Learn what an apostille is, how long a document with an apostille is valid, and what affects its international validity. Read our tips and talk to our experts.
An apostille certificate is often required to validate South African documents in countries that are signatories to the Hague Convention. This process, also known as document authentication, has become increasingly important in recent years due to the growth of immigration, overseas study and international trade in South Africa.
As administrative, business and academic relations between South Africa and other countries have grown, having a document officially recognised by means of an apostille has become a necessity for many South Africans. Despite being so important for many people and transactions, the apostille certificate is widely misunderstood, with many people unaware of its details and limitations.
This article aims to clarify this by explaining what an apostille certificate is, how it functions, the factors that influence acceptance, and how long it remains valid outside South Africa.
What is an apostille certificate and what is it for?
An Apostille is a certificate issued by the relevant authorities to verify the authenticity of a public official’s signature on a document and confirm that the document is genuine. The document is then legally accepted in all countries that are signatories to the Hague Convention. It is important to note that the Apostille certificate does not validate the content of the document, but rather the authority of the signatory.
This process is essential for situations such as enrolment at educational institutions abroad, foreign citizenship processes, marriages and civil partnerships, business contracts and setting up companies, as well as other situations involving the presentation of official South African documents outside the country. In South Africa, this procedure is overseen by the Department of International Relations and Cooperation and the High Courts, who are responsible for issuing the apostille in accordance with international guidelines.
There is no legal expiration date for apostille certificates. Apostille certificates issued under the Hague Convention do not expire. In other words, once issued, an apostille remains valid indefinitely. However, this does not mean that the apostilled document will always be accepted without restrictions in the future.
Validity depends on the content of the document itself. For example, a birth certificate has no specific expiry date and is usually accepted indefinitely. Alternatively, documents such as police or tax clearance certificates, or letters of no impediment, may only be accepted for a limited time, typically 30, 60 or 90 days, depending on the requirements of the destination country or institution.
Therefore, the question ‘How long is an apostilled document valid for in South Africa?’ must be answered on a case-by-case basis, taking into account the type of document, its purpose, and the deadline required by the entity or body that will receive it.
Factors influencing the validity of apostille certificates
Document type: documents such as university diplomas and certificates of birth, marriage or death have a longer validity period. Documents such as police clearance certificates, medical certificates and letters of non-impediment may be accepted for a limited time only.
Country of destination: each country independently defines the rules for accepting foreign documents. Some countries accept documents issued a long time ago, while others require recent updates.
Receiving institution: universities, government agencies, embassies, banks and private companies may impose specific acceptance deadlines based on their internal policies.
These factors serve as a reminder of the importance of checking the criteria adopted by the institution or country to which the document will be sent in advance. Even though apostille certificates do not expire, outdated documents may be refused.
The validity of apostille certificates in countries that are not part of the Hague Convention.
Not all countries recognise the Hague Apostille. If the destination country is not a signatory to the Convention, the South African document must undergo a different authentication process called embassy legalisation.
In this case, the document must first be notarised in Brazil, and then legalised at the consulate or embassy of the country in which it will be used. This procedure replaces the apostille and ensures that the signature and seal are officially recognised abroad.
Therefore, it is essential to check whether the destination country is a signatory to the Hague Convention before starting the process to avoid rework and delays in delivering documentation.
How to check if the destination country accepts the Hague Apostille
Before sending or presenting a document abroad, it is important to confirm whether the destination country is a signatory to the Hague Convention, since only signatory countries recognise the validity of apostilles issued in South Africa.
The official website of the Hague Conference (HCCH) provides an updated list of signatory countries, which can be accessed via this link: List of signatory countries to the Hague Apostille.
New countries join the Convention every year, so it is worth checking for updates before starting the apostille process. This simple check prevents refusals and ensures that your document is valid internationally.
Apostille and certified translation: when are they required together?
A certified translation is required when the original document is in English and needs to be presented in countries where English is not the official language. The translation must be carried out by a sworn translator accredited by the High Court.
An apostille validates the authenticity of the original document, while a sworn translation ensures it is understandable in the destination country’s official language.
These two steps are commonly required for citizenship processes, diploma recognition, immigration procedures, commercial transactions and marriage registrations abroad.
Companies that specialise in both services, like Global Apostille, offer greater security and agility. This avoids procedural errors, delays in issuance and additional costs caused by rework or refusals.
Global-Apostille Apostille and translation service
Obtaining an apostille and certified translations are important steps to ensure that your documents are officially recognised by the relevant authorities abroad. Using a specialised company such as Global Apostille can reduce risks and provide peace of mind throughout the process.
With over 10 years’ experience, Global Apostille offers comprehensive translation and document legalisation solutions, providing certified services in French, Portuguese, Spanish, German and Dutch.
Whether for academic, professional or legal use, our specialists ensure that your documents are valid, authentic and secure in any country.
Do you need to apostille documents or obtain official translations? Count on Global Apostille to guarantee international validity and acceptance.
For more information on our services, please feel free to contact us. Tel: 012 348 3134| Mobile: 081 347 6060 | Email: info@apostillelegalisation.co.za
