Depending on your needs, you may require documents to be authenticated, certified, or have certified copies made
Document authentication
South Africa and Germany are both members of the Hague Apostille Convention. This means that if you need to authenticate a South African document for use in Germany, you can have it Apostilled. You can find the full list of participating countries here.
It’s important to note that Apostille and Notarisation are not the same. They serve different purposes and are used in different situations.
Here is a summary of the differences between Notarised, Apostilled, and Legalised:
| English Term | German Term | Description |
| Notarisation | die Beglaubigung etwas notariell beglaubigen | Notarisation is the act of officially certifying a legal document by a public notary. The purpose of having a legal document notarised is to ensure the authenticity of the signatures that appear on the document. The notary verifies the identities of everyone signing the document and also witnesses the signing. The document is then marked with a stamp or seal. Notarisation is always included in the Apostille, as it is a main requirement for obtaining the Apostille |
| Apostille | Apostille | Apostille certificates are a result of the Hague Convention, a treaty between over 100 countries that allows documents issued in one country to be accepted in another. An Apostille is a certificate that is attached to the original document to verify it is legitimate and authentic so that it will be accepted in other countries |
| Legalisation | die Legalisierung Die Rechskräftigkeit | In case the country that you are presenting your documents to is not a part of The Hague Convention here, Legalisation can be done instead. |
| Affidavit | die eidesstattliche Erklärung die beeidigte Erklärung die eidesstattliche Versicherung | An affidavit is a sworn statement that is then notarised to be admissible in court |
Authenticating South African Documents in Germany
Apostille
An Apostille confirms authenticity and allows a document (such as a birth certificate) to be accepted by authorities in another country.
More information on Apostilles and legalisation can be found here.
According to the South African Embassy in Germany, there are two options to have a South African unabridged birth, marriage, or death certificate authenticated with an apostille in terms of the 1961 Hague Convention:
- An application for a new unabridged birth, marriage, or death certificate shall be lodged together with a request for the document to be certified with an apostille (see suedafrika.org/en/visa-sa-documents/south-african-citizen-services.html).
OR
- The original unabridged certificate* currently in your possession shall be submitted in person to the Embassy in Berlin or Consulate-General in Munich together with:
- a written request (in English) for the unabridged certificate to be authenticated with an apostille;
- original passport/identity document and a photocopy (the photocopy would be certified and the original document returned to the applicant); and
- a self-addressed A4-size envelope with postage paid (per Einschreiben), to return the original unabridged certificate after the apostille has been affixed.
* According to the advice provided by the Legalisation Section of the Department of International Relations & Cooperation (DIRCO), the document should preferably be no older than one (1) year (see https://dirco.gov.za/consular-services/).
Please note that in both the above cases, the application/documentation would have to be forwarded to the relevant departments in Pretoria, where they are finalised/issued and returned to our office in the diplomatic freight bag.
An application for a new unabridged birth, marriage or death certificate (with the apostille) may take up to 6 months to be finalised, while an apostille affixed to an original unabridged certificate provided by the applicant may take 2 to 3 months to be finalised.
Such applications/documentation are sent to the relevant departments in Pretoria by diplomatic freight bag monthly from our office.
Applicants who wish to expedite the delivery of application/documentation to Pretoria may elect to organise and pay for a courier – this should be confirmed when submitting the application/documentation to our office, which must be done in person.
Documents must be submitted in person and an appointment must made for this purpose
To schedule an appointment at the Embassy in Berlin, please send an email with the information below to berlin.consular@dirco.gov.za; to schedule an appointment at the Consulate-General in Munich, please send an email with the information below to munich.civicapp@dirco.gov.za:
- Subject line of email: Appointment request
- Applicant’s first name and surname
- Applicant’s date and place of birth
- Applicant’s South African identity number
- Application type e.g. passport
- Contact details (Address + mobile phone number)
(After requesting an appointment, applicants shall also regularly check their email spam folder, as the email reply from the mission confirming the appointment may land up there)
Difference between DIRCO and High Court apostille
Apostil has a great page which explains the difference between a DIRCO and a High Court apostille.
– you need to use DIRCO to apostille official Home affairs documentation
Notarisation
When the identity of the person signing a document needs to be verified, it needs to be signed in front of a Notary.
