Obtain legalized translation of a document

When preparing documents for sworn translations intended for apostille certification, it is crucial to address the following technical specifications:

• Document Authenticity: Verify that the documents are original and issued by an authorized entity. It’s imperative to ensure that there are no alterations, tampering, or physical damages that could compromise their integrity.
• Clarity and Legibility: Ensure that all text and details are clear and legible. This is particularly significant for personal documents such as birth, marriage, and death certificates, where ambiguity can lead to processing delays.
• Educational Credentials:  Confirm that educational documents feature the institution’s official seal and authorized signatures. These elements are vital for compliance with the apostille convention and the document’s acceptance in the destination country.
• Legal Endorsements: Check that all legal endorsements, such as notary seals or commissioner of oaths’ marks, are both visible and undamaged. This is essential to uphold the document’s validity throughout the apostille process.

Submitting your request for a sworn translation with an apostille.

1. To start the certification process, please send PDF copies of your documents to [email protected].
2. Make sure to mention the country where you plan to use them.
3. If the embassy or organization you’re dealing with has special translation needs, please let us know!

Important Notice

• Metric certificates destined for academic pursuits in Russia, Italy, Ukraine, Spain, and Portugal require prior verification by UMALUSI before proceeding with translation and legalization procedures.
• Similarly, South African qualifications (Academic Credentials: Diplomas, Degrees, and Postgraduate Qualifications) requiring translation will need to be verified by the South African Qualifications Authority (SAQA) before moving forward with the legalization process.

For the translation of documents that have been legalized or apostilled by the Department of International Relations and Cooperation (Dirco), please be advised that scanned copies of the documents will suffice to initiate the translation process. There is no need to provide the original documents.

South Africa’s High Courts provide authoritative legal certification for translated documents. In cases where a country’s embassy or consulate requires South African government documents, such as birth certificates, marriage certificates, death certificates, police clearances, or business certificates, to be used in foreign countries where English is not the official language, it is imperative to have them translated by a sworn translator to ensure their validity. This is in accordance with Rule 59 of the Supreme Court and Act 8 of 2014 of the South African Language Practitioners’ Council, which mandates that sworn translations must be performed by South African registered sworn translators and validated by the chief registrar in the South African High Court to ensure their validity.

Sworn translation legalization is an important process that helps ensure South African public documents are recognized in countries where English is not widely spoken, especially in places that do not follow the apostille convention. This process involves several key steps designed to confirm that documents, like educational and marriage certificates, are genuine for use abroad.

Here’s a simplified overview of how the legalization process works in South Africa:

Option 1: Using a Notary and Sworn Translator

1. Notarization: First, a notary public verifies and signs the document to make sure it is authentic.
2. Sworn Translation: Next, a sworn translator, recognized by the South African High Court, translates the notarized document. This translation is then validated by the Chief Registrar’s office to confirm the translator’s credentials.
3. Authentication by DIRCO: Following that, the Department of International Relations and Cooperation (DIRCO) checks the signature of the Chief Registrar to ensure that everything is legitimate.
4. Embassy Attestation: Finally, the verified translated document is sent to the embassy or consulate of the country where it will be used. The embassy checks the translation and adds its own seal or stamp to complete the process.

It’s important to make sure that the country where the document will be used is not a member of the apostille convention, as this affects what procedures need to be followed.

Option 2: Using a Sworn Translator Only

For some documents, especially those intended for countries that do not use English as an official language, the process also involves a sworn translator. According to South African law, these translations must be done by a translator recognized by the High Court.

1. The translator converts the document into the necessary language.
2. The Chief Registrar’s office then verifies the translator’s signature.
3. DIRCO authenticates this signature, confirming the notary’s registration and the credibility of their seal.
4. Finally, the document is submitted to the embassy or consulate for legalization, where they check its authenticity and add their seal.

This thorough process ensures that South African documents are properly recognized overseas, providing peace of mind when dealing with foreign bureaucracy.

To commence the certification process, please forward PDF copies of your documents to [email protected].

1. It is essential to specify the country in which you intend to utilize the documents.
2. Should the embassy or organization with which you are engaged have specific translation requirements, please inform us accordingly.

Important Notice

• Metric certificates destined for academic pursuits in Russia, Italy, Ukraine, Spain, and Portugal require prior verification by UMALUSI before proceeding with translation and legalization procedures.
• Similarly, South African qualifications (Academic Credentials: Diplomas, Degrees, and Postgraduate Qualifications) requiring translation will need to be verified by the South African Qualifications Authority (SAQA) before moving forward with the legalization process.

For the translation of documents that have been legalized or apostilled by the Department of International Relations and Cooperation (Dirco), kindly note that scanned copies of the documents will be adequate to initiate the translation process. There is no necessity to provide the original documents.

In addition to apostilles, the High Court and the Department of International Relations handle the certification and authentication of sworn translations