Certified Copies in South Africa: Where to Certify & Validity

Quick answer: In South Africa you can get copies of your ID, matric certificate and qualifications certified for free at any police station, or by another commissioner of oaths such as a post office clerk, school principal, bank official or attorney. Take the originals with you. For government jobs, departments must accept certified copies up to six months old (unless the advert allows longer), and most only ask for them once you have been shortlisted.

Certified copies are a routine part of applying for jobs, learnerships and bursaries in South Africa, yet many applications fail because a stamp is missing, the certification is out of date or the copy was "certified" by someone who is not allowed to do it. This guide explains who can certify, what a valid certification looks like and how recent it must be, using official Department of Justice, DPSA and CIPC documents.

Key takeaways

Only a commissioner of oaths can certify a copy. Police officers, certain post office staff, school principals, bank officials, attorneys and many professional accountants qualify.
Always bring the original. The commissioner must compare the copy with the original before signing.
A valid certification shows the commissioner's signature, full name, designation (job title), business address and the date. Police officials should also add their rank.
For public service jobs, departments must accept certifications up to six months old unless the advert sets a longer period.
Most government adverts now ask for certified copies only from shortlisted candidates, on or before the interview day.
A photocopy of a certified copy is not a certified copy. Get each copy certified in ink.

What is a certified copy?

A certified copy is a photocopy of an original document that a commissioner of oaths has compared with the original and signed to confirm it is a true copy. Employers ask for them so they can trust your ID and qualifications without keeping your originals. The stamp and signature also make the person who certified the copy traceable if a document later turns out to be fake.

Who can certify documents in South Africa?

Commissioners of oaths are appointed under the Justices of the Peace and Commissioners of Oaths Act, 1963. The Minister of Justice has designated many office holders as commissioners of oaths "ex officio", meaning by virtue of their job. According to the official schedule published by the Department of Justice, these include:

South African Police Service: all members of SAPS, including reservists when on duty. This is why most people go to their nearest police station.
South African Post Office: permanent clerical staff at or above a set salary level, so not every counter clerk.
Schools and colleges: principals and deputy principals of public schools and colleges established by law, and principals of private schools.
Banks: managers, accountants and certain other senior officials at registered banks.
Legal professionals: admitted attorneys and notaries.
Accounting bodies: members of designated professional bodies, such as chartered accountants (CA(SA)) and professional accountants registered with SAIPA.

Other people can also apply to their local magistrate's office to be appointed as commissioners of oaths, usually because their job requires it. If you are unsure whether someone qualifies, ask to see their official stamp and designation, or go to a police station.

What a valid certification must include

The certification is usually a stamp on the copy with handwritten details. The CIPC's certification rules (Practice Note 2 of 2022) give a useful checklist of what must appear, and employers look for the same details:

The commissioner's signature, in ink.
Their full name and surname.
Their designation (for example "Sergeant, SAPS" or "Attorney").
Their business address.
For police officials, their rank and rank number (staff number).
The date of certification.

Most stamps also say "Certified a true copy of the original". Check the stamp before you leave. A missing date or an unreadable signature is the easiest way for an otherwise good application to be rejected.

How recent must a certified copy be?

There is no single national expiry date. Each organisation sets its own rule, so read the advert carefully.

Government (public service) jobs: the official Z83 application form states that departments must accept certified documents up to six months old, unless the advert prescribes a longer period. Some adverts in DPSA Circular 38 of 2026 also ask shortlisted candidates for certified copies "not older than 6 months".
Company registrations (CIPC): certified ID copies may not be older than three calendar months.
Private employers, learnerships and bursaries: the rule is set by each organisation. If the advert does not say, recently certified copies (within the last three months) are the safest choice.

Do you need certified copies when you apply for a government job?

Usually not at application stage. DPSA Circular 19 of 2022 says applicants are not required to submit copies of qualifications and other documents when they apply, but must submit a fully completed Z83 and a detailed CV. Departments are encouraged to ask only shortlisted candidates for certified copies, on or before the day of the interview.

Some departments still ask for certified copies upfront, so the advert always has the final word. For help with the form itself, see our section-by-section Z83 guide, and read what happens after you are shortlisted.

How to get documents certified: step by step

Check the advert for which documents are needed and how recent the certification must be.
Make clear photocopies of each original. For the smart ID card, copy both sides on one page.
Take the originals and the copies to a police station or another commissioner of oaths. They should not certify a copy without seeing the original.
Check every page before you leave: signature, name, designation, address, date and, at a police station, the rank and number.
Scan the certified copies in colour if you will apply by email or online, and keep the paper copies safe for the interview.
Re-certify when your copies pass the age limit in the advert you are applying for.

Which documents are usually certified for job applications?

South African ID (green ID book or both sides of the smart ID card).
National Senior Certificate (matric) or equivalent.
Tertiary qualifications and academic records.
Driver's licence, if the job requires driving.
Professional registration certificates, such as SANC for nurses or PSIRA for security officers.

Foreign qualifications usually need to be evaluated by the South African Qualifications Authority (SAQA). Several adverts in recent DPSA circulars say this is the applicant's responsibility.

Common certification mistakes

Submitting a photocopy of a certified copy instead of an original certification.
No date on the stamp, or a date older than the advert allows.
A certification by someone who is not a commissioner of oaths, such as a friend or a manager who does not hold the designation.
Asking for a copy to be certified without the original. A proper certification confirms the copy matches the original, so this should be refused.
Copies so faint or cropped that the stamp, ID number or results cannot be read.

Beware of certification scams and fake documents

Certifying a copy should not be a paid "service" at a police station. If anyone asks for money to certify documents or to "skip the queue", refuse and report it. Never ask anyone to certify a copy of a document you do not have, and never alter a certified copy. Fraudulent documents can lead to disqualification, dismissal or criminal charges. For more on job scams, read our guide to a recent SAPS recruitment scam.

Frequently asked questions

Where can I certify documents for free in South Africa?

Any police station can certify copies, because all SAPS members are commissioners of oaths by virtue of their office. Take your originals with you. School principals and some post office and bank officials are also commissioners of oaths, though availability varies by branch.

How long is a certified copy valid for a government job?

For public service jobs, departments must accept certified copies up to six months old unless the advert sets a longer period. Other organisations set their own limits. The CIPC, for example, accepts certified ID copies only up to three months old.

Can a teacher certify documents?

Not every teacher. The Department of Justice schedule designates principals and deputy principals (and certain senior education officials) as commissioners of oaths, not ordinary classroom educators.

Can I submit a copy of a certified copy?

No. A photocopy or scan of a certified copy is not a fresh certification. If you apply on paper, each copy needs its own original stamp and signature. If you apply online, scan an originally certified copy and keep it for the interview.

Do I need certified copies to apply for a learnership?

Many learnership adverts ask for certified copies of your ID and matric certificate. Others ask for them only if you are shortlisted. Follow the instructions in each advert. Our guide on how to apply for learnerships in South Africa explains the full process.

Ready to apply?

Once your documents are in order, browse current openings on our jobs in South Africa page and the entry-level posts in DPSA Circular 38 of 2026. To update your CV, use our South African CV format guide.

Sources

Updated 29 October 2026 by the Jobsiz Editorial Team. Facts checked against official Department of Justice, DPSA and CIPC documents on that date.

Certified Copies for Job Applications in South Africa (2026 Guide)