What is a Certified Copy?
A certified copy is essentially a photocopy of an original document that has been verified as a true copy by someone with the authority to do so.
This is often needed when multiple people or organizations require access to a document, like when a potential employer needs proof of your qualifications. Instead of handing over the original, you can provide a certified copy.
Who Can Certify a Copy?
In Western Australia, no specific law dictates who can certify documents or how it should be done. However, it's common practice for those authorised to witness statutory declarations under the Oaths, Affidavits and Statutory Declarations Act 2005 to certify documents. This includes professionals like Justices of the Peace, pharmacists, public servants, and police officers. You can find a list of people authorised to certify documents here
How Do I Certify a Copy?
To certify a document, first ensure that the photocopy is identical to the original.
A typical certification statement might read: "I certify that this is a true copy of the document produced to me on [date]." The certifier should then sign and print their name, qualification (e.g., JP, Pharmacist), and registration number if applicable. It's important to note that certifying a copy does not authenticate the original document itself.
Documents in Languages Other than English
If you're dealing with documents in another language, only certify them if you're confident that the copy matches the original exactly.
To ensure accuracy, have the original photocopied in your presence.
Multiple Page Documents
For documents with multiple pages, each page must be checked against the original. You should then:
- Sign or initial each page.
- Number each page as ‘page 1 of X’, ‘page 2 of X’, and so on.
- On the last page, include a certification statement like: "I certify that this [number of pages] page document, each page of which I have numbered and signed/initialled, is a true copy of the document produced to me on [date]."
What happens when the document has been printed from a website like the Family Court Portal
In most cases these days, organisations requiring certified copies of documents, such as Superannuation Funds requiring a certified copy of sealed Orders accept that the document printed from the court portal is acceptable instead of the hard copy original. If the original is required, you can contact the Family Court requesting the sealed orders be posted to you.
The general rule for certifying a document as a true copy is that the person authenticating the document must see the original and the photocopy at the same time. This is not possible concerning documents printed from a web page.
Under these circumstances, the following two options are suggested as the safest approach to certify web-generated documents.
Certification of web-based documents by the owner of the website
If the document is printed from the website of an organisation such as a bank, training provider, government department or business/corporate body, the printed copy could be presented to an authorised officer from that organisation for certification.
Authentication of web-based documents by statutory declaration
The person who requires authentication of a document printed from a website may make a statutory declaration before an authorised witness, declaring that the document is a true copy of a document displayed on a website.
An authorised witness for a statutory declaration is any person described in Schedule 2 of the Oaths, Affidavits and Statutory Declarations Act 2005, or any person before whom a statutory declaration may be made under the Statutory Declarations Act 1959 (Cth).
The person who is making the declaration must state their name, address and occupation, followed by their declaration in respect to the authenticity of the web-based document which is attached.
At the end of the statutory declaration, the declarant must sign or personally mark the statutory declaration, initialling any alterations and before an authorised witness declares orally that:
- they are the person named as the maker of the declaration
- the contents of the declaration are true
- the signature/mark is theirs
- refer to the attachment to the statutory declaration (the web-based document).
After the maker has complied with the above, the authorised witness must sign the statutory declaration and initial any alterations. After their signature, the authorised witness must clearly write their name and qualification as an authorised witness, followed by their registration number (if applicable).
The authorised witness then endorses the attachment as follows:
This is the annexure marked with the letter “A”. Referred to in the Statutory Declaration of <name of the declarant>
Declared this <day> of <month> <year>.
Before me <NAME>
Justice of the Peace/Pharmacist/Vet/Accountant etc
Multiple web documents certified in a statutory declaration
If multiple web page documents are presented, each web document must be included in the body of the statutory declaration and referred to as annexures “A”, “B”, “C” and so forth depending on the number of documents to be certified.
The authorised witness must endorse each annexure with “This is the annexure marked with the letter “A”, “B”, “C” etc.
Disclaimer - web documents certified by statutory declaration
The person making the statutory declaration, who has printed an electronic document, is simply declaring that the document has been printed from a website. This declaration does not add any weight or credibility to the authenticity/accuracy of the document.
By following these steps, you can ensure that your certified copies are correctly prepared and accepted by those who need them.
Published by, Christine Weston
Founding Director and Creator of Divorce Resource
Australian Nationally Accredited Mediator and Divorce Coach
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This article contains general information only. For advice regarding your own personal circumstances, always seek individual advice from a qualified professional. Read the full Divorce Resource.com.au Disclaimer here