Professional registration documents — such as medical board certificates, engineering credentials, or teaching qualifications — often need to be notarized when they are being submitted overseas or to international regulatory bodies. In Australia, notarization is carried out by a Notary Public, who is legally authorised to verify and certify documents for use outside the country.

This guide explains how to have your professional registration documents notarized in Australia.

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1. Understand What “Notarization” Means

Notarization is the process by which a Notary Public:

• Confirms that a copy of your document is a true and accurate reproduction of the original, or
• Verifies your identity and signature on a document.

Foreign regulators and professional bodies generally require notarization to ensure that the documents they receive are authentic and issued by recognised Australian authorities.

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2. Gather Your Original Documents

Before seeing a notary, collect:

• The original professional registration document (e.g., certificate of registration, practising licence, or membership certificate).
• Valid photo ID (passport, driver’s licence, or Australian government-issued ID).
• Any instructions provided by the receiving authority (for example, whether they require notarized copies, notarized translations, or an Apostille/legalisation after notarization).

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3. Book an Appointment with a Notary Public

Notaries in Australia are practising lawyers who hold an additional commission as a Notary Public. They are regulated by state and territory law societies.

• You can usually book directly with a notary via their website or office.
• Some notaries specialise in handling documents for overseas professional bodies and may also assist with Apostille or consular legalisation.

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4. Attend the Notarization Appointment

At your appointment, the notary will:

1. Inspect your original documents to confirm authenticity.
2. Verify your identity against your photo ID.
3. Prepare a notarial certificate attached to the document or endorse the document itself.
4. Apply their official seal and signature, making the notarization internationally recognisable.

If the receiving authority requires multiple notarized copies, the notary can prepare these during the appointment.

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5. Apostille or Legalisation (If Required)

Some overseas authorities (for example, medical boards in Europe or Asia) require notarized documents to also be certified with an Apostille under The Hague Apostille Convention, or “legalised” at the relevant embassy or consulate.

• Apostilles in Australia are issued by the Department of Foreign Affairs and Trade (DFAT).
• If needed, your notary can guide you through this process or arrange it for you.

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6. Costs and Timing

• Notary fees vary depending on the document type, number of pages, and whether a certificate is required.
• Most appointments take 15–30 minutes if you bring all documents and identification.
• Apostille or consular legalisation can add several days to the process.

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7. Tips for a Smooth Process

• Always check the exact requirements of the overseas regulator before your appointment.
• Bring clear, original documents — photocopies or scans alone cannot be notarized.
• Allow extra time if you need Apostille or embassy legalisation.