Certified copy, notarised copy or apostille: who to see for which

The names certified copy, notarised copy and apostille sound like they do the same job, but they don't — and booking the wrong service means wasted time and money. Understanding which one you actually need is the first step to getting the right person.

A certified copy is a photocopy of an original document that someone in authority has verified matches the original. A notarised copy is a certified copy that carries the notary's seal and signature, adding a legal layer of authority. An apostille is a certificate issued by a government authority (usually the Department of Justice) that authenticates the origin of a public document — it doesn't copy the document itself; it's a separate sheet attached to the original or a certified copy. The key difference is jurisdiction: a certified or notarised copy works for local use within South Africa, while an apostille is required when a South African document needs to be accepted in another country that is party to the Apostille Convention.

When you're applying to study or work abroad, or submitting a qualification to a foreign employer or regulator, the destination country's requirements determine what you need. Some countries accept a notarised copy. Most modern ones — particularly English-speaking nations and EU countries — require an apostille. A few older signatories to international treaties may demand full embassy legalisation instead. Before you pay anyone, check the specific requirement with the receiving institution: university admissions office, employer, professional council or government department. Ask them the exact phrase: "What authentication do you accept — notarised copy, apostille or legalisation?" Their answer tells you exactly who to visit.

When to see a notary

You need a notary when a South African entity — a bank, government department, insurance company, or private business — demands proof that a copy of your document is a true copy of the original. This is common for identity documents, school certificates, marriage certificates, bank statements and property deeds used locally. A notary public examines your original, compares it to the copy you've made, and stamps and signs the copy to certify the match. The notary's seal and signature then make that copy acceptable as evidence in South African courts and administrative processes.

Notaries are regulated by the Law Society of South Africa. When you contact someone offering notary services, ask them outright for their registration number with the Law Society. If they hesitate or can't provide it, do not use them. Booking through Strove lets you see which notaries are verified, which cuts that vetting step out.

When to see someone handling apostilles

An apostille is not issued by a notary; it comes from the Department of Justice's International Notarial Section (or the relevant government department that issued the document you're authenticating — for example, SARS issues apostilles for tax documents, the Registrar of Deeds for property documents). You cannot walk into a notary and ask for an apostille. What you can do is ask a notary to make a certified or notarised copy of your original document, then you (or they, on your behalf) submit that certified copy to the Department of Justice with an apostille application form, proof of payment, and your contact details. The Department of Justice then issues the apostille certificate.

Some legal practitioners and document authentication specialists offer a package service: they hold your original, arrange the certified copy, submit the apostille application, and collect the apostille certificate on your behalf — then release the whole bundle to you. This is convenient if you're overseas and cannot visit the department yourself. When you're comparing who to book, ask clearly: do they handle the application and collection, or do they only prepare the certified copy and hand the apostille paperwork to you? The faster route is usually a specialist who handles the full chain; the slower route is doing each step yourself.

Before you contact anyone, know your destination country's exact requirement, and make sure you have your original document with you. A good notary or authentication specialist will ask you three questions: where is the document going, what institution is receiving it, and can you show them the requirement in writing. If they skip these checks and just start working, find someone else.