Certification and signing of documentation before a South African commissioner of oaths
Documentation may be certified or signed before a Commissioner of Oaths either at the Embassy of the Republic of South Africa in Berlin or at the Consulate General in Munich.
The relevant documentation to be certified and photo identification e.g. passport or identity document must be submitted in person and an appointment made for this purpose by contacting the Embassy in Berlin (Tel. 030 22073 0; Email: berlin.admin@dirco.gov.za) or the Consulate General in Munich (Tel. 089 231 1630; Email: munich.admin@dirco.gov.za).
Contact details SA Embassy/Consulate
SA Consular and Embassy services
Embassy Berlin Reach them through Tiergartenstraße. 18, 10785 Berlin +4930220730 +493022073190 berlin.consular@dirco.gov.za Social Networks SAEmbassyBerlin @SAEmbassyBerlin Website Consulate Munich Reach them through Sendlinger-Tor-Platz 5, 80336 Munich +49892311630 49 89 231 163 53 munich.consular@dirco.gov.za Social Networks Consulate in Munich Website Honorary Consuls The Honorary Consuls are tasked with the promotion of the South African export trade, serve as contact persons for visiting South African business people, distribute general information on South Africa and represent South Africa at functions and receptions. IMPORTANT: Honorary Consuls are not mandated to deal with ANY Consular-related matters, e.g., certifying documents, processing of visa applications or travel restrictions. ONLY the South African Embassy in Berlin and the Consulate General in Munich are charged with this. You can find a list of honorary consuls here Appointments All South African citizens/applicants requiring civic services, and who reside in Berlin, Brandenburg, Bremen, Hamburg, Hessen, Mecklenburg-Vorpommern, Niedersachsen, Nordrhein-Westfalen, Rheinland-Pfalz, Saarland, Sachsen, Sachsen-Anhalt, Schleswig-Holstein, Thüringen shall approach the South African Embassy in Berlin: Tiergartenstr. 18, 10785 Berlin All South African citizens/applicants requiring civic services, and who reside in Bayern and Baden-Wuerttemberg shall approach the South African Consulate-General in Munich: Sendlinger-Tor-Platz 5, 80336 Munich To schedule an appointment at the Consular in Munich please send an email to Munich.CivicApp@dirco.gov.za and for the embassy in Berlin, use berlin.consular@dirco.gov.za All requests for appointments must contain the following information: The subject line of the email: Appointment request Applicant’s first name and surname Applicant’s date and place of birth Applicant’s South African identity number Application type e.g. passport Contact details (Address + mobile phone number) Reference – SA Citizen Services Consular Business hours for civic servicesFor more information see the SA Citizen Services page of the Embassy TIP! 📂 Check Your Spam Folder: Some responses may end up in spam, so be sure to check there before resending your request.. ⏳ Processing Delays: The embassy/consulate is currently understaffed, so processing emails is taking longer than usual. Please be patient. 🚫 Avoid Sending Multiple Emails: If you don’t receive a response right away, resist the urge to send follow-ups. Sending multiple emails only adds to the backlog and slows things down for everyone. 📄 Required Documentation: Before booking, check the list of required documents on the embassy website under SA Citizen Services to ensure you have everything needed. Certification and signing of documentation before a South African Commisioner of Oaths Documentation may be certified or signed before a Commissioner of Oaths either at the Embassy of the Republic of South Africa in Berlin or at the Consulate General in Munich.The relevant documentation to be certified and photo identification e.g. passport or identity document must be submitted in person and an appointment must made for this purpose by contacting: Embassy in Berlin – Tel. +4930220730Email: berlin.admin@dirco.gov.za or The Consulate General in Munich – Tel. 0892311630; Email: munich.admin@dirco.gov.za SA Citizen Services The embassy as well as the consulate in Munich offers a variety of Citizen Services for example the renewal of passports or emergency travel documents to travel back to South Africa.They are also responsible for birth registrations, and citizen issues like renunciation of your South African citizenship.Additional services include a commissioner of Oaths, Apostille, and registering the death of a SA citizen in Germany. For a complete list of services, visit the South African Embassy in Germany website. Your visit to the Embasy/Consulate To ensure a smooth and secure experience for everyone, all visitors to the South African Embassy are kindly asked to observe the following protocols: Check-In ProcedureUpon arrival, all visitors must present a valid form of identification at the reception desk. In exchange, a visitor’s card will be issued. This card must be worn or carried visibly throughout your time on the premises. Upon departure, please return the visitor’s card to reception in order to retrieve your ID. House Rules – What’s Not Allowed:For the safety, security, and comfort of all guests and staff, the following items and behaviours are not permitted on Embassy grounds: Weapons of any kind Pets Food or beverages Bicycles Wandering outside of designated public areas Photography or video recording (including with mobile phones) Use of mobile phones inside the building Loud conversations or noise in the reception