Certified copies in South Africa: free at the police station, but never for an apostille

Tips · 2026-10-27 · 10 min read

A South African man hands documents across a public service counter to an official holding a rubber stamp.

Certified copies in South Africa cost nothing at a police station: the South African Police Service (SAPS) certifies copies free at any station, at any time, as long as you show the original and bring your own photocopies. A Commissioner of Oaths can certify copies too, and can also take an affidavit if you have been asked for one. What neither of them can do is make a copy acceptable to DIRCO, because DIRCO does not authenticate certified copies at all. If a document needs an apostille for Australia or New Zealand, the original or an official verification letter goes to DIRCO, never a copy.

This guide is for South African tradespeople and professionals putting their papers together for a sponsored job abroad. It covers which route to use, where certified copies come up and the mistakes that send people back to the queue.

Certified copy, original or apostille: three different things

People mix these up, and that is how a morning at DIRCO gets wasted.

Original: the document as it was issued, such as your green ID book or smart ID card, your trade certificate or an unabridged birth certificate from Home Affairs.
Certified copy: a photocopy that a police officer or a Commissioner of Oaths has compared with the original and stamped as a true copy. It shows the copy matches the original. It says nothing about whether the original itself is genuine.
Apostille: DIRCO's certificate that legalises a South African official document for use in a country that belongs to the Hague Apostille Convention. South Africa has been part of it since 30 April 1995, and Australia and New Zealand are members too.

The free route: any SAPS police station

SAPS certifies copies of documents free, at any police station and at any time. Two conditions apply. You must show the original, and you must bring your own copies.

If an email asks you to post your originals instead, read our guide to spotting a fake High Commission or visa email before you send anything.

Whether you live in Soweto, Mitchells Plain or Umlazi, the nearest charge office will do it without a fee. Photocopy everything first, front and back where both sides carry print, and take the originals with you in a folder so nothing gets bent or lost.

The other route: a Commissioner of Oaths

The Department of Justice says a Commissioner of Oaths can administer oaths or affirmations, take affidavits and certify copies of original documents. You can read the official description on the Department of Justice page on commissioners of oaths. "Commissioner of Oaths" is the official South African term, so it is also the phrase to look for in any instructions you receive.

When does a commissioner make more sense than the police station? Mainly in two cases:

The request you received names a Commissioner of Oaths specifically. Follow the wording.
You have been asked for an affidavit as well as copies, and you want both done in one visit.

There is no official fee figure for commissioners on the page above, so ask up front whether there is any charge. If the request only says "certified copies", the police station gives you the same result at no cost.

Police station, commissioner or DIRCO: who does what

Office	What it does	Cost	What you bring
SAPS police station	Certifies copies of documents	Free	The original plus your own photocopies
Commissioner of Oaths	Certifies copies, takes affidavits, administers oaths or affirmations	Ask before you go	The original plus your own photocopies
DIRCO	Legalises South African official documents with an Apostille Certificate or a Certificate of Authentication	No fee, per DIRCO	Originals and official verification letters, never certified copies, through an online booking

Where certified copies come up in a move abroad

Most of what you send to Australia or New Zealand is uploaded, not posted. Australia's Department of Home Affairs says most visas are applied for online through ImmiAccount, and that you do not need to attend an Australian embassy, high commission or consulate to apply. So there is no point certifying a thick stack of papers "just in case". Certify what someone has actually asked for.

The one certified copy almost every applicant needs is for the SAPS Police Clearance Certificate (PCC). SAPS lists the pack as your fingerprints on form SAPS 91(a), the completed application form, a certified copy of your ID document or passport, a certified marriage certificate where a maiden name applies, and proof of payment. The fee is R190,00 per application and it is not refunded, so a missing certified copy is an expensive way to lose a few weeks. Our breakdown of emigration document costs puts the PCC next to the other official fees and waiting times.

Beyond the PCC, certified copies are requested case by case: an employer's application instructions, a skills assessment checklist or a registration body abroad. MzansiAbroad's own checklist for an overseas move puts it the same way: certified copies by a commissioner of oaths if asked for. When you apply for something like this fitter, turner and welder job in Christchurch, send what the listing asks for first and keep certified copies ready for the later stages.

While you wait, get the rest of the pack in order. A proper CV lists every job's dates, duties and the tools, plant or machines you worked on, and Build AI CV can help you set it out clearly for an Australian or New Zealand employer.

Why DIRCO will not apostille your certified copies

DIRCO legalises South African official documents for use abroad with an Apostille Certificate where the destination country is a signatory to the Apostille Convention, or a Certificate of Authentication where it is not. It works on originals. DIRCO says it does not authenticate certified copies, and it does not authenticate original qualification certificates or diplomas either. It also turns away abridged certificates, laminated documents and the marriage certificate issued by the marriage officer: the unabridged one from Home Affairs is what it needs. The full rules are on DIRCO's legalisation services page.

