The words certified copy do not tell you enough to choose a service. An overseas organisation may specify who must certify the document, what the certificate must say and whether further steps are required. Before arranging a copy, ask for those instructions. A certification accepted for one purpose should not be assumed to meet the requirements of another organisation or country.
Read the requested qualification carefully
Look for the exact wording identifying the authorised certifier. If the instructions specify a notary public, do not substitute another category of witness without the recipient's confirmation. If they list several acceptable categories, ask which option applies to your circumstances. The practical aim is to meet the actual request, rather than choose a service based on the general phrase certified copy.
The handbook describes notarial work as requiring attention to the receiving jurisdiction and the particular facts being certified. [N1] This article does not assume that a JP's certification is accepted or rejected everywhere overseas. Where instructions are unclear, the recipient or its adviser should clarify them before you spend time obtaining a certificate that may not serve the intended purpose.
Understand what a copy certificate establishes
The handbook's true-copy precedent involves comparison with the original and distinguishes that comparison from a statement about the truth or legality of the original's contents. [N9] Ask what the recipient needs established. A requirement to verify a qualification or another underlying fact may involve more than confirming that a copy resembles the document presented.
For a hypothetical application, a recipient might ask for both a copy of an identity document and evidence of a qualification. Those items may raise different verification questions. Provide the full document list to the notary so each requirement can be assessed, rather than assuming that a single wording or process is appropriate for the entire bundle.
Ask what originals to bring
Explain what form of document you hold: an original paper document, a copy, or an electronically issued record. Ask the notary what is needed for the requested act. A photograph or printout should not be described as an original without explaining its source. Accurate information at the booking stage helps identify whether further material needs to be obtained.
Check names, page counts and attachments before the appointment. If the recipient needs multiple certified copies, say so in advance. Provide any instruction about format or presentation. A clear schedule of the documents and the requested number of copies can make the appointment more efficient and reduce the chance of an item being overlooked.
Confirm any later steps
If the recipient also requests an apostille or authentication, ask how that fits with the certification it requires. Notarisation and legalisation are separate processes. [N3] Confirm whether copies are acceptable for the intended use before arranging them, and allow time for any further processing and delivery needed after the notarial appointment.
Call Ardian Law on 02 8111 7700 with the recipient's instructions and details of the documents you hold. We can assess whether notarial certification is the requested service and explain what you should prepare.