How To Submit Your Hard Copy CAO Application (Complete Step by Step Guide)

Submit Your Hard Copy CAO Application

How To Submit Your Hard Copy CAO Application. If you want to apply for a college or university through the Central Applications Office (CAO), you can choose to submit your application online or by using a hard copy application form. Some students prefer the hard copy method because it is easy to complete by hand and can be submitted through the post, by hand delivery, or by email.

This guide explains how to submit your hard copy CAO application step by step. It also covers the documents you need, where to send your application, how long processing takes, and important tips to help you avoid delays.

What Is the CAO?

The Central Applications Office (CAO) is a centralized application service that helps students apply for higher education institutions in Southern Africa. Many universities and colleges, especially those in KwaZulu Natal, use the CAO system to manage student applications.

Instead of applying to each participating institution separately, students can submit one CAO application and apply for multiple study programmes at the same time.

Can You Still Submit a Hard Copy CAO Application?

Yes. Students who cannot complete the online application can still submit a hard copy CAO application. This option is useful if you have limited internet access or prefer filling out a paper application form.

However, you must complete the form carefully and ensure all information is correct before submitting it.

How To Submit Your Hard Copy CAO Application

Follow these simple steps to complete and submit your application successfully.

Step 1. Visit the CAO Website

Start by visiting the official CAO website.

Before filling out the application form, read the information available on the website. This will help you understand the application process and avoid common mistakes.

Step 2. Read the Programme List Guide

Open the “How to Use the Programme List” guide.

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This guide explains how programmes are listed and how to choose the correct study options for your application.

Reading this section first can save you time when completing the form.

Step 3. Check the Summary of Codes

The application form uses different codes for institutions, programmes, qualifications, and other information.

Review the Summary of Codes so you understand what each code means before writing it on your application.

Step 4. Use the Programme Index

Use the Programme Index to find the page where your chosen course appears.

Make sure you select the correct programme code because choosing the wrong code could affect your application.

Step 5. Download or Collect the Application Form

You can get the hard copy application form in several ways.

You can:

  • Download it from the official CAO website.
  • Ask your school for a copy.
  • Collect one from participating universities.
  • Visit your nearest Department of Basic Education (DBE) District Office.

Always use the latest version of the application form.

Step 6. Complete the Application Form

Fill in every section carefully using clear handwriting.

You may need to provide:

  • Your personal details
  • South African ID or passport details
  • Contact information
  • Home address
  • School information
  • Examination details
  • Programme choices
  • Parent or guardian details (if required)

Check every section before moving to the next one.

Avoid leaving required fields blank.

Step 7. Pay the CAO Application Fee

You must pay the required CAO application fee before submitting your application.

After making payment, keep the payment receipt because you will need to attach proof of payment to your application.

Without the application fee, your application may not be processed.

Step 8. Attach the Required Documents

Before sending your application, attach all required documents.

These usually include:

  • Completed application form
  • Proof of payment
  • Declaration form
  • Certified copy of your ID or passport (if required)
  • Any other documents requested by CAO
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Check that every document is complete and easy to read.

Where Can You Submit Your Hard Copy CAO Application?

Once everything is ready, you can submit your application using one of the approved methods.

Option 1. Post Your Application

Send your completed application to:

Private Bag X06
Dalbridge
4014

Option 2. Hand Deliver Your Application

You can deliver your application directly to the CAO office.

CAO
Gate 11, Mary Thiphe Street
Durban

Hand delivery may be a good choice if you live nearby and want to avoid postal delays.

Option 3. Email Your Application Form

You can also email your completed application form to:

Before sending the email, make sure every page is scanned clearly and all required documents are included.

Upload Supporting Documents Online

Although you may submit the application form as a hard copy, all supporting documents must be uploaded through the official CAO website.

CAO does not accept supporting documents that are:

  • Sent by email
  • Submitted as hard copies

If you fail to upload your supporting documents online, your application may remain incomplete.

Keep Your CAO Number and Password Safe

After submitting your application, keep a record of:

  • Your CAO number
  • Your password
  • Your payment receipt

You will need these details later to:

  • Track your application status
  • Update your information
  • Receive offers
  • Accept study offers

Store them somewhere safe where you can easily find them.

How Long Does a Hard Copy CAO Application Take?

Hard copy applications usually take two to three weeks to be processed after CAO receives:

  • Your completed application form
  • The administration fee

Processing times may be longer during busy application periods, so it is always better to apply as early as possible.

Common Mistakes to Avoid

Many students experience delays because of simple mistakes. Avoid these common problems:

  • Using the wrong programme code
  • Leaving sections of the form blank
  • Forgetting to sign the declaration
  • Not attaching proof of payment
  • Sending unclear copies of documents
  • Uploading supporting documents incorrectly
  • Waiting until the last application day
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Checking everything twice before submission can save you time and prevent delays.

Tips for a Successful CAO Application

Follow these tips to improve your application process:

  • Read all instructions before filling in the form.
  • Write clearly if completing the form by hand.
  • Double check programme codes.
  • Keep copies of every document you submit.
  • Save your CAO number and password.
  • Upload supporting documents as soon as possible.
  • Track your application regularly after submission.

FAQs

Can I submit my CAO application by hand?

Yes. You can hand deliver your completed application to the CAO office in Durban or send it by post or email.

Where do I get the CAO hard copy application form?

You can download it from the official CAO website, collect it from participating universities, ask your school, or visit a DBE District Office.

How long does it take for a hard copy CAO application to be processed?

Processing normally takes about two to three weeks after CAO receives your application and administration fee.

Can I email my supporting documents?

No. Supporting documents must be uploaded through the official CAO website. CAO does not accept supporting documents sent by email or as hard copies.

Why should I keep my CAO number?

Your CAO number allows you to check your application status, manage your application, and receive updates from CAO.

Conclusion

Submitting a hard copy CAO application is a simple process when you carefully follow each step. Start by downloading or collecting the application form, complete it correctly, pay the application fee, attach the required documents, and submit it using one of the approved methods.

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