So what goes to DIRCO instead? Documents it legalises directly include original unabridged birth, marriage and death certificates from Home Affairs, original SAPS Police Clearance Certificates and qualification verification letters such as those from SAQA and Umalusi. In practice:

For a degree or diploma, request a SAQA verification letter for overseas work and legalise that letter, not a copy of the degree.
For a trade certificate, DIRCO says the QCTO verifies certificates issued by the QCTO and the former Departments of Labour, Manpower and Higher Education and Training. Our guide to trade test certificate verification through the QCTO shows how artisans get that letter.
For the PCC, DIRCO legalises only original certificates not older than six months, so time the apostille close to when you will use it.

The latest change matters here too. From 1 September 2026 DIRCO discontinued its walk-in legalisation service: you book online, with 80 booking slots a day except Wednesdays, starting at 08:30. Turning up with certified copies wastes one of those slots. Our guide to DIRCO's apostille booking system walks through it, and DIRCO does not charge for it.

One more limit catches people who have already left: DIRCO says South African embassies and consulates abroad cannot issue apostilles, only certificates of authentication. Sort your originals before you fly.

Documents in Afrikaans: certify and translate are separate jobs

A certified copy of an Afrikaans document is still an Afrikaans document. Home Affairs says all non-English documents must be translated into English and both the original and the translation provided. Translators outside Australia do not need to be accredited, but the translation must include the translator's full name, address, phone number and language qualifications and experience. Translators in Australia must be accredited by NAATI.

If a school report, marriage certificate or service letter is in Afrikaans, isiZulu or any other language, plan two steps: the translation, and whatever certification the request asks for.

Step by step: your certified copies in one morning

Read the request line by line. Note which documents need certified copies, which need originals and whether an apostille is mentioned anywhere.
Gather the originals: ID or passport, trade certificate or qualifications, and the unabridged marriage certificate if a maiden name applies.
Photocopy every page clearly, front and back where both sides carry print, and make one spare set.
Take the originals and the copies to any police station, or to a Commissioner of Oaths if the request names one.
Before you leave the counter, check that every page you need has been stamped and signed.
Book DIRCO online only for originals and verification letters that need an apostille.
Scan the certified set and keep a copy of everything you send and every answer you get.

Common mistakes South Africans make with certified copies

Booking DIRCO for certified copies. DIRCO does not authenticate them, so the slot is lost and you start again.
Arriving at the police station without photocopies. SAPS certifies only when you bring your own copies along with the original.
Handing your originals to an "agent". The Australian High Commission in Pretoria lists demands to keep your original documents among its visa scam warning signs. Keep originals in your hands and send copies. Our guide to spotting fake overseas job offers covers the other red flags.
Laminating certificates. DIRCO does not accept laminated documents, so a laminated birth certificate means a new one from Home Affairs.
Sending the marriage officer's certificate. DIRCO needs the unabridged marriage certificate from Home Affairs.
Stopping at certification for an Afrikaans document. Australia wants an English translation as well as the original.

Frequently asked questions

Can I certify documents at a police station for free in South Africa?

Yes. The South African Police Service certifies copies of documents free at any police station, at any time. The original must be shown and you must bring your own photocopies, so make the copies before you go.

Is a certified copy from a commissioner of oaths better than one from a police station?

The Department of Justice says a Commissioner of Oaths can certify copies of original documents, and SAPS certifies them too, so both are certified copies. Follow the wording of the request you received: if it names a commissioner of oaths, use one; if it only says certified copies, the free police station route is the simple choice.

Can DIRCO apostille a certified copy of my ID or my qualification?

No. DIRCO says it does not authenticate certified copies, and it does not authenticate original qualification certificates or diplomas either. For a degree it legalises a verification letter such as SAQA's; for a trade certificate the QCTO is the body that verifies it.

Do I need certified copies for an Australian visa application from South Africa?

Home Affairs says most Australian visas are applied for online through ImmiAccount, so you mostly upload scans. Certify only what an employer, assessing body or office has asked for. The SAPS Police Clearance Certificate application is one place where a certified copy of your ID or passport is always part of the pack.

My documents are in Afrikaans. Is a certified copy enough?

No. Home Affairs says all non-English documents must be translated into English and both the original and the translation provided. A translator outside Australia does not need to be accredited but must include their full name, address, phone number and language qualifications and experience.

Key takeaways

SAPS certifies copies free at any police station, at any time: bring the original and your own photocopies.
A Commissioner of Oaths can certify copies and take affidavits; use one when the request names one.
DIRCO does not authenticate certified copies: legalise originals or verification letters instead.
The PCC application needs a certified copy of your ID or passport, so certify it before you apply.
Documents in Afrikaans or another language also need an English translation for Australia.

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