Who can Certify Documents in Victoria

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 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.