Consular Notarial Services: Legalization of South African official public documents by means of an Apostille Certificate and Certificate of Authentication.
We offer consular notarial services to South African citizens and foreign nationals who need South African official documents legalized for use abroad.
These services help give legal validity to South African official documents, allowing individuals to use them outside South Africa.
Legalizing documents means that official documents created in South Africa are verified for use abroad. This verification is done by adding either an Apostille Certificate (for countries that are part of the Apostille Convention) or a Certificate of Authentication (for countries that are not part of the Apostille Convention).
Legalization verifies the signature and seal on an official document.
Note: The Apostille Convention is officially called The Hague Convention of 5 October 1961 (Abolishing the Requirement of Legalisation for Foreign Public Documents). For more information on signatory countries, please visit The Hague Conference on Private International Law – http://www.hcch.net/.
Note: South African diplomatic or consular representatives abroad cannot issue Apostille Certificates, only Certificates of Authentication.
The Consular Notarial Services South Africa assists customers with the following services:
The Consular Notarial Services in South Africa provides a range of specialized services tailored for legal and administrative needs, including:
– Processing requests under Rule 63 of The Rules of the High Court of South Africa.
– Facilitating the acquisition of essential public documents on behalf of clients, such as Unabridged Birth, Marriage, and Death Certificates, Letters of No Impediment, and Certificates of Determination of South African Citizenship, as well as surname changes after marriage or after divorce.
– Obtaining Apostilles for notarized and sworn translated documents.
– Obtaining Apostilles for official documents originating in South Africa intended for use abroad.
– Legalizing notarized documents accompanied by a Certificate of Authentication.
– Legalizing translated documents with a Certificate of Authentication.
– Offering expert guidance on securing appropriate signatures and rectifying any discrepancies or omissions in document submissions.
The notarized Apostille process is crucial for validating documents for international use in jurisdictions that are signatories to the Hague Convention of 1961. Let’s delve into the streamlined steps involved in this essential procedure.
Obtaining Apostille certificate for South African official documents for use in foreign countries or at foreign embassy in South Africa for International employment, enrolment in international schools, visa applications or civil registration:
Unabridged birth or Marriage certificate Apostille,
If you’re looking for an Apostille service for unabridged birth or Marriage certificates, it typically involves the following steps:
- Obtain the Unabridged birth and Marriage Certificate from the Department of Home Affairs (DHA) or Contact the South African Consulate, Embassy, or High Commission in your country of residence if you are currently not residing in South Africa.
- ensure that you acquire the unabridged version rather than an abridged certificate or a hand-written unabridged copy.
- Note: If you have not yet obtained an unabridged birth or Marriage certificate or if your application is currently pending and experiencing delays, we may be able to expedite the process. Please refer to the Express Home Affairs Services section for further assistance or email [email protected].
Procedures for Obtaining an Apostille for Unabridged Birth or Marriage Certificates: For South African Residents and International Clients:
This document outlines the necessary steps for requesting an apostille for unabridged Birth or Marriage certificates, applicable to both South African residents and international customers.
Customers in South Africa:
If you are located within South Africa, please email [email protected] with your address details. Our dispatch team will coordinate the collection of the documents from your location.
International Customers:
If you are currently overseas, kindly email [email protected] to obtain the necessary DHL shipping information for sending the original documents for the Apostille.
Apostille Processing Times:
For the Department of International Relations and Cooperation, there are two options for apostille processing:
– Expedited Apostille Services: Processing time is approximately 3 to 7 business days.
– Standard Apostille Service: Processing time is approximately 47 business days.
Please plan accordingly based on the urgency of your requirements.
Receive Apostilled Document: Once processed, you’ll receive your unabridged birth certificate with the Apostille attached, certifying its authenticity for international use.
Letter of No Impediment Apostille
Obtaining an Apostille for Letters of No Impediment for use in foreign countries involves a specific process. Here are the steps you need to follow:
- Obtain the Letter of No Impediment: This document is issued by the Department of Home Affairs in South Africa. If you are residing overseas, it is advisable to reach out to the South African Consulate, Embassy, or High Commission located in your jurisdiction for relevant assistance. Additionally, you may request us to procure this document on your behalf via email at [email protected].
- Ensure that you have the official version of the Letter of No Impediment, as it needs to be a formal document rather than a handwritten copy.
- Requesting the Apostille:
- For South African Residents: If you reside in South Africa, email your current location details to [email protected]. Our team will arrange to collect the necessary documents from your location.
- For International Clients: If you are located overseas, please email [email protected] for instructions on how to send your original document via DHL for Apostille processing.
- Processing Times:
- Expedited Apostille Services: Approximately 3 to 7 business days.
- Standard Apostille Service: Approximately 47 business days.
