Showing up at a notary without the right paperwork is the quickest way to waste a morning. A notarisation only holds up if the notary can verify who you are and confirm the document in front of them is the real thing, so the admin you bring matters as much as the document itself.

Here’s what a South African notary public will expect you to hand over, plus the extra paperwork needed for specific jobs like antenuptial contracts, powers of attorney, and documents headed overseas.

The basics: what every notarial appointment needs

Whatever you’re having notarised, a South African notary public will always ask for three things:

• A valid, government-issued ID. Usually your green ID book, Smart ID card, or current passport.
• The original document. Not a photocopy, scan, or printout of a scan.
• You, in person, for most jobs. Identity checks can’t be done over email, and a notary has to witness your signature for it to carry weight.

Without those three, the appointment effectively doesn’t happen. Everything else below is an add-on depending on what you’re signing.

Proof of identity

Your ID is the notary’s anchor for the whole act. They’ll check it, record the details, and usually photocopy it for the file. Acceptable options are:

• South African green ID book
• Smart ID card
• Valid South African passport
• For foreign nationals: a current passport plus the relevant visa or permit

Expired IDs are a hard no, even if it’s the one you’ve been using for years. If the name on your ID doesn’t match the name on the document (common after marriage or divorce), bring the marriage certificate or divorce order so the notary can link them.

Because notaries fall under FICA, some will also ask for proof of address no older than three months. A utility bill, bank statement, or municipal rates account works. If you don’t have anything in your name, an SAPS-stamped affidavit confirming where you live is a reliable fallback.

The document itself

The document must be final, complete, and unsigned where a notarial signature is required. Notaries can’t sign over blanks, and they won’t certify a document you’ve already signed at home if the notarial wording says the signature has to happen in their presence.

If your document refers to other paperwork, like a title deed, a company resolution, or a court order, bring the originals of those too. The notary may need to reference or attach them.

Common notarial jobs and what else to bring

Affidavits and sworn statements

Bring the unsigned affidavit and your ID. That’s usually it. If the affidavit refers to supporting evidence, have it on hand in case the notary wants to attach a certified copy.

Powers of attorney

For a general or special power of attorney:

• The draft POA, ideally prepared by an attorney
• Your ID
• The full names, ID numbers, and contact details of the person you’re appointing
• If the POA is heading overseas, the name of the destination country so the notary can include the correct legalisation wording

Antenuptial contracts

Both future spouses must attend together, both carrying original IDs. You’ll also need your intended wedding date and a clear picture of any assets, debts, or inheritances you want covered in the contract. Two competent witnesses over 14 are required, though the notary’s office can usually provide them. The contract has to be signed before the wedding and lodged at the Deeds Office within three months of signing, so leave yourself a buffer.

Certified copies for overseas use or apostille

If you’re preparing documents for a Hague apostille through DIRCO or the High Court, bring the original issuing-authority document, the one with the actual seal, not a copy of a copy:

• Unabridged birth, marriage, or death certificates from Home Affairs
• Original police clearance from SAPS
• Original academic transcripts and degree certificates from the university
• Letters of no impediment issued by Home Affairs

For academic documents, some universities issue sealed transcripts directly. Those usually need to be opened in front of the notary, not before. Foreign-language documents may also need a sworn translation attached before they’ll be accepted abroad.

Company and corporate documents

If you’re signing on behalf of a business, the notary needs proof you’re authorised to do so:

• Your ID
• The company’s CIPC registration certificate
• A board or directors’ resolution naming you as signatory
• Memorandum of Incorporation, if the resolution refers to it

For foreign transactions, add anything the receiving jurisdiction has asked for: a certificate of good standing, shareholder register, or tax clearance.

Travel consent for minors

• Both parents’ IDs, or one parent’s ID plus custody or guardianship documents
• The child’s unabridged birth certificate
• The draft consent letter with the travel dates and destination

What trips people up

A handful of small things cause most rejected notarisations:

• Expired IDs and passports
• Documents signed in advance of the appointment
• Photocopies where the foreign authority expects originals
• Name mismatches between ID and document, with no supporting certificate to explain the change
• Foreign-language documents sent in without a sworn translation

It’s worth emailing scans through ahead of your appointment so the notary can flag any of these before you drive across town.

Make the appointment a one-trip job

Quick Notary’s team reviews your paperwork before you arrive, tells you exactly which originals to bring, and handles the apostille or authentication leg if your documents are bound for use overseas. That saves a return trip, and more importantly, stops a foreign consulate or DIRCO counter from bouncing your paperwork weeks down the line.

If you have a notarisation coming up and you’re not sure what to bring, send the document through. We’ll tell you what’s needed, book you in, and get it stamped, sealed, and on its way.