Certified true copies of documents for submission to Australian authorities
Short answer
Certifying a copy means an authorised person compares the copy against the original and writes a statement that the copy is a true copy, signed and dated with their name and occupation on every page. Australian authorities use certified copies when they do not want to hold the original. Inside Australia the certifier must hold a prescribed occupation; outside Australia a notary public or consular officer is normally used. Certifying a copy is not the same as certifying a translation: Thai documents still need a separate English translation. A standard set is usually assembled in 1–2 business days.
Key facts
| What it means | An authorised person confirms the copy matches the original. It does not confirm that the contents are true, and it does not certify any translation. |
|---|---|
| Required wording | A statement that this is a true copy of the original sighted, the certifier's signature, printed full name, occupation or qualification, registration number where applicable, and the date — on every page. |
| Who certifies | In Australia: a person in one of the prescribed occupations · outside Australia: a notary public or consular officer, as specified by the receiving authority. |
| Versus a certified translation | A certified copy confirms the copy matches the original; a translator's certification confirms the translation matches the source. Thai documents usually need both. |
| Online lodgement format | Most online systems accept colour scans of the original or of an already certified copy, provided every page is legible, complete, and no stamp is cropped. |
| Indicative timing | 1–2 business days to assemble and check, excluding the certifier's appointment queue. |
Documents usually required
The original document to be copied
The certifier must sight the original on the day. A copy of a copy is generally not accepted.
A complete high-quality copy
Every page, including blank pages carrying stamps, reverse sides of certificates, and margins with reference numbers.
Passport of the document holder
Used to align the spelling on the document with the spelling used in the application, and to prove identity where the certifier asks.
English translation of Thai documents
Translated in full with the translator's certification, filed alongside the certified copy.
The receiving authority's document list
Determines which items must be certified and how many sets are needed, so the certifier is only booked once.
Any cover sheet or form required
Some authorities publish a cover sheet or document schedule that must accompany the certified set.
Step by step
1) Check whether originals or certified copies are wanted
Read the receiver's list closely: some items must be recently issued originals rather than certified copies.
2) Copy every page
Scan in colour at sufficient resolution, capture all stamps and signatures, and do not crop the page edges.
3) Take the originals to the certifier
The certifier compares page by page, then writes the certification, signs and dates each page of the copy.
4) Attach translations for Thai documents
Pair each translation with its certified copy in one set so the assessor can compare immediately.
5) Check the set before sending
Verify page counts, certification dates, signature legibility, and the number of sets required before posting or uploading.
Why sets get returned
- Certifying only the first page when the receiver requires wording on every page.
- Presenting a copy of a copy with no original available for comparison.
- Assuming a certified copy replaces a translation — they answer different questions.
- Black-and-white scans that render coloured stamps unreadable, or missing a stamped reverse side.
- Certifying so far in advance that the authority asks for a copy certified within its own time window.
Prefer not to manage it yourself?
Most returned sets fail on page counts and certification wording, not on the translation. Our team has worked with Australian authorities for more than 15 years and will go through the list line by line — originals, certified copies, and how many sets — before you travel to an appointment.
Frequently asked questions
Who can certify copies when I am outside Australia?
Usually a notarial services attorney (notary public) or an Australian consular officer. Some authorities publish their own list of acceptable certifiers, which may be broader. The safe method is to read the receiver's published list first and use only a certifier that appears on it, rather than assuming a local equivalent will be accepted.
If a copy is certified, do I still need a translation?
Yes. Certification only confirms that the copy matches the original; it does not turn a Thai document into an English one. A complete set for an Australian authority normally contains the certified copy of the Thai document together with a translation carrying the translator's certification statement.
For online lodgement, is a scan of the original enough?
Many online systems accept colour scans of originals without certification, although a case officer can still request certified copies later. The efficient approach is to scan every original completely and legibly first, and prepare certified copies only for the items the authority names explicitly.
What must the certification wording say?
At minimum it must state that this is a true copy of the original sighted, and carry the certifier's signature, printed full name, the occupation or qualification giving them authority, and the date. For multi-page documents the wording and signature should appear on every page so no one can suggest pages were substituted.
Does a certified copy expire?
The certification itself carries no expiry, but a receiving authority can require the copy to have been certified within a set period before lodgement, particularly for documents that change over time such as status letters or household registration. Check the receiver's time window before booking the certifier.
How many certified sets should I prepare?
It depends on how many bodies will receive them. If both a skills assessing authority and the immigration department need documents, certifying spare sets in one appointment is usually more economical than arranging a second appointment later, since the certifier's time is the scarce resource.
Do digitally issued documents need certified copies?
Documents issued digitally and verifiable through the issuer's own system can usually be lodged as the original file without certification. Keep the verification link or code available for the receiver, and avoid printing and rescanning, which strips the verification features the assessor relies on.
Can your team assemble the whole set?
Yes. We review the receiving authority's list, mark which items must be originals and which can be certified copies, pair each translation with its copy, and coordinate the certifier so it is done in one visit. Send the document list and your scans through LINE for an assessment before work starts.
Reviewed 13 August 2026. Always confirm the current requirement with the receiving authority before you lodge.