Officially issued certificates and personal documents, when used overseas, must be notarised and, in many cases, authenticated with an Apostille.
A notarised certified copy is a verified copy of the original document, endorsed by a Notary Public, ensuring its authenticity for both domestic and international legal use. This process applies to important documents such as educational certificates, birth certificates, and other records that need to be recognised legally.
Similarly, personal documents such as visa status, bank statements, certificates of no criminal record, or court judgments require verification by the relevant authorities before they can be notarised. Once confirmed, the Notary Public authenticates these documents, ensuring they meet legal standards for use in both national and international contexts.
Simply bring the original copy and your identity to us, and we will notarise it for you.
- Birth Certificate
- Single Status Certificate
- Change of Name Certificate
- Marriage Certificate
- Divorce Order
- Death certificate
- Permanent Resident / Other Visa Status
- College Certificates / Rewards / Transcript
- AFP National Police Checks
- Bank Statements
- Court Judgments / Orders
Required Documents
Documents or certificates issued by Australian official authorities must be taken to a Notary Public for verification against the originals.
The person needing the notarisation should be able to confirm in advance whether a translation is required, which is to be provided by a NAATI-accredited Level 3 translator in Australia and notarised together with the original document.
Required Documents:
- Original document(s) requiring notarisation.
- The applicant’s original valid passport and Driver’s Licence/Photo ID.
For documents issued by educational institutions, it is essential to first confirm that the document can be verified by the relevant institution or organisation. The Notary Public is required to verify the authenticity of the document with the issuing party before proceeding with notarisation. This ensures that the document is legitimate and accurate. Only after successful verification can the Notary Public proceed with the notarisation, which will authenticate the document for use in legal or official matters, both domestically and internationally. The process may also involve communicating directly with the institution to ensure all details are correct and the document meets the necessary legal standards for verification.
The person needing the notarisation should be able to confirm in advance whether a translation is required, which is to be provided by a NAATI-accredited Level 3 translator in Australia and notarised together with the original document.
Required Documents:
- Original document(s) requiring notarisation.
- The applicant’s original valid passport and Driver’s Licence/Photo ID.
For personal documents such as visa status, bank statements, certificates of no criminal record, or court judgments, it is crucial to ensure their authenticity and accuracy before notarisation. The Notary Public must verify the document’s details with the relevant authorities or institutions. For example, a visa status document may require confirmation with the immigration authority, while a bank statement must be verified by the financial institution that issued it. Similarly, certificates of no criminal record need to be authenticated by the police or relevant government department, and court judgments must be verified with the relevant court or legal body.
Once the document has been verified and confirmed to be accurate, the Notary Public can proceed with the notarisation, ensuring that the document is legally valid and recognised for use in both domestic and international contexts. This process is vital for maintaining the integrity of the document and ensuring its legal standing in any jurisdiction.
The person needing the notarisation should be able to confirm in advance whether a translation is required, which is to be provided by a NAATI-accredited Level 3 translator in Australia and notarised together with the original document.
Required documents:
- Original document(s) requiring notarisation.
- The applicant’s original valid passport and Driver’s Licence/Photo ID.
Frequently Asked Questions (FAQ)
Notarisation is the process where a Notary Public verifies the authenticity of documents to ensure their legal validity. Legalisation, on the other hand, is completed by the Department of Foreign Affairs and Trade (DFAT) in Australia and is divided into two types: Apostille and Authentication Certificate.
Apostille is for countries that are signatories to the Hague Convention. Once the document is authenticated by DFAT, it can be used in any of the Hague Convention countries without additional consular authentication. The process is simpler.
Authentication Certificate applies to non-Hague Convention countries. After authentication by DFAT, the document must also be submitted to the relevant consulate for further legalisation.
Please confirm whether the destination country is a signatory to the Hague Convention to determine the applicable certification method.
The processing time depends on the service:
Standard Process: Notarisation and certification typically take 7-10 days.
Express Service: Expedited processing is available based on your needs.
Costs: Fees vary depending on the number of documents, type of documents, and speed of service.
It is recommended to contact us before booking to get an accurate quote.
If notarised documents (such as power of attorney or affidavits) are to be used in China, Chinese versions can be directly prepared. However, we recommend confirming with the domestic institution beforehand to ensure that the document format and content meet their requirements to avoid delays.
For legal documents with both Chinese and English versions, ensure both versions are consistent to avoid potential legal issues.
The Apostille certificate issued by the Department of Foreign Affairs and Trade (DFAT) is only provided in English (the official language). If the domestic institution requires another language, the document must be translated by an accredited translation agency in that Country after certification is completed.
Australian registered notaries can only issue notarial documents in the official language (English). If another language is required, translation must be done after the certification process by an accredited translation agency in your Country.
Although China is a signatory to the Hague Convention, some domestic institutions still require consular legalisation due to delayed policy updates. It is recommended to confirm with the relevant institutions before submission about the latest requirements for Apostille.
The Chinese Embassy in Australia stopped processing consular legalisation on November 7, 2023. For more related policies, please refer to the Chinese Embassy in Australia website.
Documents that require signatures, such as power of attorney or affidavits: By Australian law, these documents must be signed by the applicant in the presence of the notary and cannot be signed via video conferencing or electronic signatures.
Document-based files (e.g., birth certificate, marriage certificate): The notary can verify the original document, and the applicant can send the original to our office in Sydney without the need to be present.
Australian academic document notarisation: For degree certificates or transcripts from Australian universities, the applicant can send the original or electronic version to us. The notary will first verify the authenticity of the document with the relevant educational institution before proceeding with notarisation and legalisation.
Notarisation and legalisation typically do not have a specific expiry date but depend on the content of the document. For example:
If passport details are updated, the document must be re-notarised.
Criminal record certificates, single status certificates, etc.: Some institutions may require them to be issued within 6 months.
Academic documents: Some institutions may have a timeframe requirement for certification for degree verification or employment purposes.
It is recommended to consult the relevant department before proceeding to ensure the document’s validity.
Brightstone helps you with
1. Assiting in prepare your Notary documents
Provide the best solution from our professional Notary Public team on your documents to be used overseas, dedicated assistance in preparing the documents and Make an appointment with one of our Notary Public.
2. Meet with you to Notarise your documents
Bring your Original Valid Passport to the Brightstone Legal Office. We will either witness your signature on the Power Of Attorney and Statutory Declaration or certify a true copy of your original Australian Certificate and issue a Notary Certificate.
3. Authentication / Apostille Certificate
We will personally deliver your Notary documents to the Department of Foreign Affairs and Trade application forms along with your sealed Notary documents for Authentication or Apostille.
4. Receiving the completed Notary documents.
Within around 7-10 days, your completed notary documents will be ready for you to pick up from our office, or post overseas by your instruction.
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