An apostille is a form of certification issued to validate the authenticity of a South African document for use in another country that is a member of the Hague Apostille Convention like, Spain, Netherlands, Greece etc… but not every document qualifies. The Legalisation Section of DIRCO which is one of the government agencies that handles the apostille process for South African documents often rejects document that were apply for apostille.
This can happen for a number of reasons – DIRCO has specific requirements for different types of documents, and it can be difficult to know if your document is ready to be apostilled. Fortunately, Global Apostille has a wealth of experience with all types of documents and we know the requirements inside out. In this blog, we will explore 8 common reasons for DIRCO apostille rejection and provide insights into how to overcome these challenges. Understanding these reasons can help to ensure that the process runs smoothly and delays are avoided.
Abridged certificates from department of home affairs
In South Africa, an abridged certificates (abridged birth, marriage and death certificates) are short versions of civil certificates which provides basic information about an individual, such as their name, date of birth, and place of birth. It typically does not include the names and details of the parents. Abridged certificates were previously issued for birth registration, but the Department of Home Affairs stopped issuing them in March 2013, and only unabridged certificates are now issued. It is typically used for administrative purposes within South Africa, but is not generally accepted for international use or apostille.
Missing Original Signature or Seal
Missing Original Signature or SealDIRCO apostille can only authenticate signatures and seals of South African public officials. If a document doesn’t have an original signature or official seal, it can’t be apostilled. Unfortunately, lots of certificates issued by the Department of Home sometimes don’t have signatures or seals. Whatever the document – a birth certificate or something else – it needs the right stamps from the people who issued it to be valid.
Unverifiable Seals or Signatures
Even if a document has a seal or signature, if these cannot be verified by DIRCO the document won’t qualify for apostille. Seals or signatures that are outdated, illegible, or from unknown authorities make it impossible to authenticate the document. Ensuring the use of recognized institutions and officials can prevent this issue. For example, Documents issued by religious institutions, such as baptismal or religious marriage certificates, cannot be apostilled. These are considered outside the scope of official state-issued documents and, therefore, cannot be authenticated through the standard apostille process.
Degrees Certificates
Original degree certificates are never apostilled; rather, the verification letter of your degree is the one that will be apostilled. The verification letter can be applied for at the South African Qualifications Authority (SAQA). The SAQA verification letter proves the validity of your degree and that you obtained your degree at a registered South African university. After obtaining your SAQA verification letter, you can then send it to the Department of International Relations and Cooperation (DIRCO) for it to be apostilled for international use, or you can send it to Global Apostille for an express, expedited DIRCO apostille service
Documents from Unrecognized Educational Institutions
Diplomas, transcripts or other educational documents from unrecognised institutions are not eligible for a DIRCO Apostille. This usually applies to institutions that are not accredited or officially recognised. Educational certificates must come from properly accredited institutions in order to qualify for authentication.
Foreign Documents
DIRCO is only able to authenticate documents that have been issued within South Africa. Foreign-issued documents, including birth certificates and other official papers, must undergo the apostille process in the country of origin. South African authorities are not authorised to apostille documents originating from outside South Africa.
Laminated Documents
In general, laminated birth, marriage and death certificates are not accepted for immigration purposes, even if they seem to be a good protection. DIRCO systematically rejects laminated certificates. Documents that are laminated or glued together cannot be apostilled because the process requires stamps to be applied directly to the paper. Lamination or adhesive materials prevent stamps from adhering properly, making these documents ineligible for authentication. Keeping documents in their original form is essential for a successful apostille.
Doubts About the Document’s Authenticity or Purpose
DIRCO reserves the right to decline authentication if there are doubts about the authenticity of the document, its contents, or the notarial act associated with it. This includes situations where the document may be used for misleading, fraudulent, or illegal purposes. If the content is believed to be deceptive or could be used in a manner contrary to legal and ethical standards, the case may be referred to the appropriate authorities. This policy ensures that only legitimate documents are apostilled and used in a lawful and transparent manner.
Trust Global Apostille
When it comes to Apostille services, it is advisable to seek professional assistance to avoid apostille rejection. Global Apostille’s legalisation services are a trusted and reliable option for Apostille services in South Africa. With our expertise and knowledge in handling apostilles, we can guide you through the process, help you avoid common mistakes and ensure a seamless experience. Whether you require an Apostille for personal or business purposes, Global Apostille’s Legalisation Services can provide you with the support and expertise you need. Our commitment to excellence and attention to detail makes us the ideal choice for all your apostille needs.
Understanding why a document cannot be apostilled is important for ensuring a smooth process. Documents must meet specific requirements, including having original signatures and seals, coming from recognized authorities, and being free from any alterations that might hinder stamping. By meeting these conditions, documents can be apostilled efficiently and without unnecessary delays. To ensure everything is handled correctly the first time, reach out to one of our friendly experts to get started!
Seeking professional services, such as those offered by Global Apostille’s Legalisation Services, will greatly simplify the Apostille process and ensure that your documents are properly validated for international use. For more information, please contact us at: Tel: 012 348 3134; Mobile: 081 347 6060; Email: info@apostillelegalisation.co.za
