Who can Certify Documents in Victoria

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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.