Certified copy requirements changed in recent years, and a lot of advice still circulating is out of date. Getting this wrong wastes money or costs you an application.
What a certified copy is
A photocopy of an original document, stamped and signed by an authorised person confirming they have seen the original. It is not a notarised document and it does not require an attorney.
Who can certify
- South African Police Service, at any station
- Commissioners of Oaths
- Post offices offering the service
- Many bank branches, for their own customers
SAPS is free. Others may charge per page.
Validity
Most institutions treat a certified copy as valid for three to six months. Adverts often state a maximum age, commonly not older than six months. Check the advert rather than assuming an older copy will be accepted.
A number of public service departments now request certified copies only from shortlisted candidates rather than with the initial application. Sending a full set when the advert did not ask for one wastes your time and money.
Follow the specific advert. Do not follow what a previous advert required.
What is usually required, when it is required
| Document | Notes |
|---|---|
| Identity document | Both sides if a card |
| Qualification certificates | Certificates, not academic transcripts, unless asked |
| SAQA evaluation | Required for foreign qualifications |
| Professional registration | Where the post requires it |
| Drivers licence | Only where the post requires driving |
Practical advice
- Certify a batch at once and keep them together
- Note the certification date on your own copy so you know when they expire
- Keep originals safe; you may need them at interview
- Scan the certified copies for electronic applications
For everything else that goes with a public service application, see the Z83 guide.
Check your CV before you apply
Score it free against the rules panels and screening software use. Includes a template built for South African public sector applications.
General information, not employment advice. Requirements vary by department and post. Always follow the instructions in the specific advert.