area Emergency Number The emergency number – 00491728676194 is for South Africans in distress during any emergency which includes but is not limited to natural disasters, national security emergencies, etc. You may call this number only if you are in an emergency during non-working hours (i.e. between 4:30 pm and 8:00 am). International relations The Department of International Relations and Cooperation, commonly known as DIRCO, is dedicated to providing comprehensive consular services to South African citizens who find themselves outside the country’s borders. Through its diplomatic missions and embassies across the globe, DIRCO is committed to advocating the country’s interests on the international stage. As a responsible and accountable government agency, DIRCO strives to ensure that South Africa’s foreign policy objectives are met through collaboration with stakeholders both within and outside the country. Part of their mission is to provide consular services to South African nationals abroad. What to do if you have issues with appointments, service or documents Use the Presidential Hotline (17737 or president@presidency.gov.za(link sends e-mail)) which was established in 2009 to create an interactive, accessible and responsive government. Members of the public can use the toll-free hotline to lodge queries or complaints relating to government services. The hotline is supported by a network of public liaison officers in national departments, provinces and municipalities. There is also an online Contact Us form Certain documentation for example unabridged birth certificates, marriage certificates and confirmation of marital status can be obtained via 3rd party companies. The following companies are listed on our website. Related content
Certified Copies of documentation
You can get certified copies of your original documentation at your local Bürgerampt, the Townhall or at a Notary. You can use the Ortdienste website to find your local Bürgerampt or Townhall. Click on the Bundesländer and zoom in from there.
In German it is called “eine beglaubigte Kopie”.
You will need to show the original document to them.
Affadavit
In South Africa, if you want to make an Affidavit (beedigte verklaring), you go to the police station and make your declaration.
In Germany, an affidavit, known as “eidesstattliche Versicherung”, is a written statement confirmed by oath or affirmation. You can write an affidavit yourself and then have it notarised. When you need to use the affidavit in South Africa, you will have to write it in English, or have it officially translated to English.
Translations
Certified Translators in South Africa
The German mission in South Africa has a list of certified translators. The list can be found their website
Translating documents
Translating Documents When seeking translation services in Germany, it’s crucial to understand the different types of translators, each specialising in various fields, to ensure your documents meet specific requirements with precision and clarity. Before getting your documents translated, always check with the relevant institution to understand their specific requirements. Types of Translators in Germany Sworn Translators Sworn translators are authorized by a court to provide translations that are legally binding. They often translate official documents such as birth certificates, marriage certificates, legal contracts, and court documents. In German, they are know as “vereidigter Übersetzer”, “allgemein beeidigter Übersetzer” , “ermächtigter Übersetzer” or “öffentlich bestellter Übersetzer” Qualification They must pass a stringent examination and take an oath before a regional court, affirming their accuracy and impartiality. Usage Required for documents that will be used in legal proceedings or need to be recognized by governmental institutions. Officially Certified/ Accredited Translators Officially certified or accredited translators are recognized by professional bodies or governmental institutions for their expertise and accuracy in translation. Qualification They typically hold certification from recognized institutions or associations and may specialize in specific fields such as medical, technical, or business translations. Usage Suitable for documents requiring a high level of accuracy and specialization but not necessarily needing a legal stamp of approval. General Translators General translators provide translations for a wide range of documents without specific legal or official recognition. They handle everyday translations such as business correspondence, marketing materials, websites, and personal documents. Qualification While they may not have formal certification, many are highly skilled and experienced in their respective languages and fields. Usage Ideal for non-legal, non-official documents that require clear and accurate translation for general understanding. Dolmetcher vs Übersetzer An Übersetzer is a Translator and a Dolmetcher is an Interpreter Translators work in writing. Interpreters work orally. How do I find a translator Here are some websites you can use to search a service provider in your area The Dolmetscher- und Übersetzerdatenbank der Landesjustizverwaltungen contains almost all court-authorised, sworn and certified translators in Germany. Search in the Datenbank des BDÜ – Bundesverband der Dolmetscher und Übersetzer Search on the DVÜD – Deutscher Verband der freien Übersetzer und Dolmetscher e.V. Find a translator in the Translators and Interpreters – Database of translators and interpreters. For Translators in South Africa, the German mission in South Africa has a list of certified translators. The list can be found their website Services listed on our website Related content
