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Certified Copy of ID in South Africa: Where & How

Published — Updated

A certified copy of your ID is one of the most frequently requested documents in South Africa. Banks, employers, universities, FICA and RICA agents, and almost every Home Affairs application will ask for one. Yet many people are unsure what "certified" actually means, where to get it done, what it costs, and why a copy they certified last year is suddenly rejected. This guide explains exactly how to get a certified copy of your South African ID, who is allowed to certify it, and how long it stays valid.

A certified copy is simply a photocopy of your ID that an authorised official has checked against the original and stamped as a true copy. That is different from confirming whether the ID number itself is genuine. If you only need to check that an ID number is structurally valid, our free South African ID validator does that instantly online. A certified copy, by contrast, is a physical document proving that the photocopy genuinely matches your original ID.

What is a certified copy of an ID?

A certified copy is a photocopy of your identity document on which a Commissioner of Oaths (or another authorised person) has written or stamped that it is a "true copy of the original". By signing it, the official confirms they physically saw your original ID and that the copy in front of them is a faithful reproduction.

The format of your ID matters. If you have a smart ID card, you must copy both sides, because your details and photo appear on the front and the card number on the back. If you still hold a green ID book, copy the page with your photo, ID number and personal details. A faint, cropped or one-sided copy will be refused.

Who can certify a copy of your ID in South Africa?

Several officials are authorised to certify documents, and most do it free of charge:

  • SAPS (any police station): Any South African Police Service station will certify copies free of charge, at any time. This is the most common and cheapest option.
  • The Post Office: Selected South African Post Office branches have officials authorised to certify documents, usually free.
  • Banks: Most major banks will certify documents for their own account holders.
  • Attorneys, notaries and conveyancers: Any practising attorney or notary public can certify a copy.
  • A Commissioner of Oaths: Certification falls under the same office that handles sworn statements. The role is governed by the Justices of the Peace and Commissioners of Oaths Act 16 of 1963 (the same Act that authorises an affidavit).
  • Other professionals: Accountants, actuaries and members of the judiciary who belong to a recognised professional body may also certify documents.

Private outlets such as PostNet also offer certification, but they typically charge a small fee, whereas SAPS and the Post Office do it for free.

How to get a certified copy of your ID: step by step

  1. Make a clear photocopy. Copy both sides of a smart ID card, or the photo-and-details page of a green ID book. Make sure nothing is cut off and the photo is legible.
  2. Take the copy and the original. The certifier must compare your photocopy against the original document, so you cannot certify a copy by post or by sending a scan.
  3. Hand both to the official. They will check that the copy matches the original.
  4. They stamp and sign it. The certification must state that it is a "certified true copy of the original" and include the official's full name, signature, date, designation or rank, and a contact or physical address.
  5. Keep extras. If you need several copies, ask the official to certify two or three at once so you do not have to return.

How long is a certified copy valid? The 3-month rule

A certification does not legally "expire". No South African law fixes a universal validity period for a certified copy, so the three-month rule is a convention applied by the institution receiving your document rather than a statutory deadline. In practice banks, FICA agents, Home Affairs, NaTIS, universities and many private employers do ask for a copy dated within the last three months so that the document reflects your current details. Always check the requester's specific requirement before you go, and certify a fresh copy if your last one is older than what they will accept. Public service job applications are a formal exception and are covered separately below. The same three-month freshness expectation usually applies to your proof of residence and to documents requested for FICA verification.

Certified copies for government job applications

If you are applying for a job in the public service, the three-month practice does not apply to you, and in most cases you should not be attaching certified copies at all. Two separate government decisions changed this, and plenty of jobseekers still act on the old rule.

Since 2019: departments were told to stop demanding three-month-old copies

On 19 November 2019 the Presidency directed that all national departments, provincial departments and government components stop the practice of requiring certified copies of documents not older than three months to accompany applications for employment. Departments were advised instead to at least accept certified copies up to six months old, in cases where the certified document does not itself expire inside that six-month period. The same statement noted that the Z83 application form and the Public Service Regulations never prescribed a three-month timeframe in the first place. You can read the Presidency statement on document certification in full.

