Consular notarial services are rendered to South African citizens and foreign nationals requiring South African official (public) documents to be legalised for use abroad.

These services are rendered to provide legal validity to South African official (public) documents to enable a person to use the documents outside the Republic of South Africa.

Legalising documents means that official (public) documents executed within the Republic of South Africa for use outside the Republic of South Africa are affixed, sealed and signed either with an Apostille Certificate (where countries are signatory to the Apostille Convention) or with a Certificate of Authentication (where countries are not signatory to the Apostille Convention).

Legalisation therefore basically means the process followed by which the signature and seal on an official (public) document are verified.

Note: The full description of the Apostille Convention is The Hague Convention of 5 October 1961 (Abolishing the Requirement of Legalisation for Foreign Public Documents).

Please visit The Hague Conference on Private International Law – http://www.hcch.net/ for further information on signatory countries.

Note: South African diplomatic or consular representatives abroad can legalise official documents only if these were legalised by the relevant foreign competent authority in their country of accreditation, for use within South Africa. South African diplomatic or consular representatives abroad cannot issue apostille certificates, only certificates of authentication.

The DIRCO Legalisation Section provides the following services:

• Legalises official (public) documents executed within the Republic of South Africa for use outside the Republic of South Africa by means of an Apostille Certificate or a Certificate of Authentication.
• Provides customers with guidelines to obtain the correct signatures/documents, if documents submitted are incorrect or incomplete.
• Provides customers with information by telephone, mail and e-mail.

The document to be legalised is determined by the customer. Legalisation staff are not able to advise customers as to what documents they need to submit for i.e. foreign work/residence permits, application for foreign citizenship or registration of birth, or to obtain a foreign passport, etc.

Customers are therefore advised to contact the foreign representative in South Africa of the country in which the document will be used directly, to determine what documents they will need to submit and which documentation will be required for legalisation purposes and what their countries’ specific requirements are.

The Legalisation Section can issue the relevant Apostille Certificate or the Certificate of Authentication subject to the following rules:

• The customer needs to advise the Legalisation Section of the country in which the document will be used to enable the Legalisation Section to determine if an Apostille Certificate or Certificate of Authentication is required.

• The period of validity of the document has not expired.

• Refer to the important notes for additional guidance and information on the various different types of documentation.

• All foreign documentation must be legalised from the country of origin.

The following types of original official (public) documents can be submitted directly to the Legalisation Section, provided the documents were signed and stamped by the relevant issuing authority:

• CIVIC documents issued by the Department of Home Affairs (DHA):
  • ORIGINAL abridged, unabridged or full birth, marriage and/or death certificates.
  • ORIGINAL letters of no impediment (LNI) confirming marital status (Note:  LNI’s are only valid for six (6) months).
  • ORIGINAL Confirmation of citizenship status, (including letters confirming naturalisation) and renunciation of citizenship letters as issued and duly signed and stamped by the authorised Home Affairs official.

• ORIGINAL Police Clearance Certificates no older than six (6) months as issued, signed and stamped by the South African Police Service (SAPS) – Criminal Record Centre (CRC). (Note: A Police Clearance Certificate is only valid for six months from date of issue.)

• ORIGINAL adoption papers signed and stamped by the relevant Presiding Officer/ Commissioner of Child Welfare of the Children’s Court (Department of Justice and Constitutional Development) or the Registrar of Adoptions at the Department of Social Development.

