Can a Notary Apostille a Document?

A South African apostille authenticates a public document for use in another country that is a party to the Hague Convention of 5 October 1961 Abolishing the Requirement of Legalisation for Foreign Public Documents. South Africa acceded to the Convention, with the apostille regime taking effect in 2025 and replacing the older chain-legalisation process for use between Convention countries. The process is two-staged: a Notary Public examines the original document, confirms the signatory’s identity and authority, and certifies the document’s origin under Notary signature and seal; the Department of International Relations and Cooperation (DIRCO) in Pretoria then issues the apostille certificate, which is the final stamp recognised abroad. Burger Huyser Attorneys handles both stages through its admitted Notaries — Natasha van Deventer and Amanda le Roux in Bedfordview, and Chanté Marais in Pretoria — at its Gauteng branches, with files run through the firm’s Notarial & Conveyancing practice.

Why Engage a Notary for an Apostille in South Africa

The South African apostille process is two-staged, and the stages cannot be substituted for one another. A Notary Public must first certify the document’s origin, and DIRCO must then affix the apostille stamp. A document sent directly to DIRCO without prior Notary certification is rejected at the authentication desk — DIRCO does not examine the underlying document itself, it only apostilles documents already certified by an authorised South African signatory.

South Africa’s accession to the Hague Apostille Convention means that documents bound for other Convention countries now require only the single apostille stamp, not the older multi-step chain legalisation through the destination country’s consulate. The Notary’s role in this new regime is verification, not authorisation: the Notary confirms the signatory’s identity and authority and the authenticity of the document, then signs and seals the certification. DIRCO’s role is the formal apostille stamp that makes the Notary’s certification internationally recognised.

Using a single firm for both stages avoids the most common cause of apostille rejection — a Notary certification that DIRCO’s authentication desk has to query because of a missing annexure, unattested copy, or improperly bound document. Burger Huyser Attorneys’ Notarial & Conveyancing practice is set up to run both stages under one roof, with admitted Notaries on staff at the Bedfordview and Pretoria branches.

What the Notary Apostille Service Covers

A full Notary apostille engagement with Burger Huyser Attorneys covers the following scope of work, from the first consultation through to the collection of the apostilled document:

• Pre-engagement review — confirming which documents need an apostille, the destination country’s Convention status (apostille eligible versus still requiring chain legalisation), and whether originals or properly certified copies are required by the receiving institution.
• Notarial certification — examining the original document or a properly certified copy, taking the signatory’s affidavit or declaration where required, and signing under Notary seal with a notarial certificate attached to the document.
• Document preparation for DIRCO — pagination, indexing, attaching the Notary’s certificate in the format DIRCO’s authentication desk expects, and preparing the DIRCO application form with the destination country details.
• Submission to DIRCO — physically delivering the documents to DIRCO’s authentication desk in Pretoria (or arranging courier submission), paying DIRCO’s per-document fee, and obtaining the reference number for tracking.
• Collection and return — collecting the apostilled documents from DIRCO once processed and returning them to the client, either as originals or scanned copies where requested.
• Courier to destination — international courier or registered post where the client requires the apostilled document sent directly to a foreign receiving party.

The Two-Stage Workflow: Notary Certification Then DIRCO Apostille

Stage	Who does it	Where it happens	What is produced
Document examination and certification	Admitted Notary Public	At the notary’s office (any Burger Huyser branch with a Notary on staff)	Notarial certificate signed and sealed by the Notary, attached to the original or certified copy
Apostille issuance	Department of International Relations and Cooperation (DIRCO)	DIRCO Authentication Desk, Pretoria (corner of Soutpansberg and Beatrix Street, Arcadia, Pretoria)	Apostille certificate affixed to the Notary-certified document, with a unique DIRCO reference number

A document that has been Notary-certified but not apostilled is valid in South Africa and for domestic use, but cannot be presented abroad as an authenticated South African public document under the Convention. A document sent to DIRCO without a prior valid Notary certification is returned unauthenticated.

Documents That Typically Require a Notary Apostille

Documents routed through Burger Huyser’s notarial and apostille service typically fall into four categories:

• Personal documents for emigration, study, or work abroad — birth and marriage certificates, police clearance certificates, academic transcripts and degree certificates, medical reports.
• Commercial and corporate documents — company registration certificates, board resolutions, powers of attorney executed in South Africa for use overseas, commercial invoices or declarations for cross-border trade.
• Property and succession documents — title deeds, affidavits of heirship, certified copies of wills for use in foreign jurisdictions.
• Litigation documents — sworn affidavits, commission evidence, and court orders destined for foreign proceedings under the Hague Evidence Convention or similar cross-border litigation needs.

A frequent point of confusion is Home Affairs: Home Affairs issues the underlying documents (birth and marriage certificates, police clearances) but does not apostille them, and DIRCO does not issue underlying documents — it only apostilles documents already certified by a Notary. The two functions are separate and must run in sequence — Notary first, then DIRCO — for a Convention-compliant apostille.

