Documents to Prepare Before Applying for Jobs in South Africa

Finding a suitable vacancy is easier to act on when your documents are organised. Instead of rushing to update your CV, scan certificates, or contact references before a deadline, you can prepare the basics in advance.

However, preparing documents does not mean sending everything with every application. Different employers request different information, and some supporting documents are only needed after shortlisting.

This guide explains the documents needed for job applications in South Africa, how to organise them, and when to share them.

Start With the Vacancy Advertisement

The employer’s instructions determine what your application must contain.

Before uploading files or sending an email, check:

• Which documents are required.
• Whether copies must be certified.
• Whether a specific application form is needed.
• Accepted file formats.
• Attachment size limits.
• Whether documents must be combined into one file.
• The submission address or portal.
• The closing date and time.

If the instructions are unclear, contact the listed enquiries person before the deadline.

Do not assume that an application for a private company, government department, internship, and learnership will require the same documents.

Job Application Document Checklist

Use this table to prepare your records. It is not a universal submission list.

Document	Why it may be useful	When to submit
Updated CV	Summarises your education, skills, and experience	When requested by the application process
Cover letter or motivation	Explains your interest and suitability	When requested or appropriate
Application form	Collects information in the employer’s format	When required
Identity or relevant status document	Supports identity or eligibility verification	Through a verified channel when requested
School or qualification certificate	Provides evidence of education	At the stage specified
Academic record	Shows subjects, modules, and results	When requested
Driver’s licence	Supports a stated driving requirement	If relevant and requested
Professional registration	Demonstrates required occupational registration	Where applicable
Reference details	Allows an employer to verify relevant experience	When requested, with permission
Portfolio or work samples	Demonstrates practical ability	For relevant roles
Foreign qualification evaluation	Supports assessment of an overseas qualification	Where required

1. An Updated CV

Your CV should make it easy to understand your background and suitability for the position.

Include:

• Your name and contact details.
• Your town or province.
• A brief profile relevant to the role.
• Education and qualifications.
• Relevant skills.
• Employment, projects, volunteering, or informal experience.
• References where requested.

Check that your qualification names, employment dates, and contact details are accurate.

If you are applying for your first job, use genuine examples from school, community activities, and projects. Do not invent work experience to fill space.

Keep an editable master copy so you can adapt it for different vacancies. Export a submission copy in the format the employer requires.

Suggested filename: Name_Surname_CV.pdf

Related reading: How to Write a CV With No Experience in South Africa.

2. A Cover Letter or Motivation

A cover letter explains why you are applying and how your background relates to the vacancy.

It should add context rather than repeat your entire CV.

A useful structure is:

1. Identify the position and reference number.
2. Explain your interest in the role.
3. Give one or two relevant examples of your abilities.
4. Close politely.

Check the employer’s name and job title every time you adapt a template. Sending a letter addressed to another company can undermine an otherwise careful application.

If the advert asks for a motivation in an online text box, complete that field. Do not assume an attachment can replace it.

Suggested filename: Name_Surname_Cover_Letter.pdf

3. The Required Application Form

Some employers use their own forms or require you to complete an online profile.

Complete relevant fields accurately, even where the same information appears on your CV, unless the instructions allow you to refer to an attachment.

Z83 Forms for Government Applications

For public-service vacancies requiring a Z83, prepare the completed form and a detailed CV. DPSA guidance states that certified supporting documents should be requested from shortlisted candidates rather than routinely required with the initial application. GCIS also publishes instructions requesting the Z83 and CV initially.

Read the particular vacancy instructions and ask the department to clarify any conflicting requirements.

You can download the official Z83 form.

Related reading: How to Complete a Z83 Form for Government Job Applications.

4. Identity and Eligibility Documents

An employer may request an identity document or other relevant documentation to verify your identity or eligibility.

Keep a clear copy available, but do not attach it automatically to every unsolicited enquiry.

