What this category covers
This section explains what South African administrative documents, codes and processes are used for: FICA and proof of residence, SARS and tax documents, Home Affairs records, visas and permits, and police clearance and apostille paperwork.
Almost everyone arrives here holding something specific. A bank has asked for a document you have not heard of, a form has a field you cannot interpret, or you have been told to produce a certificate and are not sure which one is meant. Each guide answers that directly: what the document is, when it is asked for, and where it sits in the wider process.
These guides are independent explainers. UsedFor is not a government service and has no connection to SARS, the Department of Home Affairs, SAPS or any bank. Requirements, fees and forms change, sometimes without notice, so every guide points you to the responsible authority for confirmation before you act.
Browse by topic
- Explore FICA, Proof of Residence, Banking & Verification Documents — the documents banks and financial institutions ask for.
- Explore Immigration, Visas & Permits — visas, permits and immigration paperwork.
- Explore SARS, Tax, eFiling & Tax Compliance — tax certificates, assessments and eFiling documents.
- Explore Home Affairs, Identity, Passport & Civil Records — IDs, passports, births, marriages and deaths.
- Explore Police Clearance, Criminal Record, Apostille & Travel Documents — clearance certificates and document legalisation.
Most searched questions
- A Visa used for
- Visa used for
- It3b Certificate used for — an investment income certificate needed at tax time.
- IRP5 used for — the employee tax certificate your employer issues each year.
- Tax Certificate used for
- A Tax Certificate used for
- Tax Number used for
- Re5 Certificate used for — a regulatory exam certificate in financial services.
- Police Clearance used for — commonly required for employment abroad and immigration.
- This Phone Number Cannot Be used for — what the verification error means.
How to choose the right guide
Use the exact name or code on the document or the request. South African administration runs on short codes — IT3(b), ITA34, IRP5, EMP501 — and those codes are the most reliable way to find the right guide. A request for “your tax certificate” is ambiguous; a request for an IT3(b) is not.
If you have been asked for something in general terms, start from the topic list and work toward the specific document. Proof of residence and proof of income in particular are requested loosely, and what a bank will actually accept is narrower than the phrase suggests.
Where a document has a lookalike, the guide names it. These are the pairs that most often send people back to a queue:
| Often confused | What actually differs |
|---|---|
| IRP5 and IT3(a) | Both are employer tax certificates. An IRP5 reflects income where tax was deducted; an IT3(a) reflects income where it was not. |
| IT3(b) and IRP5 | IT3(b) covers investment income from a bank or investment house. IRP5 covers employment income. |
| ITA34 and a notice of registration | ITA34 is your assessment for a tax year. The notice of registration simply confirms you are registered and shows your tax number. |
| Unabridged and abridged certificates | Unabridged certificates show both parents’ details and are the ones usually required for travel with a minor or for immigration. |
| Police clearance and apostille | A clearance certificate states your criminal record status. An apostille authenticates a document for use abroad. Many applications need both, obtained in sequence. |
| Proof of residence and proof of address | Used interchangeably in conversation, but institutions differ on what they accept and how recent it must be. |
Getting these right before you queue saves the most time of anything on this page.
Safety, accuracy and South African context
Two risks matter in this area: acting on stale information, and being defrauded by someone impersonating an authority.
On accuracy, always confirm current requirements with the responsible body before you travel, pay or submit:
- SARS for anything tax-related, through eFiling or a branch appointment.
- Department of Home Affairs for IDs, passports, and birth, marriage and death records.
- SAPS for police clearance certificates.
- DIRCO for apostille and document legalisation.
- Your own bank for what it will accept as FICA documentation, which varies between institutions.
On fraud, the pattern is consistent and worth recognising. No government department will phone or message you asking for a one-time code, a PIN or a banking password. Nobody legitimate charges a fee over WhatsApp to “speed up” an application. Where a service has an official appointment system, use it rather than a third party promising faster access. If a message about a document worries you, contact the department directly using a number from its official website. Our security and verification guides cover this in more detail.
Keep certified copies where a process requires them, and note that certification has a validity period for many institutions — commonly three months, though it varies.
These guides do not provide legal, tax or immigration advice. For a decision with financial or legal consequences, speak to a registered tax practitioner, an immigration practitioner or an attorney.
Related UsedFor categories
- Security Verification — codes, OTPs and identity checks.
- Software Productivity — the online services these processes run on.
- Medicines — for medical aid and health-related paperwork.
Frequently asked questions
Is UsedFor an official government site? No. It is an independent explainer with no affiliation to any department, agency or bank. Always confirm requirements with the responsible authority.
What counts as proof of residence? It varies by institution. A recent utility bill or bank statement in your name is commonly accepted, and there are recognised routes when the account is not in your name. Confirm what your specific bank accepts.
How long is a certified copy valid? Many institutions treat certification as valid for three months, but this is set by the institution rather than by a single national rule. Ask before you go.
Are the fees listed here current? The guides avoid stating fees, because they change. Check the authority’s own site.
Do I need an agent to apply for a visa or clearance certificate? No. These are applied for directly. Agents may assist, but be cautious of anyone guaranteeing an outcome or promising to bypass the queue.