Translating and certifying documents in Australia: NAATI, certified copies and apostilles

While living in Australia, you will often need to use documents from your home country — birth certificates, passports, qualifications, marriage certificates. For these documents to be accepted in Australia, they usually need to be translated and/or certified through the correct process. Not every “translation” is the same, and this causes plenty of confusion.

What is a certified translation?

A certified translation is a translation accompanied by a statement from the translator that the translation is true and complete against the original. In Australia, many government agencies and organisations require the translation to be done by a NAATI-accredited translator.

NAATI (National Accreditation Authority for Translators and Interpreters) is the body that accredits translation and interpreting competency in Australia. A NAATI-accredited translator has passed a competency assessment and been issued a certification number — which usually appears on each translation they produce.

A NAATI translation is commonly required when applying for:

• Visas and immigration processes
• Background checks and occupational licences
• Study enrolment and recognition of overseas qualifications
• Legal and court processes

What is a certified copy?

Unlike a certified translation, a certified copy is a copy of an original document, confirmed to be a true copy of the original. An authorised person (a notary, a JP — Justice of the Peace, or a solicitor) signs and stamps the copy.

This is not a translation — if the original document is in another language, the certified copy is still in that language. Many organisations require both: a certified copy of the original document and a certified translation into English.

What is an apostille?

An apostille is an official confirmation by the government of the country that issued the document, intended to recognise the authenticity of that document in countries that are members of the Hague Convention. Australia is a member of this convention.

An apostille is often required when using a country’s official documents in Australia (or the other way around). You need to contact the relevant authority in the issuing country to obtain an apostille on the original documents.

Not every document needs an apostille — confirm with the organisation asking for it which form they need.

What is a Notary Public?

A Notary Public is an officer authorised to verify legal documents, usually for international use. This differs from a Justice of the Peace (JP) — a JP can certify copies and witness signatures for many everyday documents, but a notary public usually has broader authority for complex and international legal documents.

Many JPs are volunteers and provide their service free of charge. A notary public is usually a lawyer and charges a fee.

The practical process

Typically, to use a non-English document in Australia, you need:

1. The original or a certified copy of the document
2. A certified translation into English done by a NAATI translator
3. Depending on the case: an apostille on the original document (if required)

Always confirm with the organisation asking for the document which exact form they need — to avoid preparing the wrong thing and having to redo it.

Note: This article provides general information. The specific requirements for the type of certification and translation differ depending on the organisation and the purpose. Always confirm directly with the authority or organisation asking for the document.