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Full Breakdown: Getting Your Documents Ready

A confirmed job offer means nothing if your paperwork isn't ready to back it up. Degree certificates, background checks, and apostilled or notarised documents can take weeks — sometimes months — to process properly, and most visa delays come down to exactly this: documents that weren't sorted early enough. Getting this right before you need it is one of the highest-value things you can do in your entire preparation.

Listen to this guide

Application Skills
Getting Your Documents Ready
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Watch: Getting Your Documents Ready to Teach Abroad

A short breakdown of the document process, from gathering originals to getting them legalised. Watch this before you start collecting paperwork — seeing the full sequence laid out helps you avoid the most common mistake: starting the process too late.

The Documents You'll Likely Need

  • Degree certificate (original, or a certified copy where accepted)
  • Academic transcripts
  • TEFL/TESOL/CELTA certificate
  • Police clearance / criminal background check — often required from every country you've lived in for an extended period, not just your home country
  • Passport (with genuine validity remaining — many countries require 6+ months beyond your intended stay)
  • Passport-sized photographs (specific requirements vary by country)
  • Reference letters
  • Medical documents, where required
  • Updated CV/resume

Apostille, Notarisation & Legalisation — What's the Difference?

  • Notarisation — a notary public confirms a document (or a copy of it) is genuine, or witnesses a signature
  • Apostille — an official certification, under the Hague Convention, that verifies a document for use in another member country, without needing further legalisation through an embassy
  • Embassy legalisation — required instead of an apostille when the destination country isn't part of the Hague Convention

South Africa is a member of the Hague Apostille Convention, so most documents used for teaching abroad can be apostilled through the Department of International Relations and Cooperation (DIRCO) rather than needing full embassy legalisation — but requirements still vary by destination country, so always confirm exactly what your specific placement requires before you begin.

Get Help With This Directly

Document authentication is genuinely one of the most confusing parts of preparing to teach abroad. DOCSSA specialises in exactly this — reach out for direct help getting your degree, background check, and other documents properly authenticated.

Do's & Don'ts

DO
DON'T
Start this process months before your intended departure date — apostille and notarisation processing times are often longer than people expect
Don't wait until you have a confirmed job offer to start — begin gathering and authenticating documents as early as possible
Order extra certified copies of key documents — you'll likely need more than one over the course of your application and visa process
Don't assume a regular certified copy is the same as an apostilled one — they serve different legal purposes
Check your specific destination country's exact requirements — apostille vs. embassy legalisation depends entirely on where you're going
Don't let your passport's remaining validity slip below what your destination requires
Keep digital scans of every document as a backup, stored somewhere secure
Don't assume your background check from years ago is still valid — most employers want one issued recently, often within 3-6 months
Reach out to DOCSSA early if you're unsure where to start
Don't lose track of which documents you've sent where — keep a simple checklist as you go