certifying copies of documents
This file last saved 12 August, 2019 14:21
-
Original single page documents provide the basis for certifying copies of documents. Those which do not fall into that category have specific requirements which are described under the headings below.
Great care must be taken when processing copies, particularly those in a foreign language, court documents and those such a powers of attorney, health directives and wills which have significant personal and financial implications.
-
Single-page documents
-
multi-page documents:
- When certifying original documents:
- Ensure that you have the original from which the copy was made.
- Check that the copy:
- is complete and accurate;
- has not been altered - pay particular attention to names, dates, reference numbers and monetary values; and
- maintains the print, writing and design features of the original.
-
Endorse the copy in the following fashion:
This is to certify that this is a true copy of the original which I have sighted.
- Sign and date the document, affix the seal, insert your name and registration number.
- Clients may present you with copies of a document, where the original has been lost, stolen, damaged or destroyed. The document presented may or may not have been certified as a copy of the original.
- Ensure that you have the copy from which the additional copy was made.
- is complete and accurate;
- has not been altered - pay particular attention to names, dates, reference numbers and monetary values; and
- maintains the print, writing and design features of the original.
-
Endorse the copy in the following fashion:
This is to certify that this is a true copy of a copy. Original document not sighted.
- Sign and date the document, affix the seal, insert your name and registration number.
- To certify a downloaded electronic document:
- The client must be able to access the official website where the document has been issued.
- Observe the client accessing the official website.
- is complete and accurate;
- has not been altered - pay particular attention to names, dates, reference numbers and monetary values; and
- maintains the print, writing and design features of the original.
-
Endorse the copy in the following fashion:
This is to certify that this is a true copy of the download which I have sighted.
- Sign and date the document, affix the seal, insert your name and registration number.
- Technical Bulletin 08/09 advises that in all States, Birth, Death and Marriage Certificates from 2009 are printed using security-enhanced paper. This paper features rainbow colouring of blue, pink and green; images of a kangaroo and the Southern Cross; the word "Australia"; two watermarked maps of Australia and a security thread that runs vertically down the right-hand side of the document. Other feaatures inlude chemical sensitising agents, thermochromic patch, barcode, security-thread, and mould-made watermarks. In addition, there are covert and forensic features.
- Technical Bulletin 05/10 advises that most documents submitted to the Family Law Court are submitted in threes, one for the Court, one for the respondent and one for the applicant.
- The Family Law Court does NOT accept a document which is stamped as a CERTIFIED COPY, and does NOT accept Statutory Declarations as evidence is taken under oath or affirmation.
- You are advised to swear or affirm all original documents.
-
Follow the general procedures above, but each page of the document except the last,
must be certified as a true and complete copy of the corresponding page of the original
in the following words:
This is to certify that this is a true and complete copy
of the corresponding page of the original [EPA/AHD].
Date:
Signed:
Name:
-
The last page of the copy is a certfication that this is a true and complete copy of the
original document:
This is to certify that this is a atrue and complete copy of the original EPA/AHD
Date:
Signed:
Name:
-
This procedure does not apply to Enduring Powers of Attorney, General Powers of Attorney, Advance Health Directives or Wills
- If the original document has multiple pages, every page must be certified as correct.
- The client must provide you with the original document from which the copy was made.
- Check there are no alterations to the copies and that they represent all the writing and design features of the originals.
- Pay particular attention to names, dates and reference numbers.
- Initial the bottom of every page.
-
If the document does not have numbered pages, in the lower right-hand corner each page, number the
pages by inserting
Page 1 of 5, Page 2 of 5" etc.
(Although the position of the numbering is not prescribed, it is normally placed in the position described, in the same place on each page.) -
Endorse the last page:
This is to certify that this [insert number of pages] document,
each page of which I have numbered and signed, is a true copy of
the original [insert number of pages] page document which I have sighted
- Sign and date the document, affix the seal and insert registration number.
- You may be asked to certify copies of personal identification and passport photographs under the Tattoo Parlours Act 2013. The applicant must provide 100 points of identification, using one primary and one or more secondary documents. See Identity.
- The Duties of Justices of the Peace (Qualified) Handbook, Queensland Government (Jun 2017) Section 3 - Certifying Copies and Section 4 - Witnessing
- Powers of Attorney Act (Queensland) 1998 s45
- Technical Bulletin 08/09
- Technical Bulletin 05/10.