Application Guide
Most application delays are caused by avoidable errors. This guide explains each one and how to make sure your application is done correctly from the start.
Mistakes can delay your application by weeks. We make sure it is done correctly the first time.
These are the issues we see most frequently when clients come to us after a failed or delayed application. DocuLink SA checks for all of these before lodging your application.
SAPS requires ink fingerprints taken on the SAPS 91(a) form. The form must be completed in full and signed by the fingerprinting officer. Digital fingerprints, inkless fingerprints and prints on non-SAPS forms are not accepted. Many applicants overseas attend general fingerprinting services that do not use the correct format.
Use a SAPS-accredited fingerprinting station or follow the country-specific guidance DocuLink SA provides when you apply.
SAPS does not accept uncertified ID or passport copies. Certification must be done by a justice of the peace, notary, or SAPS-accredited officer. A bank stamp, employer stamp, or solicitor stamp without the correct title does not constitute valid certification in many countries.
Have your ID copies certified by a commissioner of oaths or justice of the peace before sending. DocuLink SA can advise on the correct certifier for your country.
DocuLink SA generates your prepaid DHL inbound label based on an A4 envelope: 40 cm x 30 cm x 1 cm, 0.5 kg. Using a different size, a box, or a padded bag creates a size mismatch on the waybill, which can result in courier delays, repackaging charges, or customs holds.
Use an A4 envelope only. Do not use a box or padded bag. Do not declare a monetary value on the shipment.
Your original South African ID, smart card, or passport must not be included in the courier package unless specifically and explicitly confirmed in writing by DocuLink SA. Only certified copies are required. Sending originals risks them being lost in transit.
Send certified copies only. Never send your original ID or passport unless explicitly instructed in writing by DocuLink SA.
Many applicants go straight to couriering without first emailing scans for review. Sending documents with an error in the fingerprint form, application form, or certification means the entire package needs to be returned and resubmitted, adding weeks to the process.
Upload scans of all documents to your client portal for a pre-check before physical couriering. We confirm exactly what to send.
A Police Clearance Certificate confirms your South African criminal record status as at the date of issue. It is not an apostilled document by default, it does not cover offences in other countries and it has an effective date that institutions may consider when evaluating your application.
Confirm with the institution requesting the certificate exactly what format and date range they require. DocuLink SA can advise on whether an apostille is needed for your specific case.
Use this checklist before couriering your documents. DocuLink SA also runs through this with you during the pre-check phase.
Fingerprints taken on the SAPS 91(a) form at a certified location
Fingerprint form signed and stamped by the fingerprinting officer
SA ID or passport certified by a justice of the peace or notary
SAPS application form completed in full and signed before a commissioner of oaths
Document scans uploaded to your portal for pre-check before couriering
Documents packaged in an A4 envelope only, no box
No original ID or passport included unless explicitly confirmed by DocuLink SA
SAPS application fee is included in your DocuLink SA fee - no separate payment to SAPS required
We guide you through every step, review your documents before submission and check for all common errors before anything reaches SAPS.