- Make sure to plan ahead based on how quickly you need the document.
- Receive Your Apostilled Document: Once your Letter of No Impediment has been processed, you will receive it back with the Apostille attached, certifying its authenticity for international use.
- If you have any questions or need assistance at any point, feel free to reach out to [email protected]
Determinations of South African citizenship Letter Apostille
A Determination of Citizenship Status for South Africa is ultimately the process of verifying whether an individual’s South African citizenship has been revoked or not. Should your citizenship status be revoked, you may apply, in certain circumstances, for the resumption thereof.
- Obtain the Determination of Citizenship Letter:
- This letter is issued by the Department of Home Affairs and verifies an individual’s citizenship status. If you’re living abroad, you can contact the South African Consulate, Embassy, or High Commission in your area for assistance. Alternatively, you may request us to help procure this letter on your behalf by emailing us at [email protected].
- Ensure that you have the official version of the Determination of Citizenship Letter, as it must be a formal document and not a handwritten copy.
- Authentication: If your letter does not meet the standard format or lacks the required specifications, your Apostille request may require additional authentication through a Notary Public and the High Court before processing.
- Requesting the Apostille:
- For South African Residents: If you reside in South Africa, please email your location details to [email protected]. Our team will arrange to collect the necessary documents from your location.
- For International Clients: If you are overseas, email [email protected] for instructions on how to send your original document via DHL for Apostille processing.
- Processing Times:
- Expedited Apostille Services: Approximately 3 to 7 business days.
- Standard Apostille Service: Approximately 47 business days.
- Receive Your Apostilled Document: Once your Determination of Citizenship Letter has been processed, you will receive it back with the Apostille attached, certifying its authenticity for international use.
- If you have any questions or need assistance during the process, feel free to reach out to [email protected].
Police Clearance Certificate Apostille
- To facilitate the apostille process for your Police Clearance Certificate, we require the original document to be sent to us via courier. If you do not yet possess the certificate, please refer to the Express Police Clearance section for guidance on submitting an expedited application.
- If you’ve submitted your application for the Police Clearance and obtained a reference number, but the processing is still pending, you can request an expedited review of your application. This expedited process typically takes 3 to 5 business days for completion. Please reach out to us via email at [email protected] to initiate this request.
Legalizing South African Notarized public documents for international use
Document Preparation for Notarized Apostille
To start your notarized, apostille request, submit copies of the documents you want to apostille by email at [email protected]. You can use handwritten marriage and birth certificates, shorter versions of these certificates, or any legal papers needed for your destination country, like those for civil registry, immigration, schools, embassies, or consulates. Make sure each document is signed and fully completed.
Remember: Do not notarize certain documents issued by home affairs. Instead, get the original document and send it directly to the Department of International Relations and Cooperation. This rule specifically applies to unabridged birth and marriage certificates.
Notarization
Next, we need to notarize your document. Simply submit a clear copy to [email protected], and our skilled and licensed in-house notary public will carefully review it, confirm its authenticity, and notarize it for you. The notary will affix their signature and seal, marking it as genuine.
Submit to the Appropriate Authority
After notarization, we will handle the submission to the relevant authority that processes apostille requests. In South Africa, this is typically the office of the Chief Justice, where all notarized apostilles are managed.
Pay the Fee
It’s important to note that the fee you’ll pay is for the notarization and the handling of the apostille certificate on your behalf—not just the apostille itself. We strive to provide transparency and value throughout this process.
Receive the Apostilled Document
Once the approval is granted, your document will be beautifully stamped or sealed with the apostille. This certificate verifies the legitimacy of the notarization and ensures acceptance in Hague Convention countries.
Use Your Apostilled Document
Now, your document is fully prepared for use in the foreign jurisdiction! Just be sure to check the specific requirements of the country you’ll be submitting it to, as there may be additional criteria.
Tip: Gathering all necessary information before you embark on this journey will help streamline the process, making it a smooth and enjoyable experience. Let’s get started! Email [email protected]
Legalizing South African translated public documents for international use
Legalizing South African translated public documents for international use involves obtaining an apostille, which is a certificate that verifies the authenticity of a public document, making it acceptable in other countries. This process simplifies the legalization of documents for international use1.
Sworn Translation Apostille Process
The process involves an authority confirming that a document is genuine and has been translated by an official recognized by the South African High Court under Rule 59 of the Supreme Court rules. This is essential for documents like birth certificates, court orders, or corporate records when needed in other countries2.
Sworn Translation Issuing Authorities
In South Africa, the High Court is responsible for issuing apostilles for sworn translations3.
