Notarial FAQs

GENERAL

What notarial services do you provide?

The full list of the services we provide can be found in the schedule of fees, but includes:

• certifying copies of documents, photographs and identity;
• witnessing signatures;
• issuing Apostilles and Authentication certificates;
• administering affidavits; and
• issuing Certificates of No Impediment to Marriage (CNI).

 

Which service(s) do I require?

We can’t tell you which service or services you require.

You need to confirm requirements with the receiving authority or seek independent legal advice.

 

Are notarial services provided by mail or do i need to attend in person?

Some Notarial services are provided by mail only - others require you to attend one of our offices in person.

Services available by mail include:

• certified copies of documents only;
• Apostilles and Authentications; and
• Certificates of No Impediment to Marriage (CNI) if it was by a Notaire

All other services require you to attend one of our offices in person.

This includes the witnessing of signatures, administering of affidavits, certifying of photographs and identity declarations, and issuing of Certificates of No Impediment to Marriage (CNI) where the CNI wasn't prepared by a Notaire.

Further information can be found on our Notarials page.

 

Do you provide notarial services to non-Australian citizens?

Yes - in some cases, but only when the documents being notarised are Australian or for use in Australia.

For example, a non-Australian citizen may need their signature witnessed on an Australian document (e.g. a document transferring ownership of property in Australia) or copies of their foreign ID certified for a receiving authority in Australia (e.g. for employment-related purposes).

Similarly, an Australian may need copies of their foreign identity documents certified for use in Australia (e.g. to open or make changes to an Australian bank account).

 

FEES AND PAYMENT

Is there a cost?

Yes - fees are charged per Act.

Fees are set by the Consular Fees Act 1955 (Cth) and the Consular Fees Regulations 2018 (Cth), reviewed annually, and vary each month, depending on fluctuations in the exchange rate.

See the current schedule of fees.

Charging for notarial services is not discretionary, and fees are not negotiable or refundable.

 

How can I make payment?

Fees are payable by card in Australian Dollars - payments by cash and cheque are not accepted.

For services by mail, we will send you a bank card form for payments, before the notarial service is carried out.

 

How do I calculate the cost for services comprising multiple acts?

Cost can be calculated by simply adding together the fee(s) charged for each act performed as part of the service. There are no administrative costs, credit card surcharges or sales (or similar) taxes.

The only additional cost you may incur is for mail-in services, where you do not provide a prepaid return envelope, we will charge you for a Lettre Suivie Services Plus (8.00 AUD) to return your documents to you.

For example:

• the cost of an in-person appointment to witness a signature on a transfer of land document (currently 80.00 AUD) and to witness a signature for a power of attorney (currently 80.00 AUD) can be calculated by simply adding together the two fees (i.e. 160.00 AUD);
•  
• a mail-in service requiring you to have copies of both your Australian birth and marriage certificates Apostilled (currently 92.00 AUD) would cost 184.00 AUD, or 192.00 AUD if you chose to have us return your documents to you via Lettre Suivie Services Plus (i.e. 2 x 92.00 AUD + 8.00 AUD).

Costs can accumulate quickly where services comprise multiple acts, which is another reason why we recommend confirming exactly what you need with the receiving authority before mailing in your documents or making an appointment.

 

MAIL-IN SERVICES

How and when will my documents be returned?

Processing times vary, but we make every effort to turnaround your documents within five (5) business days of receipt by our office.

You should also provide us a prepaid return envelope. If you forget, we can return your documents to you via Lettre Services Plus (AUD8.00). If you are providing your own prepaid self-addressed label or envelope, we recommend using a service that allows you to track its whereabouts and delivery.

The Embassy cannot assist with locating undelivered or lost documents.

 

Can you send my notarised documents on to a third party?

Yes.

Provide us with clear written instructions on who to send your documents to, and a prepaid pre-addressed envelope at the time of your application. We strongly recommend using a service that allows you to track the whereabouts and delivery of your documents, such as a Lettre Recommandée or a courier service.

The Embassy cannot assist with locating undelivered or lost documents.
 

 

What if I can’t be without my original document - can I just send you a copy to notarise?

To make a certified copy of a document, we must sight and make a copy of the original.

We understand the inconvenience this can cause and make every effort to turnaround your documents as quickly as possible.
You can also help minimise turnaround times by ensuring that your packet is complete and correct before mailing it to us, providing us with contact details at which you can be easily reached, and promptly responding to any requests for clarification or further information.

 

IN-PERSON SERVICES

Are appointments required for in-person services?

Yes - appointments are required for ALL in-person notarial services. Walk-ins will not be accepted

Information on scheduling an appointment can be found on our Notarials page.

 

Do you provide notarial services during consular and passport outreach visits?

Some consular and passport outreach visits may include appointment windows specifically for notarial services.

Whether or not, which and when notarial services will be provided is determined by the availability and authority of the officer(s) conducting the visit.

In the event that notarial service appointments will be available, details will be provided at the time we publicise the visit.
 

