Consular legalisation is an important process undertaken by South African individuals or companies when official documents from South Africa are required by the Vietnamese authorities for a specific civil, legal or commercial purpose.

In Vietnamese law, consular legalisation refers to the certification of a foreign document by a Vietnamese embassy to be valid for use in Vietnam. In simpler terms, consular legalisation, also known as embassy legalisation, is a consular service requested by a person to certify the authenticity of a South African public document. The purpose of consular legalisation is to ensure that public documents issued in South Africa are legally valid and recognised by the relevant Vietnamese authorities without questioning their authenticity.

Consular legalisation applies to countries such as Vietnam that are not members of the Hague Convention of 5 October 1961 Abolishing the Requirement of Legalisation for Foreign Public Documents.

In this practical guide to consular legalisation of South African documents for use in Vietnam, we review and explain the practical process and requirements for legalising documents issued by South Africa for use in Vietnam.

List of documents accepted for consular legalisation of South African documents for use in Vietnam

In general, all documents issued by South Africa must undergo the consular legalisation of South African documents for use in Vietnam in order to be accepted and used in Vietnam. Typically, the most common documents required for document authentication at the embassy of Vietnam in South Africa are as follows:

• Personal documents: SAQA verification letter, notarised document, degree, diploma, birth certificate, marriage certificate, police clearance certificate, medical certificates, work experience letter/references, no impediment letter, etc.
• Company Documents: Certificate of Incorporation, Certificate of Free Sale, Articles of Association, Company Extract/Company Profile, Import Permits, High Court Deeds etc.

Process step  for consular legalisation of South African documents for use in Vietnam

As mentioned above, embassy legalisation is the alternative method of authenticating a document for non-Hague Convention countries such as Vietnam, but the consular legalisation of South African documents for use in Vietnam can be a complex and time-consuming process. It can also be expensive. The Vietnamese embassy charges a fee for processing the document. Typically, this process involves the following steps:

    Step 1:  Documents preparation:

The embassy of Vietnam has set their own unique requirements for how documents must be prepared. Depending on your specific circumstances, this could involve getting a SAQA letter, Notarising a TEFL certificate or Getting a HPCSA stamp for a medical certificate etc…, and providing various supporting documents.  It is important to prepare your documents accurately the first time, as a mistake or omission will result in your documents being rejected, requiring you restart the process from the beginning.

Step 2:   Authentication by the High Court, DIRCO or both:

The second step in the process is for designated South African authorities to verify the authenticity of your document. In South Africa, this process is carried out by the Registrars of the High Court and the Consular Section of the Department of International Relations and Cooperation (DIRCO) in Pretoria. Depending on your circumstances, you may need to submit your document to only one of these institutions or to both. The High Court and DIRCO will authenticate your document by issuing an A4 certificate which will be attached to your document with a ribbon and a large red stamp will be placed directly on your documents to confirm that they have been authenticated.

Step 3:   Consular legalisation by the Vietnam embassy:

The 3rd and final step of the process is for the local Vietnamese Embassy in Pretoria. You will need to present your document to the consular section of the Vietnamese Embassy and pay the required fee. The consulate will verify the authenticity of the signature, seal and content of the document. After verification, they will issue a certificate or seal of authenticity, making the document legally valid for use in Vietnam.

Things to remember:

• Your document would not be recognised in Vietnam if you do not complete Step 3.
• There is no requirement for the South African Embassy in Hanoi to view or stamp your documents once they have been legalised by the Vietnamese Embassy in Pretoria.
• You can either do the consular legalisation yourself or use a document legalisation service to do it on your behalf.

Together, these steps ensure compliance with Vietnamese legal requirements and international standards for document legalisation.

Global Apostille assist you with consular legalisation of South African documents for use in Vietnam

Navigating the intricacies of consular legalisation of South African documents for use in Vietnam can be a daunting task, especially for individuals and companies unfamiliar with the process and requirements. This is where Global Apostille steps in as a trusted partner and facilitator. With our extensive experience and expertise in document attestation services, we offer invaluable assistance in seamlessly navigating the consular legalisation process.

Global Apostille’s team of knowledgeable professionals provide personalised guidance and support tailored to each client’s specific needs and requirements. From initial consultation to document submission and final certification, we ensure a smooth and efficient process, saving you time, effort and potential headaches. For further information please contact us on Tel: 012 348 3134; Mobile: 081 347 6060; Email: info@apostillelegalisation.co.za