• ORIGINAL driver’s license confirmation letters as issued (stamped and signed) by the Department of Transport – Road Traffic Management Corporation (RTMC), confirming that the applicant holds a valid driver’s license.  Note: The Legalisation Section cannot legalise actual driver’s licenses.  These letters must be accompanied by the transaction printout to prove that it was applied for, through the correct channels.  No authentication will be done without the receipt.
• Educational Documents:  Note: DIRCO does NOT authenticate original qualification certificates and/or diplomas.  Please do the following to verify your relevant qualifications:
  • Primary and Secondary Education (Pre-NSC):  The Department of Basic Education (DBE) will issue a letter confirming the subjects, results and grade/s passed.  DIRCO authenticates/apostilles this letter.
  • National Senior Certificate/Matric or Equivalent:  UMALUSI verifies matric certificates/NSC issued AFTER November 2008.  Certificates earned prior to November 2008 must be verified by the Department of Basic Education.
  • South African Qualifications Authority (SAQA):  Verifies completed tertiary qualifications.  Please visit their website for comprehensive information and requirements to apply for the SAQA Verification Letter.
  • Quality Council for Trades and Occupations (QCTO):  The QCTO verifies a variety of occupational certificates, including those issued by SETAs, Training Boards, and the Department of Higher Education and Training. Here are some examples of certificates that the QCTO will verify:
    • Occupational Certificates
    • Trade Certificates: Issued by the QCTO and the Departments of Labour/Manpower/Higher Education and Training.
    • SETA Certificates: Verified by the relevant SETA.
    • Training Board Certificates: Verified by the SETA that took over the functions of the Training Board.
    • N4, N5, N6, and N Diploma Certificates: Verified by the Department of Higher Education and Training.
    • N3 Certificates: Verified by Umalusi.

• HIGH COURT AUTHENTICATIONS AND APOSTILLES
  • Refer to the section on High Court Authentications.
  • NOTE:  High Court Apostilles must NOT be submitted to DIRCO as the Department of Justice is mandated to issue Apostilles certificates for certain types of documents excluding the original documents described above.

• Commercial and International Trade Related Documentation
  • Refer to the section on Commercial/Trade Documents

APOSTILLE Flow diagram: To follow the process as explained above (when the destination country is signatory to the Apostille Convention) – and when the Apostille Certificate will be issued and affixed:

If the convention applies, an apostille is the only formality that is required to authenticate the public document.

AUTHENTICATION Flow diagram: To follow the process as explained above (when the destination country is NOT signatory to the Apostille Convention) – and when the Certificate of Authentication will be issued and affixed:

• The following documents are NOT accepted by the Legalisation Section:
  • Abridged certificates or computer printouts (in other words a shortened version of the unabridged certificate) which does NOT include a stamp and signature of the issuing authority or official. The reason for this is that an abridged certificate is simply a computer printout and it does not contain the signature and stamp of the issuing authority.
  • The marriage certificate as issued by the marriage officer will not be accepted for legalisation purposes. If you wish the marriage certificate to be legalised, then the original unabridged marriage certificate, as obtainable from the Department of Home Affairs, will be required.
  • The Legalisation Section does not authenticate certified copies of birth, marriage, death certificates; police clearance certificates; letters of no impediment (marital status); proof of citizenship; travel documents or identity documents; educational qualifications or any other public documents.
  • Older documentation: Please take note that although the original document is an original and valid document, the signature of the official (or employee) who originally issued and signed the document might not be available on the DIRCO–Legalisation Section signature database. The official who originally issued and signed the document may no longer be in the employment of that authority.  It is advisable that documents should not be older than three (3) years.
  • As countries are allowed to impose age limits on documents, please verify the age requirements for documents with the relevant Embassy or Consulate in South Africa.

• A Letter of No Impediment (confirming marital status) can be legalised if on an original, official Home Affairs letterhead, signed and stamped by the authorised Home Affairs official (Head Office only).  These documents are only valid for a period of six months from the date of issue.  Important: The Letter of No Impediment is issued, stamped and signed by authorised officials at the Head Office of the Department of Home Affairs in PRETORIA, only. Letters issued by the Regional Home Affairs offices will not be accepted for legalisation purposes, as these were issued without authorisation.
• Laminated documents will NOT be accepted for legalisation purposes.

Police Clearance Certificates

High Court

Health Professions Council of South Africa

End User Certificates (EUC’s)

Department of Home Affairs

Department of Home Affairs

DBE, UMALUSI, SAQA and QCTO

CIPC – DTI

Chamber of Commerce and Industry

There may be other private documents not listed i.e. documents pertaining to customary marriages; copies of travel documents (passport) or identity documents; or documents such as an affidavit or power of attorney;  work contracts; and/ or translations, which may be required by foreign missions duri9ng your application process for work or study abroad.

These documents must be certified as true copies or witnessed by a Public Notary; or, translated by a Sworn Translator (if this service is required). Thereafter, the verified documents must be taken to the Registrar of the High Court of South Africa – in the same jurisdiction as the Public Notary or Sworn Translator for verification of the Public Notary or Sworn Translator’s status.

