Certifying photographs and true copies of documents

Certifying photographs and true copies of documents

We can certify photographs and true copies of documents overseas. We cannot tell you if you need a photograph or true copy certified, or if DFAT must do it. Ask the receiving authority if you need it certified and who can do it for you. In many cases, you can find a local authorised person to do it for you. For DFAT to assist you the document must be Australian or for use in Australia.

More information can be found at Smartraveller:  Notarial services overseas

 

True copies of documents

We can photocopy your original document, and certify it is a true copy.

• Documents must be Australian, or for use in Australia.
• We apply the following certification on it: "This is a true copy of the document presented to me". This is DFAT approved wording. We won't alter it.
• We don't certify or endorse the contents in your document. We only certify the copy is identical.

 

Photographs

We can certify that your photograph is of you.

• The photograph must be for use in Australia. If it's for local use, you may need to find a local authority to certify it.
• When the consular official confirms you are the person in the picture and sights your valid photo identification, they'll certify it.
• We will state that the photograph is "a true likeness of [your name]". This is DFAT approved wording. We won't alter it.

 

Digital/Electronic Documents

Please note that digital/electronic documents require a different process. To have a printed copy of an electronic document certified as a true copy there are two options:

• Ask the issuing authority to email the document directly to our office at [email protected] to be printed by the notarial officer and certified as a true copy. We cannot use your access codes to login to your account.
• If the original electronic document is accessible through a web portal, you must come in-person to log on to this portal using your mobile device or the computer in our waiting area to show the notarial officer the source document which you then forward to [email protected] to be printed by the notarial officer and certified as a true copy. We cannot use your access codes to login to your account.

 

Is an Appointment required?

Certified copies of many documents can be completed by mail/post (excluding, certifying photographs and verification of identity).

• Print and Complete the Notarial Services Request and Payment Form. 

The processing time is two business days. Your documents can either be mailed to you (postage fees apply) or collected in-person at an appointment.

If you require us to certify photographs or for verification of identity you must come to an in-person appointment.

 

How to book an appointment

All notarial appointments are held in Geneva only (not Bern) on Tuesdays, Wednesdays and Thursdays. The current waiting time for an appointment is 1-2 weeks - please advise us if your request is urgent.

Appointments can only be made by sending an email to: [email protected]

Please provide the following in your email:

1. Title your email subject with: “Last name”, “First Name” – Notarial Appointment
2. Your full name, contact phone number and email address
3. The full name of anyone else requiring the same service
4. Preferred 'day' (Tuesday, Wednesday or Thursday) and ‘time’ (morning/afternoon preference)
5. Where you will be coming from
6. Specific details of the notarial service you require – Full instructions from the requesting authority  must be provided before an appointment can be scheduled - please attach these details to your appointment request email.

 

What to bring to your appointment?

• Your passport.
• Your original documents (we will make the copies).
• Your credit/debit card for payment – Fees and payment methods