, Rwanda.

S – T

‍Saint Kitts and Nevis, Saint Lucia, Saint Vincent & the Grenadines, Samoa, San Marino, Sao Tome & Principe, Saudi Arabia, Senegal, Serbia, Seychelles, Singapore, Slovakia, Slovenia, South Africa, Spain, Suriname, Swaziland (Eswatini), Sweden, Switzerland, Tajikistan, Tonga, Trinidad & Tobago, Tunisia, Turkey.

U – V

‍Ukraine, United Kingdom, United States of America, Uruguay, Vanuatu, Venezuela.

How to Apostille a document for use in a country not party to the Hague Convention?

Where the destination state is not a Convention party, the traditional legalisation procedure applies. This typically entails notarisation, authentication by the relevant domestic authority (such as the Department of International Relations and Cooperation), and final certification by the destination country’s embassy or consulate.

Step-by-Step Guide: Legalising Documents for Working or Studying Overseas

When South African professionals such as teachers, doctors, or engineers plan to work or study abroad, they often need to have their official documents legalised or apostilled. This ensures that their documents are recognised as valid in the destination country.

Step 1: Identify the Destination Country’s Requirements

Check whether the country requires an Apostille (Hague Convention) or full Legalisation.

Step 2: Translate the Documents (if required)

• Some countries require documents in their official language.
• Use a sworn translator in South Africa or one approved by the destination country.

Step 3: Certify the Documents

• For academic or professional documents (e.g., degrees, transcripts, teaching qualifications):
• Have copies certified as true copies by the South African Police Service (SAPS) or a notary public.
• In some cases, the original document must be submitted.

Step 4: Authenticate at the Relevant Department

• Educational qualifications: Submit to the Department of Higher Education and Training (DHET).
• Professional Council Registrations: Obtain verification letters from regulatory bodies (e.g., HPCSA or SACE).
• Public documents: Submit birth/marriage certificates or police clearances to DIRCO for authentication.

Step 5: Apostille or Legalisation

• Member Countries: Documents can be apostilled at the High Court of South Africa or DIRCO.
• Non-Member Countries: A full legalisation process is required, including final foreign embassy verification.

For more information on costing and timelines, please contact our offices.