Translation services in on our Website
Chris Grosch – accredited interpreter – sworn translator – VO artist
Chris Grosch – accredited interpreter – sworn translator – VO artist Professional linguist in English, German and French having lived in Germany, Japan, the US, France and now South Africa. Accredited simultaneous interpreter in all
Birgit Böttner – Sworn Translator
Based in Johannesburg South Africa. I’m a qualified sworn translator for English & German, registered with the German Consulate in Pretoria Trained in Germany in German and English and sworn in by the High Court
Linguistika
A Multifaceted Language Service founded by Stephanie Schaffrath TAILORED ONLINE LANGUAGE TUITION: With over 12 years of experience teaching languages, Linguistika is committed to providing high-quality language instruction to individuals of all ages and levels
Helge Mayer translations services
Based in Germany. Helge Mayer (MA) – accredited/sworn translations German to English and English to German Masters Degree in Translations from the University of Heidelberg (Germany)
Info on the web
Jesse Green from Apostil.co.za created an informative document to explain what an apostille certificate is and when you need it
Information from DIRCO Consular Notarial Services (Legalisation of Official (Public) Documents)
Companies that can assist with documentation
Docs4U
Our services for you: All Unabridged Birth, Marriage and Death Certificates and also the Vault Birth Document Foreign Birth Registration in SA Foreign Death, Marriage and Divorce registrations Unabridged Birth and Marriage certificates from Zimbabwe
RSA DOCUMENTS
We are a document procumbent company assisting South Africans with the admin if dealing with Government Entities Divorce orders Foreign death registration Foreign divorce registration Foreign marriage registration Marital status amendments Police Clearance Certificat Retention
Apostil
Get South African apostilles, police clearances, birth/marriage certificates, legalisations and much more quickly and efficiently through our legal service. We have helped thousands of people obtain and authenticate South African documents. Apostilles Police Clearance Home
Doc Assist
Embark on a hassle-free journey with our comprehensive document services. Whether you’re planning to travel, work abroad, or need vital documents, Doc Assist is here for you! Explore our services: 📜 Unabridged Documentation: Birth Certificates
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Documents to bring to Germany
What Documents Should You Bring to Germany? The documents you’ll need in Germany depend on your visa type, family situation, employer, and whether you’re enrolling in a school or university. We’ve gathered a comprehensive list of what we think you’ll likely need, because when it comes to paperwork, it’s always better to be over-prepared than caught short. As a golden rule: for any document you might need in an official capacity, get the unabridged version and have it apostilled before you leave South Africa. Tip: Scan and store digital copies of all important documents in a secure cloud location. For extra protection, consider using encryption software. ⚠️ Note: This is not legal or immigration advice, but a helpful guide based on experience. You’re responsible for double-checking requirements. No liability accepted. Identification Your South African Identity document/card and certified copies that you can keep in a safe place Apostilled unabridged birth certificate. You will definitely need one to get married in Germany, to register the birth of a child in Germany and when applying for German citizenship. Passport – make sure it is valid for at least 2 -3 years after you arrive in Germany. When applying for a new passport in Germany you can wait up to 6 months and sometimes longer to receive your new passport. Marital status Apostilled unabridged marriage certificate, you also need it when registering the birth of a child at the South African Embassy/ Consulate Marriage contract Apostilled Divorce decree Death Certificate of your partner if applicable Children Apostilled unabridged birth certificates School records Vaccination records. Vaccination against measles is compulsory in Germany Parents info If you’re planning to apply for a German passport, gather as much information as possible about your parents—such as their full names, dates of birth, and places of birth. Educational All your educational certificates and degrees. Have it apostilled if you need it for your work contract or future studies. To apply for a copy of your matric certificate online, visit the South African e-Services website and click on the Education option. If you plan on studying in Germany, you will most likely need to apply for “Anerkennung”, so bring along your academic transcripts, matric certificate and other qualification certificates Employment You may be asked to provide translated employment certificates or reference letters to verify how long you worked at a company. In Germany, it’s standard practice to receive an ‘Arbeitszeugnis’ from your employer—a formal job reference that is typically included with every job application. If possible, request such a letter from each of your previous employers before leaving South