Can DFAT Apostille a Notarised Copy?

Yes. DFAT can apostille a copy notarised by an Australian notary, because the notary's certificate turns the copy into a public document DFAT can verify. The apostille confirms the notary's signature and seal, not the original. Special rules apply to university documents, and DFAT will not accept foreign education documents even when notarised in Australia.

Key takeaways

• DFAT legalises Australian public documents, which include copies notarised by an Australian notary.
• The apostille verifies the notary's signature and seal, not the original document behind the copy.
• For a notarised copy of a university document, the notary must confirm the record with the university; a plain "true copy" is not enough.
• Foreign education documents cannot be legalised by DFAT, even if notarised in Australia.
• Sometimes the original can be apostilled directly, which may suit the foreign body better.

Why can DFAT apostille a notarised copy?

DFAT, the only legalisation authority in Australia, issues apostilles and authentication certificates on Australian public documents. Its published list of documents it can legalise includes original documents issued by Australian government agencies and officials, original documents from Australian educational institutions, and copies notarised by an Australian notary.

The reason is the notary's signature. Australian notaries' signatures and seals are held on file with DFAT, so DFAT can check that the notarial certificate on the copy is genuine. Once it has done so, it attaches the apostille, stating that the signature and seal belong to a notary. DFAT also treats a private document, such as a power of attorney, as a public document once it has been notarised, which is why so many documents going overseas pass through a notary first.

What does the apostille actually confirm?

An apostille on a notarised copy confirms that the notarial certificate was signed by the notary named, in their capacity as a notary, and that the seal is theirs. It does not confirm that the original document is genuine, lawfully issued, or current, and it does not confirm the contents of the copy beyond what the notary certified.

That matters when the foreign body wants assurance about the original itself. For example, a foreign registry may want an apostille on the original birth certificate, issued by the state registry, because that apostille verifies the registrar's signature directly. A notarised copy with an apostille verifies only the notary. Some foreign bodies accept either; others are specific. Our guide to originals versus copies explains when each is expected.

Original or notarised copy: which should you apostille?

For many Australian government documents, you have a choice. DFAT can apostille the original, such as a birth, marriage or death certificate, a police check, a court order or a citizenship certificate, or a notarised copy of it. The table shows the main differences.

Point	Apostille on the original	Apostille on a notarised copy
What DFAT verifies	The issuing official's signature or seal	The notary's signature and seal
What you give up	The original leaves your hands	You keep the original
Notary needed?	Usually not, for government documents	Yes
Multiple copies	One original only	Several notarised copies possible
Foreign body preference	Often preferred for civil records	Often accepted, but check

Apostilling the original is often cheaper, because no notary is involved, but the foreign body will usually keep the document. If you need to keep your original, or need several apostilled copies for different purposes, notarised copies may make more sense. Ask the foreign body which it prefers before you choose.

What special rules apply to university documents?

University degrees, transcripts and other tertiary documents from Australian universities have their own requirements. DFAT can apostille an original once the university has verified it as a true and accurate record, which some universities do through an online portal.

For a notarised copy of a university document, DFAT also needs that verification. The notary usually coordinates it with the university, and the notarial certificate must state that the original record has been verified with the issuing institution. A notarial certificate that only says the copy is a "true copy" of the original shown to the notary is not enough for DFAT in this case. This catches many people out, so tell the notary at the start that the copy is for an apostille. Our guide to certified copies of university degrees has more on this.

What about foreign documents?

DFAT only legalises Australian public documents. A notarised copy is treated as Australian because the notary is Australian, which is why many foreign documents can be notarised here and then apostilled. But there is an important exception: DFAT says it does not accept foreign education documents, such as a degree from a university overseas, even if they have been notarised in Australia. Those usually have to be legalised in the country that issued them.

For other foreign documents, such as a foreign birth certificate, the position is less straightforward, and the foreign body may not accept an Australian apostille on a copy of another country's document. It may want the document legalised in the country that issued it instead. Check with the foreign body before you start. DFAT's current list is on Smartraveller's documents page.

What about TAFE and school documents?

DFAT's rules for other education documents vary by type. A public TAFE document can be legalised as an original, or as a notarised copy, but DFAT does not accept copies certified only by a JP or other authorised witness. Documents from private colleges and registered training organisations generally need to be notarised first, although in some states the education department may verify and seal originals instead. Primary and secondary school documents need to be verified by the relevant state education body, or notarised; a document signed only by the school is not enough.

What if the copy was certified by a JP?

A copy certified by a JP or other authorised witness is not on DFAT's list of documents it can legalise, so it generally cannot be apostilled. If you have already had a JP certify a copy for a foreign body, and the foreign body now wants an apostille, you will usually need to start again, taking the original to a notary. Our guide to a notary or a Justice of the Peace explains why the two are treated differently.

How do you get a notarised copy apostilled?

1. Ask the foreign body whether it wants an apostille on the original or on a notarised copy.
2. Take the original to a notary and say the copy is for an apostille, and for which country.
3. For university documents, allow time for the notary to verify the record with the university.
4. Lodge the notarised copy with DFAT for an apostille, or authentication for non-Hague countries.
5. Keep the apostille attached; do not remove staples or bindings.

Does the destination change anything?

Yes, in one respect. For countries in the Hague Apostille Convention, DFAT issues an apostille on the notarised copy and nothing more is needed in Australia. For countries outside the Convention, DFAT issues an authentication certificate instead, and the document then goes to that country's embassy or consulate for legalisation. The notarised copy itself is prepared in the same way either way. Check the destination on the HCCH status table on the day you apply, because membership changes.

How many notarised copies should you get?

Each notarised copy is a separate document, and each needs its own apostille. If you are sending documents to more than one foreign body, or expect to need spares, ask the notary to prepare several copies at the same appointment, rather than returning later. Ask each foreign body whether it will return the document, since many keep what they are sent. Our guide to multiple certified copies has more on planning this.

Common mistakes to avoid

The most common problems are a university copy notarised as a plain "true copy" without verification, a JP-certified copy sent to DFAT, a foreign degree notarised in Australia in the hope that DFAT will apostille it, and a laminated original that neither DFAT nor a notary can work with properly. Each of these usually means starting again, so it is worth checking the rules before the first appointment. If DFAT has already refused a document, our guide to getting the wrong DFAT certificate may also help.

What does this look like in practice?

Here is an illustration, not a real case. Priya needs to send copies of her Australian degree and her Australian birth certificate to an employer in Europe, and wants to keep the originals. She tells the notary both are for apostilles.

For the birth certificate, the notary prepares a notarised copy from the original. For the degree, the notary first verifies the record with the university, then prepares a notarised copy whose certificate says the record has been verified. DFAT apostilles both copies. Had the degree copy said only "true copy", DFAT would likely have refused it.

In short

Yes, DFAT can apostille a copy notarised by an Australian notary; the apostille verifies the notary's signature and seal. University documents need to be verified with the university, and the notary's certificate must say so. DFAT will not accept foreign education documents, even if notarised in Australia, or copies certified only by a JP. Ask the foreign body whether it prefers the original. Our apostille and authentication services page explains how this works with us.

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