What to Look for When Choosing a Notary for Apostille Services

Not all notarial service providers are equal on apostille work. The criteria that matter most:

• Admitted Notary on staff. The work must be done by an admitted Notary Public (registered with the High Court), not a “notary signing agent” or general legal assistant. Burger Huyser’s Bedfordview branch (Natasha van Deventer, Amanda le Roux) and Pretoria branch (Chanté Marais) have admitted Notaries on the admitted-attorneys roster.
• DIRCO submission experience. Notary certification alone is not enough; the firm submitting to DIRCO must know the authentication desk’s current requirements for document binding, annexure presentation, and per-document fee calculation.
• Both stages under one roof. Using a single firm for Notary certification and DIRCO submission avoids the handover errors that cause DIRCO rejections — mismatched references, missing notarial certificates.
• Courier and collection logistics. Confirm the firm offers either submission to DIRCO and collection, or full courier-to-destination service, so the client does not need to travel to Pretoria themselves.
• Transparent cost split. Fees should be quoted separately for the Notary’s professional fee and DIRCO’s per-document fee, so the client can see the institutional component versus the professional service component.

Practical Considerations: Cost, Timeline, What to Bring

Component	Detail
Notary’s professional fee	Quoted on a per-document basis — typically lower for a single straightforward certification, higher for documents requiring sworn affidavits or multiple signatory verifications
DIRCO’s per-document fee	Set by DIRCO and passed through at cost — confirmed at booking because the fee schedule is updated periodically
Notary certification timeline	Usually completed in a single consultation (30–60 minutes for one or two straightforward documents)
DIRCO processing time	Depends on the authentication desk’s queue and the submission method; standard submissions typically take longer than the same-day service offered by some specialist competitors
Documents to bring to the first consultation	Original documents (not copies), proof of identity for the signatory, the destination country’s stated document requirements, and any prior apostille or legalisation history on the document
Documents in a language other than English	Confirm with the firm whether a sworn translation must be Notary-certified separately before the apostille stage

Burger Huyser quotes both the Notary’s professional fee and DIRCO’s per-document fee separately at the first consultation, so the client can see the institutional DIRCO charge distinct from the firm’s professional fee. The Bedfordview and Pretoria branches provide a current DIRCO turnaround estimate at booking.

Frequently Asked Questions

What is the difference between a Notary and an apostille?

A Notary Public is the South African legal professional who examines the original document, verifies the signatory’s identity and authority, and certifies the document under the Notary’s signature and seal. An apostille is the international authentication stamp issued by DIRCO (under the Hague Apostille Convention, 1961) that confirms the Notary’s certification is genuine and is recognised in all other Convention countries. The Notary certifies; DIRCO apostilles. Both stages are required for use abroad.

How long does the apostille process take in South Africa?

Notary certification is usually completed in a single consultation of 30 to 60 minutes per document. DIRCO’s processing time depends on the authentication desk’s current queue and the submission channel (in-person, courier, or via a specialist apostille service that has a direct submission arrangement). Burger Huyser will give a current DIRCO turnaround estimate when the appointment is booked, factoring in whether standard or expedited submission is appropriate.

Where do I physically get the apostille in South Africa?

The apostille stamp itself is issued by the Department of International Relations and Cooperation (DIRCO) at its Authentication Services desk in Pretoria. The Notary certification that precedes the apostille is done at the notary’s office — Burger Huyser offers this at its Bedfordview branch (45A Florence Avenue, 011 201 7190), its Pretoria branch (Unit 4, Block 5, Glen Manor Office Park, 138 Frikkie De Beer Street, Menlyn, 012 471 5700), and any other Gauteng branch on arrangement.

Do all documents need an apostille for use abroad?

No — an apostille is only required when the destination country is a party to the Hague Apostille Convention of 1961. For documents bound for non-Convention countries, the older chain legalisation process still applies (Notary certification, DIRCO authentication, then the destination country’s consulate or embassy). Confirm the destination country’s Convention status before instructing, because the route is different.

Can Burger Huyser handle both the Notary certification and the DIRCO apostille?

Yes — the firm has admitted Notaries on staff (Natasha van Deventer and Amanda le Roux in Bedfordview; Chanté Marais in Pretoria) and handles the DIRCO submission and collection as part of the same engagement. Clients do not need to instruct a separate firm for the DIRCO stage or travel to Pretoria themselves, although the documents do still go through DIRCO’s Pretoria authentication desk for the apostille stamp itself.

How much does a Notary apostille cost in South Africa?

The total cost is made up of two components: the Notary’s professional fee for examining and certifying the document (quoted on a per-document basis and varying with the complexity of the document and whether sworn affidavits are required), and DIRCO’s per-document fee for issuing the apostille (set by the department and passed through at cost). Burger Huyser provides a written quote separating both components at the first consultation, so the client can see the institutional DIRCO charge distinct from the firm’s professional fee.

If you need a Notary apostille in South Africa — for a personal document, a corporate filing, a power of attorney for use abroad, or any other Convention-bound authentication — contact Burger Huyser Attorneys on 011 888 0246 (head office) or via the Bedfordview branch (011 201 7190) or Pretoria branch (012 471 5700) directly. The firm handles both the Notary certification and the DIRCO submission and collection, so the client does not need to travel to Pretoria themselves. Bring the original document, your ID, and any destination-country requirements to the first consultation; the firm will quote the Notary’s professional fee and DIRCO’s per-document fee separately at that meeting. Burger Huyser Attorneys carries a 4.8/5 average across 250+ Google reviews (Trustindex verified — “Top Rated Law Firm in South Africa”) and runs the Notarial & Conveyancing practice through admitted Notaries at its Gauteng branches.