Overseas document certification (apostille) guide
To submit documents issued in Australia to an overseas organisation, you need a DFAT apostille or authentication. This guide covers how to check the receiving country's requirements, the different roles of JPs, notaries public and DFAT, preparation by document type, and common mistakes.
Apostille and authentication — the first step is checking the receiving country
Submitting documents issued in Australia to an overseas organisation usually requires certification at the national level. If the country receiving the documents (the receiving country) is a party to the Hague Apostille Convention, a single apostille completes the process; if it is not a party, you go through two steps: a DFAT authentication followed by legalisation at that country's embassy or consulate. The preparation and timeline differ completely depending on which path applies, so checking on the DFAT website whether the receiving country is a Convention party is the first step of the whole process. Certification is required in a wide range of situations, including marriage, inheritance, recognition of degrees, overseas employment and visa applications.
JP, notary public and DFAT — know the three different roles
A JP (Justice of the Peace) certifies copies and witnesses signatures free of charge for use within Australia. A notary public is a lawyer-qualified professional who notarises private documents for overseas use, for a fee. DFAT verifies the signature and seal on a document at the Australian government level and issues the apostille or authentication. The most common confusion is 'getting only JP certification for a document meant for overseas submission and having it rejected' — if your document is going overseas, treat the notary public/DFAT path as the default.
The DFAT application process
Once you have confirmed the requirements and prepared your documents, the application itself is simple. Proceed in this order: ① check the receiving country's requirements → ② prepare by document type → ③ book an appointment or apply by mail → ④ pay the fee → ⑤ receive your documents. Application methods, forms and fees are governed by the guidance on the official DFAT website; use the checklist below to make sure you have not missed a step.
In-person vs mail applications
Visiting a DFAT office in a major city requires an online booking in advance. If you live far from an office, you can apply by mail; check the DFAT website for the application form and document return requirements. Processing times differ between in-person and mail applications, so if you have a submission deadline, allow plenty of time.
- I have checked whether the receiving country is a Convention party and what format it requires (original/copy, translation, validity period after issue)
- I have completed the preliminary step for my document type (BDM original issue / notary public notarisation / issuing institution verification)
- I have completed an online appointment booking, or prepared the mail application form and document return method
Fees are charged per document, and amounts and processing times may change. Check the latest information on the official DFAT website just before applying.
Preliminary preparation by document type
The most common cause of rejection in DFAT certification is preparation that does not match the document type. Even for what looks like the same 'certificate', public documents, private documents and educational documents require completely different preliminary steps. Before applying, first work out which type your document falls under.
- Public documents (birth, marriage and death certificates, etc.): originals issued by the state BDM (Births, Deaths and Marriages registry) — copies and photocopies are in principle not accepted
- Private documents (powers of attorney, statements, company documents, etc.): notary public notarisation first, then apply to DFAT
- Educational documents (diplomas, transcripts, etc.): usually must first go through the issuing institution's verification process
If the receiving country requires a validity period such as 'issued within a certain period', older certificates may be rejected. Check issue-date requirements with the receiving organisation in advance as well.
Four certification paths by situation
The number of steps and the preparation required depend on which path applies to your situation. Check against the four cases below.
Completed with a single apostille from DFAT. However, detailed requirements such as original/copy, translation and validity period differ by receiving organisation, so check these separately.
A two-step structure: obtain a DFAT authentication, then additionally have the document legalised at that country's embassy or consulate. Embassy procedures and fees differ by country, so check directly with the relevant embassy or consulate.
Where translation is required, NAATI-certified translation is the accepted standard. The order of notarising and certifying translations differs by receiving country, so you must confirm in advance whether the original or the translation comes first.
The structure is to obtain the apostille or certification from the country that issued the document. Procedures differ by country, so follow the guidance of that country's embassy/consulate or government agency, and also check the format required by the organisation in Australia receiving the document.
Pre-application checklist
Five checks that prevent rejection and delays. If any of them is uncertain, confirm it before applying.
