Guidelines for the certification of documents

The following is a guide to help you prepare your certified documents correctly. Certified documents are copies of important documents which need to be certified as true copies of the originals by a person authorised to do so.

At certain stages of the application process, for approval as a higher education provider and VET provider, you will be asked to produce ‘certified documents”. These are copies of important documents which need to be certified as true copies of the originals by a person authorised to do so.

The following is a guide to help you prepare your certified documents correctly.

A certified copy is a copy (often a photocopy) of a primary document that has on it an endorsement or certificate that it is a true copy of the primary document. It does not certify that the primary document is genuine, only that it is a true copy of the primary document.

Who can certify a copy?

It is usual for documents to be certified by a person who is authorised as a witness for statutory declarations under Statutory Declarations Regulations 1993– Schedule 2. This schedule provides a wide range of authorised occupations and office holders who may certify a document, so finding a suitable person should not normally present a significant difficulty.

How do I obtain a certified copy?

Before certifying a document, the certifier must ensure the copy to be certified is an identical copy of the original. Suggested wording for the certification is as follows:

I certify that this is a true copy of
the document produced to me on .
Signature
Name
Qualification (e.g. JP, Pharmacist)

Documents in languages other than English

A certifier should not certify a document in a language other than English unless they can be sure that the original and the copy are identical. A solution to this is to have the original photocopied in the presence of the certifier.

Multiple page documents

If the original is a multiple page document, each page must be checked against the copy to ensure that it is correct. The certifier can then proceed as follows:

  • Sign or initial each page
  • Certify the last page as follows:
    • I certify that this page
      document is a true copy of the
      document produced to me on .
      Signature
      Name
      Qualification (e.g. JP, Pharmacist)