• Step 1: Documents must be verified by a Public Notary (an attorney registered at the High Court) or translated by a Sworn Translator (if the customer wishes the documentation to be translated) of your choice. Note: The Public Notary will basically make a certified copy of the original document (which is the procedure, by which the copy of the original document, is “certified” as being “a true copy of the original document”).
• Step 2: The certified documents or translated documents must then be taken to the Registrar of the High Court of South Africa – in the same jurisdiction as the Public Notary/Sworn Translator. The Registrar will verify the signature and/or the seal of the Public Notary/Sworn Translator.
• HIGH COURT APOSTILLE:  Documents destined for countries which are signatories to the apostille Convention MUST be APOSTILLED BY THE RELEVANT HIGH COURT and are ready for use without being presented to DIRCO.
• HIGH COURT AUTHENTICATION: After authentication (for non-signatory countries) by the High Court, the documents must be submitted to the DIRCO – Legalisation Section for further authentication.

Flow diagram:   Public Notary to Registrar of the High Court in the case of APOSTILLE COUNTRIES – and when the Apostille Certificate will be issued and affixed by the relevant High Court.

(If the convention applies, an apostille is the only formality that is required to establish the origin of the public document – no additional requirement may be imposed to authenticate the origin of the public document.)

Note: If a country is signatory to Apostille Convention, the High Court should issue and affix an Apostille Certificate to the document. This document should not be submitted to DIRCO.

NOTE: Flow diagram: Process when following the route of the i.e. Public Notary/Registrar of the High Court where the destination country is NOT a signatory to the Apostille Convention – and when the Certificate of Authentication will be issued and affixed by the High Court followed and finalise authenticated by DIRCO Legalisation Section:

DIRCO remains under legal obligation to authenticate High Court authentications, notwithstanding the content of the underlying document/s.

HOWEVER, the following must be noted:

1. A certification of a copy of an original public document which is subsequently authenticated by the High Court does NOT constitute an authentication of the underlying document. Such an authentication certificate simply confirms that the document is a true copy of an original document.
2. DIRCO’s authentication of a High Court authentication ONLY confirms the authenticity of the signature on the certificate issued by the High Court. In most cases this will be the registrar of the High Court, it DOES NOT authenticate the underlying document.
3. Notwithstanding the correct process to follow in the case of public documents, as explained below. It remains the discretion of the receiving State to accept documents simply confirmed as true copies of original documents. However, DIRCO does not take responsibility for the authenticity of the underlying documents.

CORRECT USE OF HIGH COURT AUTHENTICATIONS AND APOSTILLES

1. In the case of countries which are not parties to the Hague Convention of 5 October 1961, “Apostille Convention”, private contracts, divorce decrees, divorce settlement agreements and employment contracts witnessed by a Public Notary, amongst others; must be authenticated by the High Court before being submitted to DIRCO for authentication.
2. In the case of countries which are parties to the Apostille Convention, the documents mentioned above must be apostilled by the High Courts. DIRCO will not apostille High Court Authentications and notarial certificates.

To ensure proper authentication of public documents, the following processes must be adhered to, both for authentication and apostille purposes:

1. Original birth-, marriage and death certificates and Letters of No Impediment issued, signed and stamped by the Department of Home Affairs must be submitted directly to the Legalisation Section at DIRCO.
2. Original police clearance certificates not older than six (6) months must be submitted or sent by courier to the Legalisation Section at DIRCO.
3. In the case of Educational Qualifications, note the following:
   3.1. South African degrees must be verified by SAQA;
   3.2. National Senior Certificates must be verified by Umalusi;
   3.3. School transfer documents and school reports must be verified by the Department of Basic Education;
   3.4. Trade certificates must be verified by QCTO;
   3.5. Statement of Results must be verified by the Department of Higher Education.
          before being submitted to the Legalisation Section at DIRCO for authentication.
4. Original verified driver’s licenses issued by the Department of Transport must be submitted to the Legalisation Section at DIRCO

