Notarial Services

 

 

Appointments
Clients should speak with a consular officer before arranging travel for notarial services and must book an appointment in advance. Some notarial services are not available at the Australian Consulate Vancouver or the Australian Consulate-General Toronto, therefore, clients may be required to arrange these notarial services with a consular officer at the Australian High Commission Ottawa.
Please refer to the list of notarial services, provided in Ottawa, Toronto and Vancouver below.

 

Statutory Declarations
Australian citizens can now use MyGov to generate a digital statutory declaration that does not require witnessing. For details please visit Commonwealth statutory declarations | myGov .


DFAT Identity Certificates
Consular officers can verify your identity using a DFAT Identity Certificate.  You must ask your receiving authority to determine if one is required. Consular officers cannot use, complete or sign any other organization’s document to verify your identity (VOI). For more information refer to Smartraveller’s Notarial Services Overseas.


Witness of Signature
If you require someone to witness the signing of Australian state-issued documents, you must contact the relevant state or territory government that issued the documents for further advice about who can witness overseas.

Land Transfer Documents (Selling or Buying Land or Property in Australia)
If you require a witness of signature and verification of identity for an Australian property transaction you must attend in-person with a prepared Client Authorization or Mortgage and Certification form, original identification documents, the Subscribe or Mortgagee’s written instructions and instructions from your legal representative in Australia. The consular officer will provide you with a DFAT Certificate of Identity (as above) confirming they have witnessed and certified your documents in accordance with the instructions from your legal representative. Where instructions from your legal representative are not provided, the services will be declined.

Education Documents
Only education documents issued by an Australian educational institution can be issued with an authentication (or apostille). Consular officers must be able to verify the identity and status of the Australian education institution before proceeding with the authentication of the document. Clients must contact their university or educational institution directly to verify their original degree as a ‘true and accurate record’. This could be available via an online portal, and clients will need to provide this verification to the consular officer. For more information refer to Smartraveller Documents We Can Legalise

Notarial Services Provided in Ottawa, Toronto and Vancouver
 

Australian High Commission Ottawa	Australian Consulate-General Toronto	Australian Consulate Vancouver
• Witnessing Commonwealth of Australia Statutory Declarations (Statutory Declarations Act 1959) • Witnessing Australian state and territory statutory declarations	• Witnessing Commonwealth of Australia Statutory Declarations (Statutory Declarations Act 1959) • Witnessing Australian state and territory statutory declarations	• Witnessing Commonwealth of Australia Statutory Declarations (Statutory Declarations Act 1959) • Witnessing Australian state and territory statutory declarations (except for Tasmania and Western Australia).
• Witnessing the signing of Australian land transfer documents (see details below)	• Witnessing the signing of Australian land transfer documents (see details below)	• Witnessing the signing of Australian land transfer documents (except for Western Australia and in certain circumstances, Victoria.  See details below)
• Witnessing the signing of applications forms for, and issuing of, Certificates of No Impediment (CNI)	• Witnessing the signing of applications forms for, and issuing of, Certificates of No Impediment (CNI)	• Witnessing the signing of applications forms for, and issuing of, Certificates of No Impediment (CNI)
• Witnessing notices of intended marriage	• Witnessing notices of intended marriage	• Witnessing notices of intended marriage
• Witnessing the signing of other Australian forms(where permitted by Australian laws – (see details below)	• Witnessing the signing of other Australian forms(where permitted by Australian laws – (see details below)	• Witnessing the signing of other Australian forms(where permitted by Australian laws – (see details below)
• Perform legalisation of signatures and/or seals through either an authentication or an apostille	• Perform legalisation of signatures and/or seals through either an authentication or an apostille	• Perform legalisation of signatures and/or seals through either an authentication or an apostille
• Certifying true copies of documents or photographs	• Certifying true copies of documents or photographs	• Certifying true copies of documents or photographs
• Swearing of affidavits, oaths or affirmations	• Swearing of affidavits, oaths or affirmations	• NOTE: Swearing of affidavits, oaths or affirmations cannot be performed at the Vancouver Consulate

 

Additional Information
Notarial Services Fees are payable in accordance with the Consular Fees Act 1955. Overseas consular officers have no discretion in applying these fees. Some documents may be witnessed for free by alternative local notarial service providers, such as notary public, police officer or other professionals.  We suggest clients discuss these alternatives with the person/organization requiring the document (such as the bank, solicitor or land transfer agency). Consular Officers cannot provide advice on whether a local alternative notarial service provider will be accepted by the person/organization requiring the document.  In Canada,  fees are payable in Canadian dollars only and are subject to change based on exchange rates.  Full details are available on the Department of Foreign Affairs and Trade’s website .

As at 5 December 2014,  a limited range of notarial services are performed by staff employed in Australian Consulates overseas. In accordance with Section 3 of the Consular Fees Act 1955, staff employed in the Australian Consulate in Vancouver can witness all Commonwealth forms and certify supporting documentation for Commonwealth purposes.  Australian states and territories often limit authority to perform these kinds of acts to Australian Consular or Diplomatic officers who are ordinarily based in Australia.
 

Disclosure:

Personal information provided to the Department of Foreign Affairs and Trade (DFAT) is protected by law, including the Privacy Act 1988. We may collect, use and disclose your personal information, including to overseas recipients where we reasonably believe it is necessary, to provide you with consular assistance. Important information about the privacy of your personal information is contained in our Consular Privacy Collection Statement, which you should read and understand. Copies of the Statement are available at http://www.dfat.gov.au/dept/consular/privacy.html or by requesting a copy from the Department and/or The Australian High Commission, Ottawa.