Before sending it, confirm:

• Who is receiving the document.
• Why it is required.
• Whether the channel belongs to the employer or an authorised recruiter.
• Whether the request matches the advertised process.

Do not post identity documents in public comments or open WhatsApp groups.

If your name differs across documents, ask the employer what supporting evidence is needed. Do not edit an official certificate or identity document to make the names match.

5. School Certificates and Results

Prepare evidence of the education you claim on your CV.

Depending on your background, this might include:

• A matric certificate.
• A statement of results.
• A school report showing your highest completed grade.
• Another relevant school-leaving qualification.

These documents are not always interchangeable. If the employer requests a matric certificate and you only have a statement of results, ask whether it will be accepted at that stage.

Do not claim that you hold matric simply because you attended Grade 12.

If you are still waiting for a document, explain the situation honestly and ask what temporary evidence is acceptable.

6. College or University Qualifications

If you have studied further, organise the documents relevant to your application.

These may include:

• Qualification certificates.
• Academic transcripts.
• An official completion letter.
• Proof of current registration, where relevant.
• A workplace-learning requirement letter from your institution.

Distinguish clearly between a completed qualification and studies still in progress.

For example:

Diploma in Information Technology — In progress

is different from:

Diploma in Information Technology — Completed

For internships and graduate programmes, check whether the employer requires completed studies, a particular qualification level, or an academic record.

7. Foreign Qualification Evaluation

If your qualification was obtained outside South Africa, check whether the employer requires a South African Qualifications Authority evaluation.

SAQA evaluates foreign qualifications by checking their authenticity and comparing them within the South African qualifications context. The government directs applicants to SAQA for this service.

Start from the official SAQA website and follow its current evaluation instructions.

Allow time to investigate the process and costs. Do not assume that having a certificate from an overseas institution automatically satisfies an employer’s evaluation requirement.

8. Driver’s Licence and Professional Registration

Some positions require a particular licence, registration, or permit.

Read the wording carefully. “A valid driver’s licence” and “access to a vehicle” are separate conditions.

Similarly, holding a qualification does not necessarily demonstrate that you have the professional registration requested for a role.

Prepare the relevant evidence and check:

• The licence or registration category.
• Whether it is current.
• Whether renewal evidence is needed.
• Whether the name matches your other documents.

Only include documents relevant to the vacancy and requested stage.

9. Reference Details

Prepare a separate reference list, even if you do not include it in every CV.

A reference entry can contain:

• The person’s name.
• Their role and organisation.
• Their relationship to you.
• An agreed phone number.
• An agreed email address where useful.

Ask permission before sharing someone’s details. Let them know what types of positions you are applying for.

For a first-time applicant, a teacher, lecturer, volunteer supervisor, or someone who supervised informal work may be suitable.

Do not list a person who cannot speak meaningfully about your abilities or responsibilities.

If you do not want your current employer contacted yet, raise that with the recruiter rather than assuming your preference is understood.

10. Portfolio or Work Samples

A portfolio can help demonstrate ability in fields such as design, writing, software development, photography, and digital marketing.

Choose a few relevant examples and explain your contribution.

For each example, identify:

• What the task involved.
• What you personally did.
• The tools or methods used.
• Whether it was paid work, a school project, or personal practice.

Do not present someone else’s work as your own. Remove confidential client information and obtain permission where necessary.

Check that portfolio links work without requiring the recruiter to request access unexpectedly.

Do All Documents Need to Be Certified?

No. Certification requirements depend on the employer, document, and application stage.

For national and provincial government applications, DPSA’s guidance reserves certified supporting documents for shortlisted candidates, reducing unnecessary costs for applicants.

For other applications, follow the stated requirements.

Do not assume there is one certification-age rule for every employer. Check the actual instruction before travelling or paying for additional copies.

A scan of a document is not automatically a certified copy. If certification is requested, ensure you follow the appropriate process rather than adding your own wording or stamp.