• The signature of a Notary Public, Justice of the Peace or any court employee who is not a registrar has to be legalised by a magistrate, additional magistrate or assistant magistrate or by a registrar or assistant registrar of any division of the High Court of South Africa within the jurisdiction of which such Justice of the Peace exercises his or her function or such Notary Public is in practice, before documents are submitted to the Legalisation Section for legalisation purposes.
• Documents must be bound together with the signature of the Registrar/Magistrate as the final signature of the first page, verifying the signature of the Public Notary or Justice of the Peace. The documents must be bound with a ribbon and red seal and the dry seal/stamp clearly visible on the document.
• A registrar can only verify the signatures of a) an attorney who is registered at the High Court as a public notary practising in the same jurisdiction of the relevant court or b) a sworn translator who is registered at the High Court in the same jurisdiction of the relevant court.
• The country of destination should be clearly specified to ensure the correct procedure is followed by the High Court.
• Copies of official documents signed by a member of the South African Police Service (SAPS) are not accepted.

Collection Times:  08:30 to 12:15 Daily EXCEPT Wednesday

NO APPOINTMENT is required for the collection of documents

Physical address:

Department of International and Cooperation (DIRCO), OR Tambo Building, 460 Soutpansberg Road, Rietondale, Pretoria, 0084 – Legalisation Section (ground floor).

• The customer will receive an e-mail notification (from collections@dirco.gov.za), once the process has been completed and in fact ready for collection.  All the relevant instructions on how to collect, will be included in the email.
• Always check your SPAM/JUNK FOLDER to ensure that you do not miss any communication from our office.
• Print the notification/confirmation email and bring along, as this must be presented to security at the front gate and to the DIRCO Legalisation staff member.
• The e-mail notification will be sent to the person whose name/surname appears on the cover letter and be sent to the e-mail address as provided on the cover letter.
• If the person whose name/surname appears on the appointment confirmation will not be collecting himself/herself, then this person will be responsible for providing a letter of authority to the relevant person or courier company, to be able to collect on their behalf. If a copy of the letter of authority is not provided, then the documents will not be released.

Click on the link below to download the Letter of Authority:

Letter of Authority

There are three (3) options for collections:

• The client may collect the documents themselves.
• The client may send a family member or friend to collect on their behalf.
• The customer may make use of a courier company (of their choice) to collect the documentation on their behalf.

Standard Letter of Authority

Standard Cover Letter for Submitting Documents

ANNOUNCEMENT:  AGENTS OFFERING LEGALISATION SERVICES

Although direct submission of documents by individuals remains the preferred method, DIRCO understands the need for third partY service providers due to time or distance constraints.

The service providers listed are registered with the Department of International Relations and Cooperation (DIRCO) and offer assistance to clients who require legalisation services.

Disclaimer: The Department of International Relations and Cooperation (DIRCO) does NOT endorse, sponsor, or have any formal association with any registered service providers listed on this website. The inclusion of such service providers is for informational purposes only and shall not be construed as an endorsement or validation of any company, its proprietors, representatives, or the services rendered. DIRCO assumes no responsibility or liability arising from the use of any services offered by the listed providers.

PSC Anti-Corruption Hotline:

Any suspicious and corrupt activities can be reported, anonymously, to the Public Service Commission’s  Anti-Corruption hotline:

Tollfree number: 0800 701 701

Email: Integrity@publicservicecorruptionhotline.org.za

FreeFax: 0800 204 965

Website: www.publicservicecorruptionhotline.org.za

The operating hours of the Legalisation Section are as follows:

• ONLINE BOOKING CLIENTS
  • Daily, Except Wednesdays from 08:30 to 11:00

• WALK-IN CLIENTS (MAXIMUM OF FIVE (5) PER DAY
  • Daily except Wednesdays from 08:30 to 11:00
  • NO WALK-IN CLIENTS ARE ALLOWED ON WEDNESDAYS

• AGENCIES
  • Wednesdays ONLY from 08:30 to 12:15

• ACCESS AND PARKING
  • All Clients, Couriers and Agents must present identification at the main entrance.
  • Please provide proof of your booking (e-Mail, screenshot or printout)
  • Walk-in clients will receive a number which must be shown at the counter.
  • Parking facilities are available inside the premises.
  • After entering the boom gates, turn left to the designated parking bays
  • If you have a physical disability, please request parking at the designated parking spaces inside basement 1.
  • After submission of your documents, please wait in the seating area outside of the Legalisation Section reception. Your process slip number will be called to collect your documents.