Eligible Document Types
A wide range of documents can be presented for Sworn translation apostille, provided they are public documents. These include:
Personal Documents
- Death Certificates
- Divorce Decrees
- Adoption Papers
- Medical Records
- Birth certificates,
- marriage certificates,
Educational Documents
- Diplomas
- Transcripts
- Professional Certifications
Corporate Documents
- Business Licenses
- Contracts and Agreements
- Financial Statements
- Shareholder Resolutions
- Articles of incorporation,
- patents,
- export certificates.
Government-Issued Documents
- Police Clearance Certificates
- Immigration Documents
- Tax Records
Specialized Documents
- Power of Attorney
- Wills and Testaments
- Affidavits
Important note regarding Sworn translation apostille:
When preparing documents for translation to acquire a sworn translation apostille, it is essential to carefully consider the following technical aspects:
Document Authenticity:
- Ensure that the documents are original and issued by a recognized authority. It’s important to verify that there are no alterations or damages to the documents.
Clarity and Legibility:
- Ensure that all details are clear and legible to prevent any ambiguity. This is especially critical for personal documents such as birth, marriage, or death certificates.
Educational Credentials:
- Confirm that educational documents bear the institution’s seal and official signature. These elements are essential for the document’s acceptance under the apostille convention.
Legal Endorsements:
- Verify that any legal endorsements, such as a notary public’s seal or commissioner of oaths’ affix, are clearly visible and undamaged. This is crucial to maintain the integrity of the apostille process.
Additional South African public documents that may require a sworn translation apostille for international use include:
- Academic Transcripts
- Diplomas and Degrees
- Court Documents
- Power of Attorney
- Adoption Documents
- Business Registration Documents
- Property Ownership Documents
- Medical Reports or Certificates
Understanding the process of obtaining an apostille for sworn translations is crucial for streamlining international transactions. The sworn translation apostille facilitates the authentication of documents without requiring additional authentication, thereby expediting the recognition of documents across borders. This is particularly vital for personal and professional activities worldwide. Acquiring a sworn translation apostille stamp enhances the validity of documents in different countries. Utilizing High Court apostille services simplifies the legalization of documents through a recognized process that adheres to international standards. This instills confidence in the authenticity of translated documents, which is essential for international business, education, and other activities in countries that are part of the Hague Convention 1961 and have official languages other than English.
- Apostilling sworn and translated documents is highly recommended for use in countries whose official language is not English and are party to the apostille convention. Examples of such countries include:
- Albania, Andorra, Antigua and Barbuda, Argentina, Armenia, Austria, Azerbaijan, Bahrain, Barbados, Belarus, Belgium, Belize, Bolivia, Bosnia and Herzegovina, Brazil, Brunei Darussalam, Bulgaria, Cabo Verde, Chile, China, Colombia, Croatia, Czech Republic, Denmark, Dominica, Dominican Republic, Ecuador, El Salvador, Estonia, Finland, France, Georgia, Germany, Greece, Guatemala, Honduras, Hungary, Ireland, Israel, Italy, Japan, Kazakhstan, Kyrgyzstan, Latvia, Lithuania, Macau, Malta, Mexico, Moldova, Monaco, Netherlands, Nicaragua, Norway, Panama, Paraguay, Peru, Poland, Portugal, Romania, Russian Federation, Samoa, São Tomé and Principe, Saudi Arabia, Serbia, Slovakia, Slovenia, Spain, Sweden, Switzerland, Türkiye, Ukraine, Uruguay, Uzbekistan, and Venezuela.
- South Africa’s High Courts provide authoritative legal certification for translated documents. In cases where a country’s embassy or consulate requires South African government documents, such as birth certificates, marriage certificates, death certificates, police clearances, or business certificates, to be used in foreign countries where English is not the official language, it is imperative to have them translated by a sworn translator to ensure their validity. This is in accordance with Rule 59 of the Supreme Court and Act 8 of 2014 of the South African Language Practitioners’ Council, which mandates that sworn translations must be performed by South African registered sworn translators and validated by the chief registrar in the South African High Court to ensure their validity.
Below are the instructions for obtaining certification for international use of your translated documents:
- Email PDF copies of your documents to [email protected] or [email protected] and let them know which country you’ll be using the documents in.
- If the embassy or institution where you’ll be using the documents has specific translation requirements, make sure to tell us.
- Once the translation is done, the documents will be taken to the South African High Court office to be certified.
Important note:
This process applies to all official documents from South Africa, including court orders and extradition documents. You won’t need to get the documents authenticated at the DIRCO or embassy. After this process, you can use the documents in any country that is part of the Apostille convention.
If you plan to use the documents in countries not part of the Apostille convention, you should look into the “Authentication of South African sworn translations for use in countries that are not parties to the Apostille Convention” section.
It’s also a good idea to check if the organization you’re submitting the documents to has any specific requirements for the Apostille certificate or Certificate of Authentication. They might have rules about accepting recent documents, translations, originals only, and more. If you need more information, feel free to email [email protected].
