In short
- A certified copy is a photocopy that a commissioner of oaths has compared with the original and stamped and signed.
- Many government adverts now ask for certified copies only from shortlisted candidates, not with the first application.
- Police stations and other commissioners of oaths can certify copies. Always take the original document with you.
- Some adverts set a time limit on how recent the certification must be, so check the advert.
"Attach certified copies of your qualifications and ID." That one line in a job advert sends thousands of job seekers to police stations every week. It also causes a surprising number of rejected applications, because the copies are missing, invalid, out of date or simply not what the advert asked for.
The rules have changed over the past few years, especially for government posts, and many people are still spending time and money certifying documents they do not yet need. This guide explains what a certified copy is, when you actually need one, where to get documents certified, and how to make sure your copies will be accepted.
What a certified copy is
A certified copy is a photocopy of an original document that has been checked and confirmed as a true copy by a commissioner of oaths. The commissioner compares the copy with the original in front of them, and then stamps and signs the copy to confirm that it matches.
The point of certification is trust. An employer cannot see your original matric certificate or degree, but a certified copy tells them that an authorised person has seen the original and confirmed that the copy matches it.
When you actually need certified copies
Government posts
For many years, public service adverts asked every applicant to attach certified copies of their ID, qualifications and driver's licence. This created enormous queues at police stations and huge piles of paper for departments to process.
With the introduction of the current Z83 form, many departments changed their approach. Many adverts now say that applicants should submit only the completed and signed Z83 and a detailed CV, and that only shortlisted candidates will be asked to submit certified copies of qualifications and other documents, usually on or before the interview day.
However, not every department works the same way, and some adverts still ask for certified copies with the application. The rule is simple: do exactly what the specific advert says. If it says "only shortlisted candidates will be required to submit certified documents", you do not need them yet. If it says "applications must be accompanied by certified copies", you must include them, and an application without them may be disqualified.
Our guides to the Z83 form and reading the DPSA circular explain the rest of the government application process.
Company posts
Most private companies do not ask for certified copies when you apply online. They usually verify your qualifications directly with the institution and run background checks after shortlisting. You may be asked for certified copies when you receive an offer or start work, for your employee file.
Bursaries, learnerships and programmes
Bursary and learnership applications often ask for certified copies of your ID, latest results and sometimes your parents' or guardians' IDs and proof of income. Again, follow the specific application instructions.
Where to get documents certified
- Police stations. The most common place. Many stations have set times or a specific counter for certification, and queues can be long at the start of the month and before big closing dates. Go early.
- Attorneys. Attorneys are commissioners of oaths and can certify documents. Some may charge for the service, so ask first.
- Other commissioners of oaths. Certain officials in other organisations are appointed as commissioners of oaths, and some workplaces, schools and community offices have one available. Ask whether they are a commissioner of oaths before you rely on their stamp.
What a valid certification looks like
A properly certified copy usually has the following on it, often in a stamp:
- Words such as "Certified a true copy of the original".
- The signature of the commissioner of oaths.
- Their full name and designation or rank (for example, the police rank or "Commissioner of Oaths").
- The business address or the name of the police station or office.
- The date on which the copy was certified.
Check each page before you leave. A stamp with no signature, no date or a missing name can lead to the copy being rejected. If a document has more than one page, each page that is copied should normally be certified.
Which documents usually need certifying
When an advert asks for certified copies, it usually lists them. Common examples are:
- Your ID (the green ID book or both sides of the smart ID card).
- Your Grade 12 certificate or equivalent.
- Your post-school qualifications, such as diplomas and degrees, and sometimes your academic record.
- Your driver's licence, where the post requires one. Copy both sides of the card.
- Proof of professional registration, such as SANC or HPCSA registration, for professional posts.
Some documents are not usually certified, such as your CV, the Z83 form itself, or reference letters, unless the advert specifically asks.
How recent does certification need to be?
This is one of the most common questions. Certification does not "expire" in a legal sense for every purpose, but many employers set their own rule, for example that copies must have been certified within the last few months. If an advert includes a limit, copies certified before that period may be rejected.
So:
- If the advert sets a time limit, make sure your certification date falls within it on the day you submit.
- If the advert does not set a limit, recently certified copies are still the safest choice.
- Do not certify a large stack of copies months ahead of time and use them for every application. Some will become too old for adverts with a limit.
Mistakes that get certified copies rejected
- Submitting plain photocopies when the advert asked for certified copies.
- Certifying a copy of a copy instead of the original.
- Missing information in the stamp, such as no date, no signature or no name.
- Copies that are too old for the advert's time limit.
- Unclear copies, where the text is too faint or cut off at the edges. Make sure the whole document is visible.
- Only one side of the ID card or licence copied.
- Submitting certified copies when the advert asked you not to, which adds paper and can make your application harder to process.
Scanning certified copies for online applications
When you apply online or by email, you will usually need to scan your certified copies. Scan them clearly in colour if possible, so the stamp is visible, and save each document as a PDF with a clear name, such as "Lerato-Dlamini-ID-certified.pdf". Combine the pages of one document into a single PDF where the system allows it. Keep the paper copies safe in case you are asked to bring them to an interview.
Be careful of fraud
Never use a stamp or signature from someone who did not actually see your original document, and never alter a certified copy. Fraudulent certification is a criminal offence and can lead to disqualification, dismissal or prosecution. Employers increasingly verify qualifications directly with institutions, so false documents are very likely to be discovered.
Once your documents are in order, you are ready to apply. Search current government and company vacancies on our homepage, and always read each advert's instructions on documents before you submit.
Questions people ask
Do I need to certify my documents for every government job?
Not always. Many government adverts now say that only shortlisted candidates must submit certified copies, while the first application needs only the Z83 and a CV. Some adverts still ask for certified copies upfront. Always follow the specific advert.
Where can I get documents certified?
Police stations are the most common place. Commissioners of oaths also include attorneys and certain officials in other organisations. Take the original document and the copy with you.
How old can a certified copy be?
There is no single rule for every employer. Some adverts say the certification must not be older than a set number of months. If the advert sets a limit, follow it. If it does not, recent certification is still the safest choice.
Can I certify a copy of a copy?
No. A commissioner of oaths should only certify a copy after comparing it with the original document. A certified copy of a certified copy, or of a photocopy, is not a proper certification.
This guide is written by OnboardingSA to help South African job seekers. Rules and forms change, so always follow the official advert and the employer's own instructions. Browse current jobs →