Physical Address
Department of International Relations and Cooperation (DIRCO)
Attention: Legalisation Section
OR Tambo Building
460 Soutpansberg Road
Rietondale
PRETORIA, 0084

Postal Address
Department of International Relations and Cooperation (DIRCO)
Attention: Legalisation Section
Private Bag X152
PRETORIA, 0001

E-mail: legalisation@dirco.gov.za (all legalisation enquiries)

NOTE: Due to the high volume of enquiries, there might be a delay in our response time.

NOTE: The Legalisation Section team will not be available to the public telephonically on a Wednesday, due to the fact that all legalisation staff will be using this day to focus strictly on the processing of courier parcels, etc. If you have a specific enquiry that could not be addressed by this webpage, then send an e-mail to legalisation@dirco.gov.za.

NOTE: The DIRCO – Legalisation Section does not take any responsibility for incorrect information provided, due to changes in the relevant authorities’ contact details; procedures; etc. It is therefore the responsibility of the customer to verify information directly with the relevant institution concerned.

Department of Home Affairs:

Please take note that the application for a full or unabridged birth / marriage / death / naturalisation certificate or citizenship status letter, letter of no impediment (marital status) etc., is a personal matter that the applicant must attend to and the issuing of these documents is the sole responsibility of the Department of Home Affairs.

The Department of Home Affairs (Head Office in Pretoria) does not directly deal with members of the public. Therefore, members of the public must apply at any Regional or District Home Affairs office. (Refer to the Home Affairs website – under contact us for a list of regional customer service centres nearest to you.)

For further details pertaining to the requirements, costs and processing times, etc., contact the Department of Home Affairs, as follows:

Contact Centre:

Tel: 0800 601 190 (within South Africa)
Tel: +27 11 461-9253 (abroad)
Tel: 0800 20 44 76 (compliments and complaints)
E-mail: csc@dha.gov.za
Website: www.dha.gov.za

Department of Trade and Industry (DTI): Companies and Intellectual Property Commission Office (CIPC):

Contact:

Enquiry Office – Companies and Intellectual Property Commission Office (CIPC)
Tel: 012 394-3949 / 5107 / 5297 / 5102 / 9973
Fax: 012 394-6107 / 6297 / 1015
Contact Centre: 0861 843-384 / 086 100 2472 (CIPC)
E-mail: info@cipc.co.za
Website: http://www.cipc.co.za

Chamber of Commerce and Industry:

Pretoria & Tshwane Chamber of Commerce and Industry

Tel: 012 342-3236
Fax: 012 342-1486
E-mail: info.tcci@mweb.co.za

Chamber of Commerce and Industry – Johannesburg

Tel: 011 726-5300
Fax: 011 482-6514
E-mail: info@jcci.co.za
Website: www.jcci.co.za

Cape Town Regional Chamber of Commerce and Industry

Tel: 021 402-4300
Fax: 021 402-4304
E-mail: narieman@capechamber.co.za

Note: Refer to the website of the South African Chamber of Commerce and Industry (SACCI) – http://www.sacci.org.za/ for further information pertaining to contact details of the Chambers across the country.

Department of Basic Education (DBE):

School and transfer certificates:

Tel: 012 357-3900 / 3255 / 3250 / 3256 (Mr John Makgoka: Supervisor: Certification Unit)
Fax: 012 328-6878 or 323-0603
E-mail: nene.t@dbe.gov.za
Website: www.education.gov.za

Umalusi:

Umalusi is a statutory Council, which reports to the Ministers of Education (South Africa). It is primarily responsible for quality assuring qualifications in general and further education and training, and for certifying candidates who have successfully completed adult, school and technical college education. The certificate issued by Umalusi is the final document indicating the qualification achieved by a candidate in full or part (passed only some subjects toward the qualification). Umalusi, previously the South African Certification Council, is the only body mandated to issue certificates in general and further education and training, and has done so since November 1992. It is also the council’s responsibility to verify the authenticity of the certificates it issues. Umalusi endorses the senior certificates of candidates who have complied with the minimum admission requirements for Bachelors’ degree study at an institution of higher education in South Africa. It also determines whether a candidate in the National Senior Certificate or the National Certificate (Vocational) at level 4 has met the minimum requirements for higher certificate – diploma or bachelor’s degree studies. Through its quality assurance processes, it ensures that such certificates represent consistent standards of education and examination. Umalusi further maintains records of all certificates issued to candidates.

