If you’re living in Victoria, and someone asks you to get your documents certified, don’t stress. Although certifying documents is serious business, it’s simpler than it sounds. You don’t need a lawyer or a judge; only a person with the right authority. Who that person is, how they can help, and how to go about the process the right way are all here.
Read it till the end and comment if you have any questions.
First things first.
What Does Certifying a Document Mean?
Certifying a document means proving that a copy of a document is a true match to the original. It does not mean that the document is valid or legally binding; it simply tells you, “Yes, this copy is the same as the real one.”
Nothing more, nothing less.
Why Is This Important?
This is important because banks, schools, courts, and government departments often need official documents. However, they don’t want your original. They want a copy that needs to be verified. That’s where certified documents come in.
When Do You Need Certified Documents?
Let’s say you’re applying for a passport or enrolling at a university or buying property, or applying for a visa. In all these cases, you’ll be asked to provide documents. Since the original is too precious to hand over, a certified copy steps in.
You’ll usually need these documents to prove your identity, residence, and eligibility:
- Birth certificates
- Academic transcripts
- Marriage certificates
- Driver licences
- Passports
- Utility bills
- Bank statements
Who Can Certify Documents in Victoria?
In Victoria, there’s a long list of people who can certify documents. Not just anyone with a pen can do this. The person must belong to a category recognised by law. Below is a list of common certifiers in Victoria:
1. Justice of the Peace (JP)
You can find these are trained volunteers, authorised to witness signatures and certify documents, at your local police station or council office. They do not charge a fee and offer it as a public service.
2. Police Officers
Yes, your friendly neighbourhood police officer can also help you certify documents. Any member of the police force can do it. Walk into the station, ask politely, and they may be able to assist.
3. Pharmacists
Many pharmacists in Victoria are authorised to certify documents. Just ask at the counter, and be sure to bring the original and the copy.
4. School Principals
School principals are also considered trusted figures to verify documents, especially for students and families.
5. Medical Practitioners
Doctors are also recognised as document certifiers. If you’re seeing your GP, it’s a great time to get documents certified. Just ask during your appointment.
6. Legal Practitioners (Lawyers)
Lawyers are the usual choice for getting your documents certified. They understand the law and know how to handle official paperwork, but they may charge a fee.
7. Accountants
If your accountant is a member of CPA Australia, CA ANZ, or IPA, they can also certify your documents. Make sure they sign using their full name and professional title.
8. Bank Officers
Some banks offer a service to certify documents. Branch offices may not do it, though, so it’s best to call ahead and confirm. Make sure you are an account holder at that branch.
9. Public Notaries
These are specialised legal professionals. They have extra authority and can certify documents for overseas use. Their services are not free, but they’re useful for international matters.
10. Members of Parliament
MPs can also certify documents. If you’re involved in a government process, this might be a convenient option.
How to Get a Document Certified in Victoria
The process is simple.
Step 1: Prepare Your Documents
Bring the original document and a clean, readable copy. Never hand over the original and expect it back by mail. Stay present and keep the documents with you.
Step 2: Choose Your Certifier
Pick someone from the approved list, and make sure they are willing and available to certify your documents. Some certifiers will ask for ID, so be ready to show your driver’s licence, passport, or Medicare card.
Step 3: Supervised Comparison
The certifier must see both documents at the same time. They will compare the copy to the original. If everything checks out, they’ll sign and stamp the copy.
Step 4: Signature and Details
The certifier writes “I certify that this is a true copy of the original document,” and includes their name, qualification, registration number (if any), and date. Some may also stamp the copy with an official seal.
Step 5: Make Extra Copies
Need more than one certified copy? Bring enough duplicates to your appointment. The certifier won’t make the copies for you. Do it beforehand.
Important Rules to Follow
Bear the following rules in mind when getting your documents certified.
- You must present the original document. No exceptions.
- You must be there in person. No online certifying.
- The certifier must not be related to you.
- Certified copies do not expire, but some institutions may request a recent copy.
- You cannot certify your own documents, even if you are an eligible certifier yourself. That’s a big no-no.
Can You Certify Documents Online in Victoria?
No, you cannot certify hard copy documents online. Virtual certifying is only allowed in special circumstances. For example, during the COVID-19 lockdown, some legal services were done remotely.
However, if you are dealing with digital documents, you might use an electronic signature or an online verification portal. That’s a different process, and not the same as document certification.
Where Can You Find a Certifier?
Try these options:
- Police Stations: Most have a roster of JPs.
- Public Libraries: Some host JP drop-in sessions.
- Pharmacies: Ask the pharmacist directly.
- Government Websites: Search “Find a JP Victoria.”
- Council Offices: Some have scheduled sessions for document witnessing.
Final Thoughts
Getting your documents certified in Victoria doesn’t need to be stressful. The key is knowing where to go and what to bring. From a GP to a pharmacist and a lawyer, there are plenty of professionals who can help. Just follow the rules and bring your paperwork.
When in doubt, refer to the official website of the Department of Justice and Community Safety Victoria. They keep the official, up-to-date list of certifiers. If you want to get it done even faster, contact us at Easy Link Conveyancing.
So the next time someone says, “Can you get this certified?” you can answer with confidence: “Absolutely!”