What Are Certified Copies and When Do You Need Them?
A certified copy is a photocopy of an original document that has been checked by an authorised person and confirmed as a true copy of the original.
You may be asked for certified copies of documents such as:
- Marriage certificates
- Birth certificates
- Legal change-of-name certificates
- Driver licences
- Passports
- Other identity documents
Not every organisation requires certified copies. Some will accept documents uploaded online, ordinary photocopies or original documents sighted in person.
Always check what the organisation actually requires before arranging certification.
How do I get a certified copy?
The usual process is simple.
Take the original document and a clear photocopy to a person who is authorised to certify copies for the organisation you are dealing with.
The certifier will compare the copy with the original and then sign or stamp the photocopy to confirm that it is a true copy.
The exact wording and information required on the certified copy can vary.
For example, the ATO currently requires an approved certifier to physically sight the original and copy, certify that the copy is true and correct, and include details such as their name, qualification, contact number and date of certification.
Who can certify my documents?
This depends on the organisation receiving them.
There is no single certifier list that automatically applies to every bank, government department, superannuation fund or other organisation in Australia.
Commonly accepted certifiers can include:
- Justice of the Peace
- Legal practitioner
- Police officer
- Medical practitioner
- Judge or court officer
- Minister of religion
- Bank, building society or credit union officer with the required length of service
- Other professionals specifically accepted by the organisation
The ATO, for example, currently accepts a more limited list for certified identity documents, including legal practitioners, medical practitioners, judges, Justices of the Peace, police officers and certain experienced financial institution officers.
Services Australia uses different approved-referee lists for some of its identity processes, which can include pharmacists, nurses, teachers, accountants and other professionals.
This is why you should always follow the certifier requirements supplied by the organisation you are notifying.
Is the Commonwealth statutory declaration witness list the same thing?
Not necessarily.
Australia has an official list of people authorised to witness Commonwealth statutory declarations, including many registered professionals and public office holders.
However, an organisation asking for a certified copy is entitled to set its own certification requirements.
Someone authorised to witness a statutory declaration may not automatically be accepted by every organisation for every certified document.
For name changes, follow the instructions provided by the bank, government agency, superannuation fund or other organisation receiving your documents.
Do I need certified copies for every name change?
No.
Many modern name-change processes no longer require certified paper copies.
Some organisations allow you to upload a scan or photograph of your certificate online. Others verify your information electronically or ask to see the original document in person.
For example, the ATO can electronically verify eligible Australian documents for some online processes, while applications sent by post can require certified copies.
Australian passport applications have their own identity-document rules and generally require original documents for relevant parts of the application rather than simply treating a certified copy as interchangeable with the original.
The best approach is to find out exactly what each organisation requires before making multiple certified copies.
Should I certify my photo ID as well?
Only if an organisation asks for it.
Some organisations require both your proof-of-name-change document and additional photo identification. Others do not.
If certified photo ID is required, check whether the organisation accepts identification in your previous name, your new name or either, and whether there are special requirements for how the copy is certified.
There is no need to certify several copies of every identity document in advance unless you know they will be needed.
Can digital documents be certified?
This depends on the document and organisation.
Some organisations accept electronically issued documents directly, while others have specific rules about certified copies of digital records.
For example, the ATO currently says certified copies of digital identity documents are not accepted for the identity-document process covered by its certification guidance.
If your document was issued digitally, check the receiving organisation’s instructions before printing it and attempting to have the printout certified.
Why do organisations ask for certified copies?
Certification allows an organisation to receive a copy of an important identity document without requiring you to send the original through the mail.
The certifier confirms that they have seen the original and that the copy accurately represents it.
This is particularly useful for sensitive documents such as birth certificates, marriage certificates and photo identification.
Getting certified copies can be one of the frustrating parts of changing your name
Easy Name Change’s Australian customer research found that obtaining certified copies was one of the more difficult administrative parts of changing names.
It can mean finding an approved certifier, attending during business hours and making sure the certification meets the requirements of each organisation.
That does not mean every customer needs certified copies. The number required depends entirely on which organisations you are updating and how they accept name-change requests.
How can Easy Name Change help?
Easy Name Change tells you what documentation each selected organisation requires, including whether it needs an original, ordinary copy, certified copy, photo identification or another form of evidence.
This means you can organise only the certified copies you actually need.
For customers who want more help with paperwork, Easy Name Change also offers a Certified Kit that includes document checking and JP-certified copies for the notifications covered by the service.
You can start building your personalised kit for free and see the organisations and requirements included before being asked to pay.
Easy Name Change has been helping people through name changes since 2008 and has helped more than one million people worldwide.