Since May 2022: only shortlisted candidates submit certified copies

The Department of Public Service and Administration went further in a circular announced on 7 May 2022. Government jobseekers are no longer required to submit certified copies of their qualifications with an application at all. You submit a duly completed Z83 application for employment form and a detailed CV, and only shortlisted candidates provide certified copies, to the Human Resources section on or before the day of the interview. The department said the aim was to ease the administrative burden on HR sections and, more importantly, to cut the cost to applicants. This remains the standing practice: public service vacancy circulars published in 2026 still state that shortlisted candidates must provide certified copies where these are needed. The DPSA media release of 7 May 2022 sets out the change.

What this means in practice

Do not spend money certifying a fresh stack of documents for every government post you apply for. Send the current Z83 form and your CV, and keep your original documents ready. If you are shortlisted, certify the copies then, so the certification date is recent at the point it actually matters. Read each advert carefully even so, because departments still word their requirements differently, and submitting an outdated version of the Z83 form can disqualify an application on its own.

Can you certify an ID online?

Online certification services have emerged that verify your identity over a video call and issue a digitally certified copy. These can be convenient, but acceptance varies, and many banks and government offices still want a physical wet stamp. Before relying on a digital certificate, confirm that the institution requesting it will accept one.

There is also a newer requirement to be aware of. From 1 November 2025, a Certified Identification Document (CID) is required for NaTIS-related services such as vehicle registration and licensing. If your transaction involves NaTIS, check the exact certification format your local licensing authority will accept.

When do you need a certified copy of your ID?

A certified copy of your ID is requested for a wide range of everyday processes, including:

  • Opening a bank account or completing FICA checks
  • RICA SIM-card registration
  • Job and university applications
  • Home Affairs applications, including a passport or a replacement for a lost ID
  • Property transfers and other legal matters
  • Vehicle registration and licensing

Many of these processes ask for more than one document at the same time: a certified copy of your ID, a proof of residence, and sometimes a sworn affidavit. It is worth preparing all three together. To understand how your ID number itself is structured and verified, see our guide to the South African ID number format, or check any number for free with our online ID validator.

Common mistakes to avoid

  • A faint or cropped copy. If the photo or ID number is unclear, the copy will be rejected.
  • Forgetting the original. No certifier can stamp a copy without seeing the original.
  • Using an old copy. A certified copy older than three months is usually refused.
  • Copying only one side of a smart ID card. Both sides are needed.
  • Certifying a copy of a copy. The official must certify against the original document, not a previous certified copy.

Frequently asked questions

Who can certify a copy of an ID in South Africa?

A Commissioner of Oaths, any SAPS police station, selected Post Office branches, banks (for their clients), and practising attorneys or notaries can all certify a copy of your ID. SAPS and the Post Office do it free of charge.

How much does it cost to certify an ID?

Certification is free at any SAPS police station and at most Post Office branches. Private outlets such as PostNet and some online services charge a small fee.

How long is a certified copy of an ID valid?

There is no legal expiry date. Most banks, FICA agents, universities and private employers ask for a copy certified within the last three months. Government departments are the exception: since 2019 they have been directed not to insist on copies less than three months old, and since May 2022 only shortlisted candidates submit certified copies at all.

Can I certify a copy of my ID at PostNet?

Yes. PostNet branches offer document certification, but usually for a small fee, unlike the free service at SAPS and the Post Office.

Do I need the original ID to certify a copy?

Yes. The certifying official must compare the photocopy against your original document, so you cannot certify a copy remotely or from a scan.

Can I get a certified copy of my ID online?

Online certification services exist and verify your identity over video, but acceptance varies. Many institutions still require a physical stamp, so confirm what the requester accepts before relying on a digital certificate.

How long are certified copies valid for a government job application?

For public service applications, departments were directed in 2019 to accept certified copies up to six months old rather than three, provided the document itself does not expire within that period. In practice you do not attach certified copies to the application at all, because only shortlisted candidates submit them, on or before the interview date.

Do I need certified copies to apply for a government job in South Africa?

No. Since the Department of Public Service and Administration circular announced in May 2022, government jobseekers submit only a duly completed Z83 form and a detailed CV. Certified copies are requested from shortlisted candidates, on or before the day of the interview.