Translator name and practitioner number
The certification page shows the translator's name and the practitioner number issued by NAATI, so an officer can confirm the translator's certification status directly with NAATI.
The NAATI digital stamp and how to verify your PDF
A NAATI certified translation delivered electronically is a PDF carrying an embedded stamp and electronic signature, together with the translator's name, practitioner number, language direction and certification statement. You can verify it yourself by opening the original file in a PDF reader that supports digital signatures and checking the practitioner number with NAATI. Reviewed July 2026.
What appears on the certification page
Language pair and direction
Certification is tied to a direction, not just a pair. The page states which language the document was translated from and into.
Certification statement and date
A statement confirming the translation is a true and complete rendering of the document sighted by the translator, with the date it was issued.
Digital stamp and electronic signature
The stamp is embedded in the PDF together with an electronic signature, which a compatible PDF reader displays as a signature status bar.
Job reference number
Used to trace the file back to the issuing translator if the receiving body asks, or when you need the same file reissued later.
Verify the file step by step
- 1
Open the original PDF in a reader that supports digital signatures
Open the file you received, not a screenshot or a printed-then-rescanned copy. Converting the file strips the signature data.
- 2
Check the signature status bar
The reader states whether the document is signed and whether it was modified after signing. If it reports a modification, contact the issuer before lodging.
- 3
Check the practitioner number with NAATI
Take the translator name and practitioner number from the certification page and check them against NAATI's practitioner verification service to confirm the certification was current on the issue date.
- 4
Check name spelling against the passport
Even with a valid stamp, a name spelled differently from the passport can trigger a request for clarification. Check before uploading.
Handling the file safely
- Do not compress or merge the PDF with online tools after delivery; this can invalidate the signature.
- If an upload portal enforces a size limit, ask the issuer for a resized file rather than converting it yourself.
- If the receiving body insists on a hard copy with a physical stamp, tell us in advance so we can print and courier it.
- Keep the original file — the same translation is often needed again for a skills assessment or a licensing application.
Frequently asked questions
Is a digital NAATI stamp accepted instead of an ink stamp?
Australian agencies receive documents mainly through online lodgement, so a PDF carrying the certification statement, translator details and digital signature is normally accepted. A printed copy is used when the receiving body specifically asks for paper.
How can I confirm the translator is actually NAATI certified?
Take the translator's name and practitioner number from the certification page and check them with NAATI's practitioner verification service, which shows the certified language directions and current status.
Does the signature survive printing?
No. Printing leaves only the visual stamp; the electronic signature data is not carried onto paper. Send the original PDF when the recipient needs to verify the signature.
The reader says the signature cannot be verified — what now?
This usually means the reader does not support the certificate, or the file was converted or compressed after signing. Open the original file in a compatible reader; if it persists, ask the issuer for a fresh copy.
Does a certified translation expire?
The translation itself carries no expiry, but some agencies limit how old the underlying document may be, for example a police certificate. Check the receiving body's rule on the source document.
Can I get an old file reissued?
Yes. Quote the job reference number or the applicant details and we will locate and resend the file.
Send your documents
Message us with your scans and the receiving body, and we will confirm the format, turnaround and quote in writing before starting.
Read next
Official sources you can verify
The information on this page is based on the official sources below. Reviewed August 2026. Requirements change — always confirm with the receiving authority before lodging.
- NAATI — Find a Translator (naati.com.au)Official register for verifying the certification status of a translator or interpreter.
- Department of Home Affairs — documents and translationsDocument and translation requirements for Australian visa applications.
- Department of Consular Affairs, MFA ThailandRules and procedures for legalisation of documents in Thailand.
Digital stamp questions
Reviewed August 2026. Requirements change — confirm with the receiving authority before lodging.
What does the NAATI digital stamp contain?
A cryptographic signature embedded in the PDF carrying the translator's name, certification number, language direction and date. Any edit after signing invalidates the signature, which is how a receiving officer detects tampering.
Source: NAATI
How does an officer verify the file?
By opening the PDF in a reader that shows signature properties, confirming the signature is valid and the document unmodified, and checking the translator's number and direction on NAATI's public register.
Source: NAATI
Does printing the PDF keep the certification?
A printout is a paper copy without the verifiable signature layer. Where the receiving body wants a verifiable file, upload the original PDF rather than a scan of a printout.
Can I compress or merge the certified PDF?
No. Compressing, merging, annotating or re-exporting the file breaks the signature. Send the delivered file unchanged; if you need it combined with other documents, upload them as separate attachments.
Should I ask for a physical stamp as well?
Follow the receiving body's instruction. Online portals generally accept the signed PDF, while some registries, courts and overseas offices still ask for a wet-stamped paper set. Tell us the destination at quote stage and the format is set accordingly.
How does an authority verify a digitally signed PDF?
The signature is checked in a PDF reader, which shows the signer and whether the file has been altered since signing. That verification only works on the original file, which is why re-printing or re-saving a signed PDF can break it.
Can I print a digitally signed translation and submit it on paper?
A print loses the cryptographic signature and becomes an ordinary photocopy. Where the receiving body wants paper, ask for a printed set with a physical stamp rather than printing the digital file yourself.
Why does my PDF reader show a warning on a valid signature?
Commonly because the reader has not been told to trust the issuing certificate, not because the file is invalid. Open it in a current reader and inspect the signature panel; if a question remains, ask us and we will reissue or explain the chain.
How this usually plays out
Illustrative scenarios used to explain how the process works. They are not individual customer cases and are not a guarantee of any authority's decision.
Portal accepts digital files only
Client: Thai national · Location: Bangkok, Thailand
- Services involved
- Digitally certified PDF
- Documents
- Civil registry documents
- What we handled
- • Confirmed the portal's accepted file format and size limits before delivery
- • Delivered a certified PDF whose certification remains verifiable in the file
- Where it usually goes wrong
- Printing and rescanning a certified PDF, which breaks its verifiability
- Process outcome
- A file uploaded in the form the portal accepts
Receiving party asks for a printed copy as well
Client: Thai national · Location: Provincial Thailand
- Services involved
- Digitally certified PDF · Printed set
- Documents
- Educational documents
- What we handled
- • Asked which form the receiving party requires before producing either
- • Kept both forms identical in content and pagination
- Where it usually goes wrong
- Producing only one form when the receiving party needs both
- Process outcome
- Matching digital and printed sets, produced once
Reviewed August 2026. Requirements change — confirm with the receiving authority before lodging.