Africa. Police clearance certificate In most situations, a South African police clearance certificate is not required, and it should not be confused with the German Führungszeugnis (certificate of good conduct). That said, you can apply for one in advance if you’d like to cover your bases. According to the official SAPS website, processing takes around 15 working days, and the certificate is only valid for 6 months from the date of issue. If you’ve already left South Africa, don’t worry—it’s still possible to apply for a police clearance certificate from abroad. The German equivalent, the Führungszeugnis, can be requested once you’ve registered your address (Anmeldung) in Germany. Drivers licence If you stay in Germany for longer than 6 months you will need to convert your driver’s licence to a German one. You will need your South African licence card to convert it. Make sure your licence card is valid for at least another year.Some cities are now requiring proof of “Confirmation of South African Driving licence” when you apply for a German driver’s licence. An example of this is in Böbblingen. Rather be as prepared as you can be, and bring this document with you. This Confirmation can be requested from the RTMC, see more info from DIRCO. You can also use companies to assist you, see our marketplace for more information. You can send an email to dlconfirmations@rtmc.co.za. Your request must include your contact numbers (including email address), a copy of your ID or a copy of your driving licence. Find more information on our Driving and Drive’s licence page If you do not have a valid driver’s licence, you can do your licence in Germany. You will need to do a first aid course and take theoretical lessons and pass the a theoretical exam. After that you must take practical driving lessons and pass the practical exam. Getting your licence can cost anything from 1500 Euros and up. The average cost is around 3000 Euros per person. Estate Consider setting up a new will/testament in Germany if you intend on staying here for a long period.If you still have assets in South Africa, think about notifying the executor of your estate that you are not in the country. Make sure your South African will is in a safe place and people will know where to find it Additional information: Apostille Apostille certificates are a result of the Hague Convention, a treaty between over 100 countries that allows documents issued in one country to be accepted in another.An Apostille is a certificate that is attached to the original document to verify it is legitimate and authentic so that it will be accepted in other countries. The following companies are listed on our website Translation services in on our Website The German mission in South Africa has a list of certified translators. The list can be found here Related content
Checklist before you travel to Germany
Before embarking on your journey to Germany, it is crucial to be aware of all the administrative tasks that will require your attention. While this list is not solely focused on moving tasks, it serves as a comprehensive guide to all the essential administrative factors that need to be tended to before boarding the plane. By taking care of administrative aspects upfront, you can ensure a smoother transition to your new home in Germany without any hassle. It is highly recommended to go through this list carefully to avoid any last-minute chaos and to give yourself ample time to resolve any issues that may arise. Passports Renewing a passport from outside SA is a long and tedious process. Check the validity of your Passport and make sure there are at least 2 years left, else apply for a new passport. Another tip – to register a the Dept. of Home Affairs, or use their online services, you need an OTP and they only send it to South African numbers. Consider converting your SA cellphone number to a prepaid number and make sure it stays active (dual sim phone or extra mobile phone). Applying for a new South African passport in Germany can take up to a year. So always apply in advance Visas and other travel documents Make sure your visas are issued correctly, and make sure of the type and dates If you are travelling with Children, please look at the information on our Travel to Germany – tips page. There are different rules regarding documentation (including consent letters) for children for each country as well as airlines. When you travel alone with your children, make sure you have the parental consent letters before your spouse leave the country. Accounts It is important to take proactive steps when it comes to managing your accounts, particularly if you know you will not be using them in the future. While it is true that many accounts can be closed over the Internet or via telephone, it is always a good idea to check with the specific company or organization before assuming that this is possible. Remember your electricity accounts as well. Bank accounts You can only close a bank account when you are in South Africa. Most people keep their bank accounts open, at least for the first couple of years.It is relatively easy to transfer money from your German bank account to a SA account. You will need to fill in a form for SARS once a year (mostly online) if you transfer money to your own account.Make sure your internet banking is all set up, and consider making use of a banking app. This you will have to do in South Africa.If you decide to keep your SA bank accounts, notify your bank that you will