Document Certification Guidelines

Who can certify documents in Australia?

People from the following professional and occupational groups:

  • An accountant – member of a recognised professional accounting body or a Registered Tax Agent
  • A judge, barrister, solicitor or patent attorney
  • A Commissioner for Affidavits, Declarations or Oaths
  • A bail justice or sheriff
  • A police officer
  • A postal manager
  • A principal of an Australian secondary college, high school or primary school
  • A medical practitioner
  • A Justice of the Peace (with a registration number in the State which they are registered)
  • A minister of religion

Other authorising officers are:

  • An officer at a tertiary admissions centre: UAC, VTAC, QTAC, SATAC, TISC
  • Staff members of the University of New England
  • Admissions Officer of Student Services Office at any Australian university or TAFE college
  • The official records department of the institution that originally issued the document(s).

Who can certify documents outside of Australia?

  • An authorised officer of an Australia overseas diplomatic mission
  • Staff members of the University of New England
  • An authorised officer of an Australian Education Centre
  • A school headmaster or other recognised examining authority
  • A Notary Public
  • Authorised officer in accordance with local legislation/practice.

How to certify a document

The original document must be viewed by the certifier and they must personally copy the original document and verify it by completing the following:

  • Use a stamp or write by hand on the copy “This is a true copy of the original document sighted by me”

On each page of the document:

  • Sign the statement on each page
  • Write by hand the following details
    • Name and business address
    • Contact telephone number
    • Profession or occupational group (as listed above)
    • Date verified
  • Affix the official stamp or seal of the verifier’s organisation on the copy, if the organisations has such a stamp, and,
  • If the certifying officer is a Justice of the Peace the certifying officer must list the registration number and Australian state/territory of registration.

All of your supporting documents must be true and complete records. You should be prepared to provide original documents or original certified copies of supporting documents upon request at any time.

Detailed checking of supporting documents is an inherent element of our employment process and may involve contacting the issuing authority, or relevant tertiary admissions centre, educational or other relevant organisation or individual, whether Australia or overseas, to verify documents. A failure to provide documents on request, or the discovery of either fraudulent documents or a misrepresentation of true circumstances in association with your employment, may lead to the withdrawal of your offer of employment.