Certified copies and translations: what Home Affairs will accept

Home Affairs often asks for colour scans of original documents, certified copies, and English translations. A lot of delays start with simple document issues, especially where a translation is uploaded without the original language document, or where a copy has not been certified properly. This guide explains the usual document standard Home Affairs expects, and the difference between certification and translation.

What certified copies are for#

A certified copy is a copy of an original document that an authorised person has marked as a true copy of the original. It is used when the Department asks for a copy rather than the physical original.

Certification does not change the document itself. It only confirms that the copy matches the original document shown to the person certifying it. If the original document is altered, false or incomplete, certification does not fix that problem.

In migration matters, document integrity matters. False or misleading documents can create serious problems under the Migration Act 1958, including s234 and s245AR, and in some cases Public Interest Criterion 4020, usually called PIC 4020.

When Home Affairs asks for originals, copies or certified copies#

The required format depends on the application stage and the way the document is lodged. Many online applications ask for clear colour scans of the original document. In some cases, the Department may later ask to see the original, or ask for a certified copy.

The safest process is to read the document checklist for the visa or citizenship stream being lodged and then read any follow-up request from the Department closely. Some requests ask only for a scan of the original. Others specifically say the copy must be certified.

If a document is not in English, the normal expectation is two separate uploads. One is the original language document. The other is the full English translation. A common failure is uploading only the translation and leaving out the original. That can lead to further information requests and processing delay.

If a registered migration agent or Australian legal practitioner is handling the lodgement, they may tell you what format the Department has asked for and help organise the upload. Under s280 of the Migration Act 1958, immigration assistance in Australia must be given by a registered migration agent or an Australian legal practitioner. If you want to compare professional quotes, you can describe a case and get quotes, or check an operator.

Who can certify a copy#

Who can certify a document depends on where the person certifying is located and what kind of document is involved. Home Affairs instructions can vary by program area, but the general point is the same: the person certifying must be authorised to witness or certify documents in the relevant place.

In Australia, certification is often done by people in recognised occupations or public roles, such as justices of the peace, legal practitioners, police officers, pharmacists, medical practitioners, teachers and others who are authorised under Australian arrangements for statutory declarations and certified copies. Some organisations also accept certification by notaries public.

Outside Australia, certification is commonly done by a notary public. In some countries, local officials who have legal authority to certify documents may also be accepted. The key point is that the certifier must be someone whose authority can be recognised.

A proper certification usually includes words to the effect that the copy is a true copy of the original, the certifier's signature, full name, qualification or position, and the date. Some certifiers also add a registration number, office stamp or contact details. If a multipage document is certified, each page may need to be marked, depending on the certifier's practice and the receiving authority's instructions.

Poor scans can cause problems even where the certification itself is valid. If the certifier's stamp, name or signature is cut off, blurred or too faint to read, the Department may treat the copy as inadequate.

What NAATI accreditation is for#

NAATI stands for the National Accreditation Authority for Translators and Interpreters. In Australia, NAATI certification is the main professional standard used to identify translators and interpreters who have been assessed to work at a recognised level.

For migration purposes, an English translation done in Australia is generally expected to be completed by a translator accredited or certified by NAATI. The translation usually needs to show the translator's full name, contact details, NAATI details and a statement that it is an accurate translation of the original document.

NAATI certification is about the translator, not the original document. It does not prove that the original foreign language document is genuine. It only addresses the quality and traceability of the English translation.

If the translation is done outside Australia, Home Affairs may accept a translation completed by a qualified translator in that country, but the Department's wording for the relevant program should be checked carefully. Different streams can have different instructions. Where there is any doubt about document format, people often ask a registered migration agent to review the checklist and upload set.

The most common translation mistake: sending the translation without the original#

This is one of the most common document problems in visa and citizenship applications. A person gets a birth certificate, marriage certificate, police clearance or household record translated into English and uploads only the English version.

Home Affairs usually needs to see the original language document as well. The translation is not a substitute for the document being translated. Without the original, the case officer may not be able to confirm what document was translated, whether it is complete, and whether seals, annotations or handwritten notes were included.

A complete upload set for a non-English document usually contains:

• a clear colour scan of the original document in the original language
• a full English translation
• where required, certification of the copy
• where relevant, the translator's NAATI details or other professional identification

Another common issue is partial translation. For example, the main body of a certificate is translated, but side notes, stamps, registry entries, handwritten amendments or back-page information are left out. Home Affairs often expects a full translation of all material that appears on the document, not just the main text.

Practical document rules that help avoid delay#

Use clear colour scans. Make sure every edge of the document is visible, and that stamps, seals, signatures and reference numbers can be read. If the original has front and back content, scan both sides.

Keep names consistent across documents where possible. If different spellings appear because of transliteration from another language, that does not get fixed by certification alone. Usually the Department will look at the evidence set as a whole, including passports, civil records and any official change of name documents.

Upload documents as separate, clearly named files. For example, "Birth certificate original language" and "Birth certificate English translation" is easier to follow than a vague file name. If a file combines the original and the translation in one PDF, make the order obvious.

Do not alter a document image to make it look cleaner. Cropping for readability may be fine, but editing out marks, changing dates, or recreating text can create serious issues under the Migration Act provisions on false or misleading documents. If a document is damaged or hard to read, it is better to supply the clearest available copy and any officially reissued version if one exists.

If paid professional help is used, the service terms should be clear. Under the Migration Agents Code of Conduct 2021, a registered migration agent must give the consumer guide first, s38, use a written agreement, s42, set out the fee structure, s46, and provide invoices and receipts, s49. If you are comparing service costs, the cost estimator gives general market context.

Using an agent, lawyer, translator or certifier, and what each one does#

These roles are different. A certifier confirms that a copy matches the original. A translator converts the text into English. A registered migration agent or Australian legal practitioner can handle immigration assistance, which can include preparing or helping prepare an application, statement or submission.

If someone is acting with the Department on a person's behalf, Form 956 may be relevant under s312A of the Migration Act 1958. A translator does not become a migration representative just by translating a document. Likewise, a person who certifies a copy is not giving immigration assistance merely by certifying it.

Registered migration agents must identify themselves properly in advertising, including their MARN, under s25 of the Code of Conduct 2021, and they must not guarantee success, s26. If someone offers migration help but will not provide a MARN or legal practising details, it is sensible to check the operator before sending documents or money.

Common questions#

Can I upload just the english translation and not the original document?#

Usually the original language document and the English translation are both needed. The translation explains the content, but it does not replace the original document that was translated.

Does every foreign document need a NAATI translation?#

Documents not in English generally need an English translation. If the translation is done in Australia, NAATI-certified or NAATI-accredited translation is commonly expected, but the exact instruction should be checked for the relevant application stream.

Who is allowed to certify copies for Home Affairs?#

That depends on where the certification happens and what the Department's instructions say. In Australia, authorised witnesses such as justices of the peace, legal practitioners and certain other recognised professionals commonly certify copies, while outside Australia a notary public is often used.

Can a migration agent certify my documents and translate them too?#

A registered migration agent may also hold another qualification, such as being a legal practitioner or NAATI-certified translator, but each role is separate. Certification, translation and immigration assistance are different functions, and the Department may still require the person doing each task to meet the relevant standard for that task.

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About this guide. This is general information about how a process works in Australia. It is not immigration assistance and it is not advice about your situation. Under section 280 of the Migration Act 1958 only a registered migration agent or an Australian legal practitioner can give you that. Government charges are indexed and most change on 1 July, so check any figure at immi.homeaffairs.gov.au, and check any agent on the OMARA register.