Sworn translation legalization by DIRCO (Department of International Relations and Cooperation).
Sworn translation legalization is a crucial process for ensuring the recognition of South African public documents in non-English speaking foreign countries that are not part of the apostille convention. The process involves several steps, including notarization by a notary public, translation by an authorized translator, authentication of signatures, certification by the Department of International Relations and Cooperation, and further attestation by consular authorities. This rigorous process is essential for verifying the authenticity of documents like educational certificates, marriage certificates, and commercial documents for international use.
In South Africa, the process of legalizing translated public documents and embassy attestation involves the following steps:
Option 1: Notary and Sworn Translator
- Notarization: The document is notarized by a notary public to authenticate the document and the signer’s signature.
- Sworn Translation: The notarized document is translated by a sworn translator of the South African High Court and authenticated by the Chief Registrar’s office to confirm the translator’s signature, if registered within the division of the High Court.
- Authentication by DIRCO: The Department of International Relations and Cooperation authenticates the signature of the Chief Registrar who affirmed the registration of the notary public, confirming the authenticity of the signature and seal.
- Embassy Attestation: The authenticated translated document is submitted to the embassy or consulate of the destination country for legalization. The embassy verifies the authenticity of the sworn translation and affixes its seal or stamp to complete the attestation process.
It is crucial to verify whether the destination country is a non-apostille convention member to ensure compliance with the appropriate procedures.
Option 2: Sworn Translator:
- According to rule 59 of the South African Supreme Court, documents must be translated by a sworn translator, especially for countries that do not have English as an official language, such as Mozambique, Angola, United Arab Emirates, etc.
- After translation, the document is authenticated by the chief registrar’s office to validate the signature of the sworn translator if registered within the division of the High Court.
- The Department of International Relations and Cooperation (DIRCO), previously known as South African Foreign Affairs, then authenticates the chief registrar’s signature, affirming the registration of the public notary, ensuring the authenticity of the seal and signature.
- Finally, the authenticated document is submitted to the embassy or consulate of the destination country for legalization. The embassy verifies the document’s authenticity and affixes their seal or stamp, concluding the attestation process.
Attestation (Legalization) of Sworn translation by the Embassies in South Africa
It may be necessary to provide an authenticated and attested sworn translation of South African documents to various countries, including Algeria, Angola, Bangladesh, Benin, Burkina Faso, Burma (Myanmar), Cambodia, Cameroon, Congo Democratic Republic, Congo Republic, Cuba, Egypt, Eritrea, Ethiopia, Guinea, Haiti, Iran, Iraq, Ivory Coast, Kuwait, Laos, Libya, Mauritania, Mozambique, Nepal, Niger, Palestine, Qatar, Saudi Arabia, Senegal, Sierra Leone, Sudan, Syria, Taiwan, Tanzania, Thailand, Togo, Turkmenistan, United Arab Emirates, Vietnam, and Yemen.
In accordance with South African Rule 59 and Language Practitioners’ Council Act 8 of 2014, to ensure the legal validity of a sworn translation, it must be performed by South African registered sworn translators.
- To request sworn translation, please send PDF copies of your documents to the sworn translators of the South African High Court at [email protected] or [email protected] and specify the country where the document will be used.
It’s important to note that documents and certificates issued by certain authorities, such as the Department of Home Affairs, RTMC, South Africa Police Criminal Record Centre, Health Professions Council of South Africa (HPCSA), South African Qualifications Authority (SAQA), Council for Quality Assurance in General and Further Education and Training, Department of National Education, etc., should not be translated before authentication. Instead, it is recommended to submit the original documents for this process.
Common South Africa Translated Documents Requiring Embassy Attestation:
- Educational Certificates: Degrees, diplomas, and transcripts for higher education, SACE Certificate, TEFL Certificate, TESOL certificate, or employment purposes.
- Personal Documents: Unabridged Birth certificates, Unabridged marriage certificates, and police clearance certificates for immigration or family reunification.
- Commercial Documents: Invoices, contracts, and certificates of incorporation for business transactions and trade.
Contact Information:
Our business hours are 8:30 a.m. to 4:00 p.m. on weekdays and 8:30 a.m. to 2:00 p.m. on Saturdays. We are available online from 8:30 to 10 PM Monday through Friday.
Offices (no walk-ins)
– Pretoria, 0081
– Cape Town, 7441
(documents by courier only)
Email: [email protected]
WhatsApp: +27 69 170 7916
Disclaimer
We specialize in documentation services and operate as an independent private entity. It is essential to note that we are not affiliated with any governmental agency or High Court issuance authority. By using our website and utilizing our services, you confirm your understanding and acceptance of our Terms and Conditions.