Documents Usually Better Kept for a Verified Later Request

Do not automatically include the following in a general application:

• Bank statements or bank account confirmation.
• Tax information.
• Proof of residential address.
• Medical records.
• Police clearance documents.
• Family members’ personal information.

Some information may be relevant during verified onboarding or a role-specific check. Ask why it is needed and provide it through the correct channel.

A request for bank account details for payroll is different from a request for your banking password, PIN, or one-time password. Never provide account-access credentials to a recruiter.

How to Organise Your Files

Create a private folder for your job-search documents.

Suggested subfolders include:

• CV and Cover Letters
• Education
• Licences and Registrations
• References
• Submitted Applications

Inside “Submitted Applications,” keep a separate folder for each employer or reference number.

Use clear filenames:

File	Suggested name
CV	Lerato_Mokoena_CV.pdf
Cover letter	Lerato_Mokoena_Cover_Letter.pdf
Matric certificate	Lerato_Mokoena_Matric.pdf
Academic record	Lerato_Mokoena_Academic_Record.pdf
Combined application	Lerato_Mokoena_Ref123_Application.pdf

Avoid putting your identity number in filenames.

Keep a secure backup and use strong account protection for any cloud storage containing personal documents.

How to Make Clear Scans With Your Phone

You can prepare readable copies without owning a scanner.

1. Place the document flat on a clean surface.
2. Use good lighting without glare.
3. Keep the full page visible.
4. Hold the camera straight above it.
5. Check that small text and stamps are readable.
6. Save the file in the required format.
7. Open the saved copy before submitting.

Do not cut off page edges containing information or alter the document’s wording.

If you compress a file to meet an upload limit, check the result again. A small file is not useful if the employer cannot read it.

Should You Combine Documents Into One PDF?

Only where the application instructions request it or clearly allow it.

Some employers want separate uploads for each document. Others ask for one combined PDF.

If one file is required, place documents in the specified order. If no order is given, use a clear sequence, such as the application form, CV, and requested supporting documents.

Check that the combined file:

• Contains every required page.
• Opens correctly.
• Is the correct way up.
• Meets the file-size limit.
• Does not include another person’s documents.
• Is not password-protected unless arranged with the employer.

Common Document Mistakes

Sending Everything You Have

Extra attachments can make an application harder to review and expose unnecessary personal information. Send what is requested.

Using an Outdated CV

Check your contact details, education, and employment history before each application.

Submitting Unreadable Images

Review the final file, not only the photograph on your phone.

Mixing Up Applicants’ Documents

If someone helps several people apply, verify every attachment before sending.

Claiming an Unfinished Qualification

Use accurate wording and supporting evidence.

Forgetting Required Signatures

Check declaration and signature fields on application forms.

Uploading Files Without Completing the Form

A portal may still require you to fill in sections and press a final submission button. Saving a draft is not necessarily submitting an application.

Frequently Asked Questions

Must I attach my ID to every CV?

No. Keep it separate and provide it when a verified application process requires it.

Can I apply while waiting for my certificate?

Check whether the employer accepts an official completion letter, statement of results, or another temporary document. Do not assume acceptance.

Do I need a cover letter for every application?

Not necessarily. Follow the advert. If one is requested, tailor it to the role.

What if I do not have formal employment references?

Ask an appropriate teacher, lecturer, volunteer supervisor, or other person who knows your relevant responsibilities. Confirm that the employer accepts that type of reference.

Should I email original documents?

Email copies where requested. Keep physical originals secure and clarify arrangements if an employer asks to inspect them.

Final Checklist Before Applying

Confirm that:

• You have read the full advertisement.
• Your CV is current and accurate.
• You completed the correct application form.
• You attached every requested document.
• You did not include unnecessary sensitive records.
• Any certification requirements are satisfied.
• Names and dates are consistent.
• Files are readable and correctly named.
• The format and total size meet the instructions.
• You are using a verified submission channel.
• You kept a copy of what you submitted.

An organised document folder helps you respond to opportunities with less stress. Prepare your records in advance, then select the right documents for each application.