Menu
Back to Blog

Who can Certify Documents in Victoria

Published by Pearson Chambers Conveyancing on
who can certify documents in victoria

Certifying documents is a necessary step for various legal, educational, and professional processes. In Victoria, the Oaths and Affirmations Act 2018 specifies a broad range of individuals authorized to certify copies of original documents. This guide simplifies who these individuals are and outlines the requirements for a document to be considered properly certified.

Authorised Individuals

A wide array of professionals and public officers are empowered to certify documents in Victoria. Here’s a breakdown of who they are:

Licensed or Registered Professionals

Individuals currently licensed or registered to practice in Australia in the following occupations:

  • Architects, Chiropractors, Conveyancers, Dentists
  • Financial advisers or planners, Legal practitioners, Medical practitioners
  • Midwives, Migration agents
  • therapists, Optometrists, Patent attorneys
  • Pharmacists, Physiotherapists, Psychologists, Trade marks attorneys
  • Veterinary surgeons

Accountants

Accountants who are:

  • Fellows of the National Tax Accountants’ Association
  • Members of Chartered Accountants Australia and New Zealand
  • Members of the Association of Taxation and Management Accountants
  • Members of CPA Australia
  • Members of the Institute of Public Accountants

Public Service and Government Officials

  • Agents of the Australian Postal Corporation in charge of offices supplying postal services
  • Australian Public Service employees with 5+ years of continuous service not otherwise authorised
  • Australian Consular Officers or Diplomatic Officers
  • Bailiffs, Bank officers with 5+ years of service
  • Building society officers with 5+ years of service
  • CEOs of Commonwealth courts, Clerks of a court
  • Commissioners for Affidavits or Declarations
  • Credit union officers with 5+ years of service
  • Employees of a Commonwealth authority with 5+ years of service not otherwise authorised
  • Employees of the Australian Trade and Investment Commission and Commonwealth authorised to collect fees under the Consular Fees Act 1955 outside Australia
  • Engineers who are members of Engineers Australia, registered professionals, or on the National Engineering Register
  • Finance company officers with 5+ years of service

Legal and Judicial Officers

  • Holders of a Commonwealth statutory office
  • IBAC Officers, Judges, Justices of the Peace
  • Local government Councillors, Magistrates, Registered marriage celebrants
  • Masters of a court

Defence, Education, and Other Public Officials

  • Members of the Australian Defence Force with specific criteria
  • Members of professional institutions such as the Australasian Institute of Mining and Metallurgy
  • Members of the Parliament of a State, Territory legislature, or local government authority
  • Registered ministers of religion, Notary publics
  • Permanent employees of the Australian Postal Corporation with 5+ years of service
  • Police officers, Police reservists, Protective service officers
  • Registrars or Deputy Registrars of courts, School principals
  • Senior executive employees of Commonwealth, State, or Territory authorities
  • Sheriffs, Sheriff’s officers
  • Teachers in permanent positions at schools or tertiary institutions

Specific Authorities and Officers

  • Transport Accident Commission officers, VicRoads officers with specific classifications
  • Victorian Public Service employees, Victorian WorkCover Authority officers
  • Authorised affidavit takers, including various judicial officers and senior officers of Victorian municipal Councils

Certification Requirements

For a document to be considered properly certified, the person certifying must adhere to the following steps:

  1. Include the statement: "Certified to be a true copy of the original seen by me."
  2. Date the certification.
  3. Sign the document.
  4. Provide their full name, address, and qualification/occupation (as listed above).

For certifying multiple pages of the same document:

  • Each page should state: "This is page 1 of _____ pages certified to be a true copy of the original seen by me", with the number of pages accurately filled in, and this statement should be repeated on all subsequent pages.
  • Follow steps 2 to 4 on every page.

Understanding these requirements and knowing who is authorised to certify documents in Victoria can streamline the process for anyone needing to certify documents for official purposes.

Back to Blog