Note: All certificates issued before November 1992 must be verified by the Department of Basic Education (schooling qualifications) or the Department of Higher Education and Training (Vocational and Adult qualifications) as appropriate.

Tel: 012 349-1510
Fax: 012 349-1099
E-mail: verification@umalusi.org.za
Website: www.umalusi.org.za

South African Qualifications Authority (SAQA):

All applications must be sent to: verificationsletter@saqa.org.za.

Quality Council for Trades and Occupations (QCTO):

The Skills Development Act, 1998 (Act 97 of 1998), as amended legislates the quality assurance functions for which the QCTO is responsible. In terms of section 26 D (4) and H (3) (b) of this Act, QCTO has the responsibility for issuing of certificates.

Tel: (012) 003-1800 (switchboard)
E-mail: verification@qcto.org.za
Website: www.qcto.org.za

South African Police Service (SAPS) – Criminal Record and Crime Scene Management [previously referred to as the Criminal Record Centre (CRC)]:

South African nationals who work, travel and reside abroad require a Police Clearance Certificate for purposes such as court requirements, residence permission, securing employment or other purpose designated by the host country. Therefore, the service from the SAPS – Criminal Record and Crime Scene Management is available to South Africans who require confirmation of their criminal status. Please take note that the application for a Police Clearance Certificate is a personal matter that the applicant must attend to and the issuing of a clearance certificate is the sole responsibility of the SAPS – Criminal Record and Crime Scene Management.

The Head (Attention: Police Clearance Certificates)
Tel: (012) 393-3709 / 393-3928 or 393-3712
Fax: (012) 393-3909
E-mail: crc_nameclear@saps.org.za or crc_client@saps.org.za or crc_clientserv.sec@saps.org.za
Website: www.saps.gov.za (refer to information under the heading FAQ’s – Application for Police Clearance Certificates (PCC) for further information.

Health Professions Council of South Africa (HPCSA):

Tel: (012) 338-9300
Fax: (012) 325-2074
E-mail: info@hpcsa.co.za
Website: www.hpcsa.co.za

Department of Transport – Road Traffic Management Corporation (RTMC):

Tel: (011) 266-2000
Fax: 086 415-9120
E-mail: ctc@rtmc.co.za
Website: www.rtmc.co.za

Registrar of the High Court of South Africa:

North Gauteng High Court (Pretoria)

Tel: (012) 315-7410/7711
Fax: (012) 326-1995
E-mail: smnike@justice.gov.za

South Gauteng High Court (Johannesburg)

Tel: (011) 332-8290 / 8278
Fax: (011) 332-8214
E-mail: vpather@justice.gov.za

Western Cape High Court (Cape Town)

Tel: (021) 480-2411
Fax: (021) 423-0412
E-mail: rudavid@justice.gov.za

Eastern Cape High Court (Port Elizabeth)

Tel: (041) 502-6600
Fax: (041) 582-2625
E-mail: ffini@justice.gov.za

KwaZulu-Natal High Court (Durban)

Tel: (031) 362-5800
Fax: (031) 305-4550
E-mail: nnako@justice.gov.za / imaharajh@justice.gov.za / hbridgelal@justice.gov.za

KwaZulu-Natal High Court (Pietermaritzburg)

Tel: (033) 345-8211
Fax: (033) 345-3815
E-mail: pfente@justice.gov.za

Free State High Court (Bloemfontein)

Tel: (051) 406-8100
Fax: (051) 430-7041
E-mail: bmasoka@justice.gov.za

For further information on Registrars of the High Courts, refer to https://www.judiciary.org.za/index.php/contact-us/superior-courts-contact

• The Hague Convention of 5 October 1961 (Abolishing the Requirement of Legalisation for Foreign Public Documents). Source: The Hague Conference on Private International Law – http://www.hcch.net.

• Rule 63 of The Rules of the High Court of South Africa, as amended by G.N. R.500 dated 12/3/82 and R.801 dated 23/4/82.

• Rules of the High Court of South Africa as published in Government Notice R.277 dated 3rd March, 1967.