- I checked on the DFAT website whether the receiving country is a party to the Hague Convention — this determines whether you need an apostille or an authentication
- I confirmed directly with the receiving organisation whether an original or copy is required, the validity period after issue, and any translation requirements
- I completed the preliminary step for my document type (BDM original / notary public notarisation / issuing institution verification)
- If translation is needed, I confirmed whether NAATI-certified translation is required and the order of translation and certification under the receiving country's rules
- I checked the latest fees and processing times on the DFAT website and allowed plenty of time before the submission deadline
Five common mistakes
These are typical mistakes that lead to actual rejections and re-applications. Most of them come from skipping the 'receiving country check' and 'preparation by document type'.
- Applying without checking the receiving country's requirements — if you proceed without knowing whether you need an apostille or an authentication, or an original or a copy, you may have to start over from the beginning
- Trying to get an apostille on a copy or photocopy — public documents such as birth, marriage and death certificates must in principle be originals issued by the state BDM
- Submitting private documents without notarisation — private documents such as powers of attorney and statements must be notarised by a notary public before DFAT certification is possible
- Using an old certificate — if the receiving country requires a validity period after issue, certificates past that period will be rejected
- Getting the translation order wrong — whether the original is certified first or translated first differs by receiving country, and getting the order wrong may mean redoing both the translation and the certification
Useful official links
- DFAT (호주 외교통상부)(opens in a new window)
Department of Foreign Affairs and Trade (DFAT) — the official reference for apostille and authentication guidance, checking Convention member countries, fees and application methods
- Smartraveller — Notarial services(opens in a new window)
Smartraveller notarial services — how to use certification services, including booking DFAT office appointments and applying by mail
- NSW Births, Deaths & Marriages(opens in a new window)
NSW Births, Deaths and Marriages registry (BDM) — apply for or reissue original birth, marriage and death certificates issued in NSW
- Births Deaths and Marriages Victoria(opens in a new window)
Victoria Births, Deaths and Marriages registry (BDM) — apply for or reissue original certificates issued in VIC
- Attorney-General's Department(opens in a new window)
Attorney-General's Department — general information on Australia's legal system and notarial matters
Frequently Asked Questions
What is the difference between an apostille and an authentication?▾
If the country receiving your documents is a party to the Hague Apostille Convention, a single apostille completes the process; if it is not a party, you must obtain a DFAT authentication and then have the document legalised once more at that country's embassy or consulate. Which path applies is the starting point of the entire process, so first check on the DFAT website whether the receiving country is a party to the Convention.
Can I submit documents overseas with a JP (Justice of the Peace) certified copy?▾
Often, no. JP certification is in principle for certified copies used within Australia, so for documents to be submitted overseas, notarisation by a notary public or DFAT certification (apostille/authentication) is required in most cases. First check exactly what format the receiving organisation requires.
When do I need a notary public?▾
When you are submitting private documents overseas, such as powers of attorney, statements or company documents. A notary public is a lawyer-qualified notarial professional whose services are paid, and private documents must be notarised first before DFAT certification (apostille/authentication) can proceed.
Can I get an apostille on a photocopy of a birth certificate?▾
In principle, no. Public documents such as birth, marriage and death certificates must be originals issued by the state BDM (Births, Deaths and Marriages registry), and copies or photocopies are generally rejected. If you do not have the original, first apply for a reissue from the relevant state BDM.
Should translation be done before or after certification?▾
It varies by receiving country. Some countries require the translation to be certified, while others require the original to be certified first and then translated, so always confirm the order in advance with the receiving country's embassy/consulate or the receiving organisation. Where translation is required, NAATI-certified translation is the accepted standard.
How do I use documents issued in my home country in Australia?▾
The direction is reversed. The structure is that you obtain an apostille or certification from the country that issued the document, and since the specific procedure differs by country, you must check directly with that country's embassy/consulate or government agency. Also check what format (type of certification, translation, etc.) the organisation in Australia receiving the document requires.
How much are the fees and how long does processing take?▾
Fees are charged per document, and amounts and processing times can change at any time. In-person and mail applications are also processed at different speeds, so check the latest fees and processing times on the official DFAT website before applying and allow plenty of time before your submission deadline.