If you need to have any of your documents certified, you will first need to ensure you have made photocopies of the originals and bring both the copies and the originals with you when you are ready to have them certified.
Please note that copies of original documents cannot be certified remotely.
Here is the process:
- Bring both an original and a copy of the original to the certifier. A list of people who can certify documents in Victoria is given below. If you do not live in Victoria, please check your own state or territory guidelines.
- The certifier will examine the original to ensure it is not a copy or forgery.
- The certifier will examine the copy to ensure it is identical to the original. A copy can be considered identical
even if it is a different size or colour, so long as that does not result in the loss of any material
information. - The certifier will then write or stamp the copy with the words: “Certified to be a true copy of the original
seen by me.” - The certifier will sign and date the copy, and write or stamp their name, personal or professional
address and qualification. If there are multiple pages to the copy, the certifier will sign or initial and number all pages.
The copy has now been certified.
If you are uncertain about how to do this process after reading this information, please feel free to call us during office hours.
Who can certify a document:
This list of people who may certify documents is provided by the Victorian Department of Education:
Under Section 39 of the Oaths and Affirmations Act 2018 (as of 1 March 2019) the list of persons who
may certify copies of original documents includes:
• A person currently licensed or registered to practice in Australia as one of the following
occupations:
o Architect
o Chiropractor
o Conveyancer
o Dentist
o Financial adviser or financial planner
o Legal practitioner
o Medical practitioner
o Midwife
o Migration agent
o Nurse
o Occupational therapist
o Optometrist
o Patent attorney
o Pharmacist
o Physiotherapist
o Psychologist
o Trade marks attorney
o Veterinary surgeon
• An accountant who meets at least one of the following criteria:
o Fellow of the National Tax Accountants’ Association
o Member of Chartered Accountants Australia and New Zealand
o Member of the Association of Taxation and Management Accountants
o Member of CPA Australia
o Member of the Institute of Public Accountants
• 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 Officer or Australian Diplomatic Officer
• Bailiff
• Bank officer with 5 or more continuous years of service
• Building society officer with 5 or more years of continuous service
• Chief executive officer of a Commonwealth court
• Clerk of a court
• Commissioner for Affidavits
• Commissioner for Declarations
• Credit union officer with 5 or more years of continuous service
• Employee of a Commonwealth authority engaged on a permanent basis with 5 or more years of
continuous service who is not otherwise authorised
• Employee of the Australian Trade and Investment Commission who is authorised in writing by
the Secretary of DFAT to collect fees under s 3(d) of the Consular Fees Act 1955, if at a place
outside Australia and in the course of the employee’s duties at that place
• Employee of the Commonwealth who is authorised in writing by the Secretary of DFAT to
collect fees under s 3(d) of the Consular Fees Act 1955, if at a place outside Australia and in
the course of the employee’s duties at that place
• An engineer who meets at least one of the following criteria:
o A member of Engineers Australia, other than a student
o A Registered Professional Engineer of Professionals Australia
o Registered as an engineer under a law of the Commonwealth or a State or Territory
o Registered on the National Engineering Register by Engineers Australia
• Finance company officer with 5 or more years of continuous service
• Holder of a Commonwealth statutory office not otherwise specified
o For example, Director of the Australian Institute of Family Studies
• IBAC Officers
• Judge
• Justice of the Peace
• Local government Councillor
• Magistrate
• Registered marriage celebrant
• Master of a court
• Member of the Australian Defence Force who meets at least one of the following criteria:
o An officer
o A non-commissioned officer with 5 or more years of continuous service
o A warrant officer
• Member of the Australasian Institute of Mining and Metallurgy
• Member of the Governance Institute of Australia Ltd
• Member of the Parliament of a State
• Member of a Territory legislature
• Member of a local government authority
• Registered minister of religion
• Notary public, including a notary public exercising functions at a place outside either the
Commonwealth or the external Territories of the Commonwealth
• Permanent employee of the Australian Postal Corporation with 5 or more years continuous
service who is employed in an office providing postal services to the public
• Permanent employee with 5 or more years of continuous service who is not otherwise specified,
if employed at one of the following:
o State
o Territory
o State authority
o Territory authority
o Local government authority
• Police officer
• Police reservist
• Protective service officer (PSO)
• Registrar, or Deputy Registrar, of a court
• A school principal
• Senior executive employee of a Commonwealth authority
• Senior executive employee of a State or Territory
• Senior Executive Service employee of the Commonwealth
• Sheriff
• Sheriff’s officer
• State Trustees officer or employee with a classification level of 2 or above
• Teacher employed on a permanent full-time or part-time basis at a school or tertiary education
institution
• Transport Accident Commission officer or employee with a classification of level 2 or above
• VicRoads officer or employee with a classification of level 2 or above
• Victorian Inspectorate Officer
• A Victorian Public Service employee with a prescribed classification level of 2 or above
o For example, a project officer employed as a VPS4 or an administrative assistant
employed as a VPS2
• Victorian WorkCover Authority officer or employee with a classification of band 2 or above
• Any authorised affidavit taker, including:
o A judicial officer
▪ For example, a judge or magistrate
o An associate to a judicial officer
o An honorary justice
o The prothonotary or a deputy prothonotary of the Supreme Court
o The registrar of probates or an assistant registrar of probates
o The registrar or a deputy registrar of the County Court
o The principal registrar, a registrar or a deputy registrar of the Magistrates’ Court
o The principal registrar, a registrar or a deputy registrar of the Children’s Court
o The principal registrar, a registrar or a deputy registrar of VCAT
o The principal registrar or a registrar of the Coroners Court
o A member of VCAT
o A member or former member of either House of the Parliament of Victoria
o A member or former member of either House of the Parliament of the Commonwealth
o A public notary
o A senior officer of a Victorian municipal Council who meets one of the following criteria:
▪ Chief Executive Officer
▪ A member of Council staff with management responsibilities and reporting
directly to the Chief Executive Officer
▪ Any other member of Council staff earning a salary of at least $124,000 (or a
higher threshold, if specified by the Minister under s 97B of the Local
Government Act 1989)
o A fellow of the Institute of Legal Executives (Victoria)
o A person acting judicially
▪ For example, an arbitrator or any person or body with authority to hear, receive
and examine evidence
o 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
Source: Department of Justice and Community Safety
Further information: https://www.justice.vic.gov.au/certifiedcopies
Source: 2021 Guidelines About Eligibility (Version 1.1, published 28 April 2021) https://www.education.vic.gov.au/Documents/training/providers/rto/20201204_Guidelines_Eligibility_v1.pdf