Lexi Webster
Certified copies are often required when submitting important documents for official purposes. In Australia, a certified copy is a copy (usually a photocopy) of a primary document that has been certified as a true copy of the original by a person authorised to do so. This person is typically someone who is authorised as a witness for statutory declarations and can include a wide range of occupations and office holders. The certifier must ensure that the copy is identical to the original, including checking each page of a multi-page document. They must then write or stamp a statement to this effect on the copy and provide their signature, name, and qualification.
| Characteristics | Values |
|---|---|
| Definition | Certified documents are copies of important documents that need to be certified as true copies of the originals by a person authorised to do so. |
| Who can certify | A person who is authorised as a witness for statutory declarations under Statutory Declarations Regulations 2018 – Schedule 2. This schedule provides a wide range of authorised occupations and office holders. |
| Process | The certifier must ensure that the copy to be certified is an identical copy of the original. The suggested wording for the certification is: "I certify that this is a true copy of the document produced to me on [Signature] [Name] [Qualification] (e.g. JP, Pharmacist)". If the original document is multiple pages, each page must be checked against the copy and the certifier must write or stamp "I certify this and the following [number of pages] pages to be a true copy of the original as supplied to me" on the first page and initial all other pages. |
| Non-English documents | If the document is not in English, it must be translated by an approved translation service. The translation must be certified as a true and correct copy, displaying an official stamp that shows the certifier's accreditation. |
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What You'll Learn
Who can certify documents
A certified copy of an original document has been verified as a true copy of the original. The certifier must be of the opinion that the copy is identical to the original document. The certifier will then write or stamp the copy with the words: "Certified to be a true copy of the original seen by me." They will sign and date the copy and write or stamp their name, designation, registration number (if any), and contact details.
If there are multiple pages, the certifier will sign or initial and number all pages. The referee must write or stamp "I certify this and the following [number of pages] pages to be a true copy of the original as supplied to me" on the first page and initial all other pages. You must write the referee's details on each copy.
In Australia, a person currently licensed or registered to practise in Australia in the following occupations can certify documents:
- Agent of the Australian Postal Corporation who is in charge of an office supplying postal services to the public
- Australian Public Service employee engaged on an ongoing basis with 5 or more years of continuous service who is not otherwise authorised
- Australian Consular or Diplomatic Officer
- Any other officer or person empowered, authorised, or permitted by or under any Act or rules of a court or rules of a tribunal to administer affidavits
- Fellow of the Institute of Legal Executives (Victoria), such as an arbitrator or any person or body with the authority to hear, receive and examine evidence
Translations must be done by an approved translation service and certified as a true and correct copy by the service. The translation should display an official stamp or similar showing the certifier's accreditation.
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What to write on the copy
When creating a certified copy, the certifier must ensure that the copy is identical to the original document. If the original document is in a language other than English, the certifier should only certify the copy if they can be sure that the original and the copy are identical. If the certifier is unsure, they can request that the original be photocopied in their presence.
For a single-page document, the certifier should write or stamp the following on the copy:
> I certify that this is a true copy of the document produced to me on [date].
>
> [Signature]
> [Name]
> [Qualification, e.g., JP, Pharmacist]
For a multi-page document, the certifier should write or stamp the following on the first page:
> I certify this and the following [number of pages] pages to be a true copy of the original as supplied to me.
>
> [Signature]
> [Name]
> [Qualification, e.g., JP, Pharmacist]
The certifier should then initial all other pages.
It is important to note that the certifier must be a person authorised as a witness for statutory declarations under the Statutory Declarations Regulations 2018 – Schedule 2. This schedule provides a wide range of authorised occupations and office holders who may certify a document.
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Multiple-page documents
When certifying a multiple-page document in Australia, you must ensure that all pages are accounted for and properly presented. Here is a step-by-step guide:
Prepare the Document:
Start by obtaining a complete copy of the multiple-page document. Ensure that all pages are in the correct order and that no pages are missing, damaged, or unreadable. If any pages are loose, consider stapling or paper-clipping them together to maintain their order. Do not separate the pages during the certification process.
Find a Qualified Witness:
A certified copy of a multiple-page document in Australia requires the same certification process as a single-page document. Locate an authorised witness, such as a You may want to see also If your document is not in English, you will need to take extra steps to have it certified. The process for certifying a non-English document in Australia typically involves translating the document into English and then certifying the translation accuracy. Here are the steps you generally need to follow: Get your document translated: You'll need to engage the services of a professional translator to translate your non-English document into English. Ensure the translator is accredited by a recognized body, such as the National Accreditation Authority for Translators and Interpreters (NAATI). This step ensures the accuracy and reliability of the translation. Prepare the translated document: Once you have the English translation, you'll need to ensure it is presented correctly. The translation should be on official letterhead and include the translator's credentials, signature, and certification statement. It should also clearly identify the original document that was translated. Certify the translation: Now, you can proceed to get the translated document certified. Remember, it is the translation that needs to be certified, not the original non-English document. Take the translated document, along with the original, to an authorized individual who can certify documents in Australia. This could be a Justice of the Peace, a solicitor, or certain public officials. They will sight the original and the translation, then certify that the translation is a true and accurate representation of the original. Provide certified copies: After the translation has been certified, you can then make certified copies of both the translation and the original non-English document. These copies will be accepted as true copies of the original documents and can be used for various purposes, such as visa applications, legal proceedings, or enrollment in educational institutions. Remember to always check with the requesting organization or institution to ensure you provide the correct documentation. Keep in mind that there may be specific requirements or variations in the process depending on the purpose for which the certified documents are needed. Always refer to the guidelines provided by the requesting entity to ensure you meet all their requirements. You may want to see also
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When getting a document certified in Australia, it's important to follow the correct procedures to avoid delays due to incorrect certification. Here are some key points to ensure the process is done right the first time: Firstly, ensure you bring both the original document and a copy to the certifier. The certifier will need to examine the original to ensure it is not a copy or forgery, and then compare it to the copy. The copy can be considered identical to the original even if it differs in size or colour, as long as no material information is lost. Secondly, the certifier must be authorised to certify copies of documents in Australia. This could be a Justice of the Peace, a lawyer, a police officer, or certain government officials, among others. Some organisations may not offer certification services, even if they employ authorised individuals. For example, a pharmacist may be allowed to certify copies, but the pharmacy they work at may not offer the service. Thirdly, the certifier will write or stamp the copy with specific wording to indicate it has been certified. For example, "Certified to be a true copy of the original seen by me", along with the date, their name, and their authorisation or occupation. If the document has multiple pages, each page must be initialled and numbered. Finally, if the document is not in English, it must be translated by an approved translation service and certified as a true and correct copy, with the translator's official stamp displaying their accreditation. By following these steps, you can help ensure that your documents are certified correctly and avoid delays due to incorrect certification. Remember to check the specific requirements of the organisation requesting the certified copies, as they may have their own additional requirements. You may want to see also A certified copy is a copy (often a photocopy) of a primary document that has on it an endorsement or certificate that it is a true copy of the primary document. It does not certify that the primary document is genuine, only that it is a true copy. It is usual for documents to be certified by a person who is authorised as a witness for statutory declarations. A wide range of authorised occupations and office holders may certify a document, including a JP or pharmacist. The certifier must ensure that the copy to be certified is an identical copy of the original. If the original is a multiple-page document, each page must be checked against the copy to ensure it is correct. The certifier will then sign a statement along the lines of: "I certify that this [number of pages] page document is a true copy of the document produced to me" and provide their name and qualification.Post-Secondary Education in Australia: Free or Fee-Paying?
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Non-English documents
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Frequently asked questions
