Certified copies for public-service jobs: separate the application from the shortlist

DPSA says national and provincial departments should request certified qualifications and other relevant documents only from shortlisted job applicants. Its 7 May 2022 statement specifies a completed Z83 and detailed CV for the initial application, with certified copies supplied to human resources on or before the interview.

Read each advert with those two stages in mind before spending time and money on printing and certification.

What a current advert asks for

The Defence instructions in Annexure A of Circular 40, issued on 6 November 2026, follow that sequence. Applicants send the prescribed, signed and dated Z83 with a detailed CV initially. Those shortlisted must provide certified qualifications and related documents by the interview; this advert specifies certification no older than six months.

Those are the instructions in that Defence advert. Municipalities, public entities and private employers may use different systems, while professional posts may require occupation-specific information. Use the requirements attached to the vacancy you are applying for.

Make two short document lists

TPR recommends keeping a “submit now” list and a “provide if shortlisted” list beside the advert. Copy each required document into the appropriate list, including any instructions about certification, file size and delivery.

Check the wording carefully. The advert may ask for details of a qualification in the application and its certified certificate later. If the stage is unclear, ask the department's recruitment contact before the deadline.

Save the full advert with your lists and add any official correction or written clarification. A forwarded screenshot may leave out the notes explaining what must accompany the application.

Avoid reusing a large identity-and-qualification bundle from another job without checking it. Open the files you intend to send, remove unrelated material and confirm that the required pages are readable and within the stated limits.

Be ready for a shortlisting request

Keep your own documents organised so you can respond promptly. Check that names, qualification titles and dates agree across the records you hold. Resolve discrepancies early where possible.

When a request arrives, check which vacancy it concerns. Verify an unfamiliar sender through the department's published contact details before sharing personal documents. Read the requested papers, certification age and deadline together, then keep a copy of your response and any receipt.

For the source advert and amendments, see TPR's official DPSA circular guide. Questions about an individual vacancy go to the advertising department.