be out of the country. Cash Make sure you take some Euros with you to be able to pay for small things.Germany is very much cash-based and you cannot pay everywhere with a credit card. EC-Cards (Debit cards) are accepted in most businesses. Documents We have a page dedicated to what documents you need to bring along if you plan on moving to Germany Cellphone contracts If you want to keep using your SA number in Germany, consider converting your number to a pre-paid contract.Make sure it is open for roaming.If you still have SA bank accounts you might need your SA number, also for banking apps. To interact with the Department of Home Affairs e-services, you need a South African cellphone number. Photos You will need photos (physical photos) for every application you make in Germany. Get photos professionally taken in the accepted German format for the Ausländerbehorde (Passbild) and print at least 20 photos. Insurance policies Cancel the insurance policies you will not need anymore.Take our travel insurance for the first 3 months. You can get emigration travel insurance at TIC Language certificates This will depend on your type of visa.For most Family reunification visas, your spouse will need an A1 German language certificate but there are exceptions. See detailed info on the page below. Medical and Medication Depending on your situation, cancel your South African medical aid.If you are planning on returning to SA in the near future, consider talking to your medical aid provider and ask about an option that allows you to pay the minimum as you will be out of the country.You will have to get medical cover in Germany.You can bring your medical records with you, for example MRI scans, x-Rays and medical diagnosis. Most German doctors will anyway do all the tests again just to make sure of the diagnosis. You are allowed to bring enough medication with you for max 90 days, and only if you do not stay for longer than that e.g on a tourism visa. When you stay longer you will have to get your medication in Germany.You might be asked for a copy of the prescription from you doctor for any medication you bring with you. Best is to pack it in your luggage and not send it via your container. It is very easy to buy non-prescription medication online on websites like shop-apotheke.com Read more on the Zoll Website about what medication you are allowed to bring into Germany. Appointments for registration As soon as you arrive in Germany you need to register at the Bürgerampt for your Anmeldung, as well as the Auländerbehorde to get your residence permit.If possible see If you can book online appointments for these when your travel dates are fixed. Appontments must be made in the town or “Kreis” you will live in. TV license Make sure you cancel your TV license and have proof of it Pension and provident funds Please talk to a financial advisor on what will suit you best regarding your SA funds Plugs Germany uses the type C and F power plugs. If you ship any appliances, consider taking a couple of adapters with. Take one with for your cellphone chargers.This website has excellent information on power plugs and sockets of the
Police Clearance Certificate
If you need to register your Profession (Beruf) for the first time in Germany, you might need a South African police clearance, otherwise, you do not need one. These will typically be for professions like Doctors, Pharmacists or Attorneys.If you apply for a new job in Germany, the new employer might request a German Führungszeugnis. South African Police Clearance Certificate In South Africa, you can apply for a Police clearance certificate at your local police station.The process can take up to six months. The official documentation you can find at the South African Police Service.They have an online application form available. According to the SAPS Website: “If you are already outside of South Africa, you can do the following:“Applicants living abroad may forward the application and required documents directly to the Criminal Record and Crime Scene Management (CR & CSM) for processing. Applications received from abroad will not be returned to the applicant.The applicant must monitor progress via the SAPS website and upon completion arrange for collection as indicated on the application form. For security purposes the certificate will only be handed over to the person nominated by the applicant or chosen courier service. Note that certificates not collected within three months after finalisation will be destroyed.” The following companies are recommended by our Facebook members and can assist you with obtaining a police clearance certificate: Germany A similar document can be obtained in Germany. It is called das Führungszeugnis.This is basically a certificate of good conduct for the time you are in GermanyYou need to apply for this at your local Towns office /Bürgeramt, although in some towns it must be done at the Rathaus. The best would be to just search for Führungszeugnis and your town’s name e.g Führungszeugnis Leinfelden.To qualify for this document you need to be registered at the Bürgeramt and live in Germany. Some companies will ask for a Führungszeugnis before they make you a job offer.When looking for a place to rent, you might also be asked for a Führungszeugnis as well as a Schuffa (Credit report) Online option: Ihr Online-Wegweiser zu Ihrem Führungszeugnis More information from the Federal Office of justice Related content
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