Why Apostille Delays Are More Common Than You Think
Applying for apostille documents in South Africa can be frustrating. You’ve submitted everything, paid the courier, and waited weeks, only to be told your application is delayed or rejected. Unfortunately, this is a common experience. Many South Africans unknowingly make small mistakes that trigger big problems.
Let’s break down the most frequent reasons applications fail and how you can avoid them.
Submitting the Wrong Type of Document
DIRCO only apostilles original public documents or certified copies from authorised sources. If you submit a photocopy, a document with missing stamps, or an uncertified version, your application will be rejected outright.
For example, if you submit a standard birth certificate instead of the unabridged version, DIRCO won’t process it. Likewise, Home Affairs-issued certificates must be printed on security paper and carry the appropriate signature.
Using Outdated or Illegible Documents
Faded ink, torn edges, or water damage can all cause rejection. Your documents must be clean, clearly legible, and in good condition. DIRCO checks for authenticity and readability. If there’s any doubt, your application will be held back or denied.
This is especially common with older documents, like birth or marriage certificates printed years ago on now-obsolete formats. If your documents look questionable, replace them with fresh versions before submitting.
Missing or Incorrect Certifications
Some documents need extra steps before they’re eligible for apostille. Academic transcripts, for example, must first be verified by the Department of Higher Education and Training (DHET). Police clearances must be printed on official SAPS stationery.
If these pre-certifications are skipped, DIRCO can’t process the apostille—even if everything else looks correct. These details are easy to miss without expert guidance.
Mismatch Between Document and Destination
If you’re emigrating to a non-Hague Convention country, submitting your documents for apostille instead of authentication will lead to rejection. Each country has different requirements. Apostille is only valid for Hague member states. Others need embassy legalisation.
Many South Africans make this mistake when trying to DIY the process. That’s why it’s vital to check what your destination country requires before starting the process.
Incorrect Personal Information
Spelling errors, date discrepancies, or mismatched names between your ID and the document can cause delays. DIRCO is strict about consistency. If your ID shows “Thabo Mokoena” and your marriage certificate shows “T. Mokoena,” you may be asked to submit a supporting affidavit or corrected version.
Always double-check your details before submission. Even one small error can hold up your application for weeks.
Submitting Through the Wrong Channel
DIRCO doesn’t process walk-ins. Submissions must go through proper channels—either couriered directly or managed by a verified document service. Attempting to hand-deliver, or using an unofficial third-party, can result in lost documents or processing delays.
Apostille is not something to leave to chance. Using a trusted facilitator ensures your paperwork follows the correct path from the start.
Avoid the Pitfalls—Let Doc Assist Handle Your Apostille With Confidence
When it comes to apostille documents, there’s no room for error. At Doc Assist, we know every requirement, signature, and shortcut. We ensure your documents are correct before submission, handle the entire process for you, and return them securely.
Don’t risk delays, rejection, or stress. Whether you need one document apostilled or an entire emigration package, our team is ready to help. Contact Doc Assist today and let’s make your paperwork stress-free, fast, and accurate, from start to finish.