A 'certified copy' is one that has been verified as being a true copy of an original document by a person authorised to certify copies of original documents. A list of authorised people can be found at the bottom of this page.

Instructions for certifying documents

We have a PDF that you should download and take with you when you see an authorised officer to have your documents certified.

Certifying documents instructions (296 KB, PDF)

Documents without a photograph

Single-page documents without a photograph must have the following written on them by an authorised officer.

This statement: ‘I have sighted the original document and certify this to be a true copy of the original’
The date
The authorised officer’s name
The authorised officer’s contact phone number
The authorised officer’s occupation or profession (and profession number if applicable)
The authorised officer’s stamp or seal (if relevant)

Documents with a photograph

Any documents containing a photograph (e.g. a passport or driver's licence) must have the following written on them by an authorised officer.

This statement: ’I certify that this is a true copy of the original and the photograph is a true likeness of the person presenting the document as sighted by me’
The date
The authorised officer’s name
The authorised officer’s contact phone number
The authorised officer’s occupation or profession (and profession number if applicable)
The authorised officer’s stamp or seal (if relevant)

Documents with multiple pages

If your document has multiple pages, the authorised officer needs to initial each page and number each page (e.g. page 2 of 5) as well as writing the above text on the first page.

What does an authorised officer need to do to certify my documents?

In the presence of the applicant the authorised officer should:

inspect the original document to ensure that it is an original document
inspect the copy to ensure it is identical to the original document
write the relevant text (described above) on the copy.

Who can certify documents?

In or outside Australia

A health practitioner who is registered in Australia: Aboriginal and Torres Strait Islander Health Practitioner, Chinese medicine practitioner, chiropractor, dental practitioner, medical practitioner, medical radiation practitioner, midwife, nurse, occupational therapist, optometrist, osteopath, paramedic, pharmacist, physiotherapist, podiatrist, psychologist.

In Australia

Public servant: Federal, state or territory or local – employed for five years or more.
Teacher (full-time or part-time) at a school or tertiary education institution
Legal professional: Legal practitioner, patent attorney, trademarks’ attorney
Court positions: Bailiff, justice of the peace, judge, magistrate, registrar or deputy registrar, clerk, master of a court, CEO of a Commonwealth court
Commissioner for Affidavits, or Commissioner for Declarations (dependent on jurisdictions)
Government representative (elected): Federal, state or territory or local
Bank officer, building society officer, credit union officer, finance company officer – employed for five years or more
Veterinary surgeon
Accountant (member of ICA, ASA, IPA or CPA, ATMA, NTAA)
Minister of religion, or marriage celebrant
Member of:
- Chartered Secretaries Australia
- Engineers Australia, other than at the grade of student
- Australian Defence Force (an officer; or a non-commissioned officer with five or more years of continuous service; a warrant officer)
Australasian Institute of Mining and Metallurgy
Notary public
Holder of a statutory office not specified in another item in this Part
Police officer
Sheriff or sheriff’s officer

Outside Australia:

Notary public
Australian Consular Officer or Australian Diplomatic Officer (within the meaning of the Consular Fees Act 1955)
Employee of the Commonwealth or the Australian Trade Commission who works outside Australia
Justice of the peace

Who can certify documents?

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In Australia:

Registered health practitioner: Aboriginal and Torres Strait Islander Health Practitioner, Chinese medicine practitioner, chiropractor, dental practitioner, medical practitioner, medical radiation practitioner, midwife, nurse, occupational therapist, optometrist, osteopath, paramedic, pharmacist, physiotherapist, podiatrist, psychologist
Public servants: federal, state or territory, or local (employed for 5 years or more)
Teacher (full-time or part-time) at a school or tertiary education institution
Legal professions: legal practitioner, patent attorney, trade marks attorney
Court positions: bailiff, justice of the peace, judge, magistrate, registrar or deputy registrar, clerk, master of a court, CEO of a Commonwealth court
Commissioner for Affidavits, or Commissioner for Declarations (dependent on jurisdictions)
Elected government representatives: federal, state or territory, or local
Bank officer, building society officer, credit union officer, finance company officer – employed for 5 years or more
Veterinary surgeon
Accountant (member of ICA, ASA, IPA or CPA, ATMA, NTAA)
Minister of religion, or marriage celebrant
Member of:
- Chartered Secretaries Australia
- Engineers Australia, other than students
- Australian Defence Force (an officer; or a non-commissioned officer with 5 years or more of continuous service; a warrant officer)
- Australasian Institute of Mining and Metallurgy
Notary public
Holder of a statutory office not specified in another item in this list
Police officer
Sheriff or sheriff’s officer

Outside Australia:

Notary public
Employee of the Commonwealth or the Australian Trade Commission who works outside Australia
Justice of the peace
Legal professions: legal practitioner (includes lawyer, solicitor and barrister), patent attorney, trade marks attorney
Australian Registered health practitioner: Aboriginal and Torres Strait Islander Health Practitioner, Chinese medicine practitioner, chiropractor, dental practitioner, medical practitioner, medical radiation practitioner, midwife, nurse, occupational therapist, optometrist, osteopath, paramedic, pharmacist, physiotherapist, podiatrist, psychologist
Australian consular officer or Australian diplomatic officer (within the meaning of the Consular Fees Act 1955) - Documents certified by an Australian consular officer or Australian diplomatic officer, which have a photograph, must include an Identity Certificate. Ask for the Identity Certificate when your documents are being certified. The Identity Certificate must be included when you submit your certified documents.

What does an Authorised Officer need to do to certify your documents?

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An Authorised Officer should do the following in the presence of the applicant:

inspect the original document to ensure that it is an original document;
inspect the copy to ensure it is identical to the original document;
write or stamp (if relevant) the copy with the words, ‘I have sighted the original document and certify this to be a true copy of the original’ on the first page;
write or stamp (if relevant) the photograph on photographic documentation (e.g. licence, passport, etc.) with the words ‘I certify that this is a true copy of the original and the photograph is a true likeness of the person presenting the document as sighted by me;’ sign and date the copy;
write or stamp (if relevant) the copy with:
- your full name
- your occupation or profession (including your occupation or profession number, if relevant) and
- your phone number.

Certified documents must:

be signed by the Authorised Officer
on documents with more than one page, be initialed on every page and all pages numbered (i.e. page 2 of 5)
be annotated on the first page with the words ‘I have sighted the original document and certify this to be a true copy of the original’, and
list the name, date of certification, contact phone number and occupation or profession (including occupation or profession number, if relevant) and have the stamp or seal of the Authorised Officer (if relevant).

Any documents containing a photograph must be annotated by the Authorised Officer with the statement, ‘I certify that this is a true copy of the original and the photograph is a true likeness of the person presenting the document as sighted by me.’

When are documents not required to be certified?

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Each application form outlines what documents are to be certified copies.

For online applications, all proof of identity documents must be certified as above.

Please refer to the online application for detailed information of these requirements.

Page reviewed 6/08/2024

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