CERTIFIED COPIES

Do I need to provide the copies?

No. We are required to make the copies ourselves. This ensures that we are certifying only true copies of the original documents you present.
 

Can you make colour copies?

Yes. If you require colour copies, please clearly state this in the letter you send us.

 

APOSTILLES AND AUTHENTICATIONS

What is an Apostille?

An Apostille is a statement placed on a public document that facilitates its use in a foreign country. It verifies the document's origin, the authenticity of the signature and seal which appear on the document, and the capacity in which the person signing the document acted.

The Department of Foreign Affairs and Trade (DFAT) is the only authority that can Apostille Australian public documents.

Overseas, this service is provided by Australian embassies and consulates.
 

Which countries accept Apostilles?

Countries that are signatories to the 1961 Hague Convention Abolishing the Requirement for Legalisation of Foreign Public Documents accept Apostille certificates.

A full list of countries that are currently party to the Convention can be found on the Hague Conference on Private International Law website.

 

What is an Authentication certificate?

For documents intended for use in countries which are not signatories to the Hague Convention, we can apply an Authentication certificate.

An Authentication certificate serves the same purpose as an Apostille but may require further legalisation before it is recognised and accepted by the receiving country.

 

Do I need an Apostille or an Authentication certificate?

We can’t tell you whether you need an Apostille or an Authentication certificate.

You need to confirm requirements with the receiving authority or seek independent legal advice.

 

What is an Australian public document?

An Australian public document is one that it is issued by a government authority in Australia.

This includes most documents issued by Australian registries of births, deaths and marriage (BDM). It also includes documents issued by Australian courts, police and government departments.

A private document (i.e. one not issued by a government authority) can become a public document if it has been notarised by an Australian public notary.

 

Where can I find an Australian Notary Public or Justice of the Peace (JP)?

A Notary Public or Justice of the Peace can only notarise documents within Australia. Outside of Australia, only an authorised consular employee at an Australian Embassy is able to notarise official documents.

To locate a Notary Public or Justice of the Peace (JP) in Australia, consult the relevant state or territory listings:

• New South Wales (NSW) - Justices of the Peace / Public Notaries
• Victoria (VIC) - Justices of the Peace / Public Notaries
• Queensland (QLD) - Justices of the Peace / Public Notaries
• Western Australia (WA) - Justices of the Peace / Public Notaries
• South Australia (SA) - Justices of the Peace / Public Notaries
• Australian Capital Territory (ACT) - Justices of the Peace / Public Notaries
• Tasmania (TAS) - Justices of the Peace / Public Notaries
• Northern Territory (NT) - Justices of the Peace / Public Notaries

 

Can you Apostille or Authenticate my Australian education document(s)?

Yes, but to be accepted for Apostille or Authentication, education documents must have been issued by an Australian accredited education institution.

Additional steps and/or verification of your document(s) may be required, depending on the type of institution and whether it is public or private. Further information can be found on Smartraveller's Documents we can legalise page.

You can check whether an institution is accredited using the Department of Education’s Commonwealth Register of Institutions and Courses for Overseas Students (CRICOS). You can also use CRICOS to check whether an institution is public or private.

We cannot accept Apostille or Authenticate any foreign education documents, even if notarised by an Australian Notary Public. For assistance with foreign education documents, contact the embassy or consulate of the country(ies) in which they were issued.

 

Can you Apostille or Authenticate my electronic document(s)?

** Note: scanned copies of documents are not electronic documents for our purposes and cannot be accepted for Apostille and Authentication. **

We can Apostille and Authenticate some electronically-issued Australian public documents.

In order to do so, we MUST be able to access and print the document(s) ourselves. This means that you will be asked to forward the source email sent by the issuing authority or provide login details to the issuing authority's online portal.

To confirm whether we can Apostille and Authenticate your electronically-issued document(s), email [email protected]. Provide details of the service you require, the source email sent by the issuing authority or login details to the issuing authority's online portal, and daytime contact details.

We will assess your document(s) and advise whether or not we can assist.

 

How can I verify an Australian Apostille?

To verify an Apostille issued by the Australian Department of Foreign Affairs and Trade on or after 14 December 2015, visit https://orao.dfat.gov.au/pages/verifyapostille.aspx.

To verify an Apostille issued before this date, contact your nearest Australian embassy or consulate or the Australian Passport Office in Australia.
 

WITNESSING SIGNATURES

Can you witness me sign by video?

No - we must witness you sign your document(s) in person.

Information on scheduling an appointment can be found on our Notarials page.

 

Can anyone else witness my signature?

In some cases, you may not require our services - a local notary or similarly authorised person, such as a police officer or attorney, may be able to witness your signature.

Documents requiring you to sign in front of an authorised witness will typically contain specific instructions. Read those instructions carefully. If there are no instructions, confirm the requirements with the requesting authority or seek independent legal advice. If a document is witnessed incorrectly, it may be invalid.