The Department of Foreign Affairs and Trade (DFAT) is the Australian authority that legalises Australian documents for use overseas. For countries that are parties to the Apostille Convention, DFAT issues an apostille, which is the only authentication required. For other countries, DFAT issues an authentication certificate, after which the document must be legalised by the destination country’s embassy or consulate in Australia. DFAT legalises original Australian public documents and documents signed by Australian officials whose signatures it holds, such as notaries public; most other documents must therefore be notarised before DFAT will accept them.
What legalisation does
Legalisation confirms that the signature, seal or stamp on a document is genuine and that the person who signed it held the stated office. It does not verify the content of the document, and it does not mean that the foreign authority will accept the document for its intended purpose. Those requirements are set by the receiving country.
Apostille or authentication
Australia has been a party to the Hague Convention Abolishing the Requirement of Legalisation for Foreign Public Documents since 1995. Many of Australia’s main partners are also parties, including China, Japan, the Republic of Korea, India, Singapore, Indonesia, the Philippines, the United States, Canada, the United Kingdom and all EU member states. Recent accessions include Canada (in force January 2024), Bangladesh (March 2025) and Viet Nam (September 2026). Thailand’s accession is due to take effect on 28 February 2027.
Countries that are not parties include the United Arab Emirates, Qatar, Kuwait, Egypt and Malaysia. Documents for these countries receive a DFAT authentication certificate and then require consular legalisation. Because membership changes, the status table maintained by the Hague Conference on Private International Law should be checked for the current position.
Which documents need notarisation first
Documents DFAT can usually legalise directly
- Original birth, death and marriage certificates issued by a state or territory registry.
- Original documents signed by Commonwealth officials whose signatures DFAT holds, such as some court and government documents.
- Original hard-copy Australian Federal Police National Police Check certificates.
Documents that generally need notarisation
- Copies of any document, including passports, degrees and certificates.
- Private documents, such as powers of attorney, contracts, employment letters and company resolutions.
- Affidavits and statutory declarations for use overseas.
- University degrees and academic transcripts.
- Translations.
The apostille or authentication certificate is attached directly to the document. If you do not want an original document marked, a notarised copy can be legalised instead, provided the overseas authority will accept it.
How to lodge with DFAT
DFAT’s current process, published on Smartraveller, requires a completed Document Legalisation Request Form. Requests may be lodged:
- in person, by appointment, at an Australian Passport Office, including in Melbourne;
- by mail; or
- at many Australian embassies, high commissions and consulates overseas.
DFAT charges a fee for each apostille or authentication, and its fees are indexed annually on 1 January. Cash is not accepted at appointments.
Consular legalisation
For non-Convention countries, the authenticated document must then be presented to that country’s embassy or consulate. Each mission sets its own forms, fees, appointment rules and processing arrangements, and some require supporting documents such as a copy of the applicant’s passport or a cover letter.
Common issues
- Documents witnessed by a Justice of the Peace. DFAT cannot legalise a document witnessed only by a JP. It must be notarised.
- Outdated instructions. Overseas checklists may still refer to embassy legalisation for countries that have since joined the Convention.
- Translations. DFAT does not translate documents. Check whether translation should occur before or after legalisation.
- Timing. Allow time for each step, particularly where consular legalisation is needed.
How we can help
Our notary public can notarise documents for overseas use and arrange lodgement with DFAT and, where required, consular legalisation, so that the documents are returned in the form the receiving authority expects.
Further information about our notarial practice is available at melbournepublicnotary.com.au.
Frequently asked questions
What is the difference between an apostille and an authentication?
Both are issued by DFAT. An apostille is used for countries that are parties to the Apostille Convention and is the only authentication those countries require. An authentication certificate is used for other countries, after which the document must also be legalised by the destination country’s embassy or consulate in Australia.
Can DFAT apostille my document without a notary?
Sometimes. DFAT can legalise original Australian public documents, and documents signed by Australian officials whose signatures it holds, without notarisation. Private documents, such as powers of attorney, statutory declarations and copies of passports, generally need to be notarised first so that DFAT can confirm the notary’s signature and seal.
Where do I get an apostille in Melbourne?
In Victoria, apostilles and authentications are issued by DFAT through the Melbourne Passport Office. In-person services are generally provided by appointment, and lodgement arrangements change from time to time, so the current information on the Smartraveller and Australian Passport Office websites should be checked before attending or posting documents.
Notarial services at Chua Tan Associates are provided by our notary public, Kin Wee Chua. Our Melbourne office is located on Level 2, 262 Queen Street. To arrange an appointment, please call +61 3 9602 3988 or email chuatan@tpg.com.au. This article is for general information purposes only; requirements are determined by the receiving country and are subject to change, so please confirm these with the recipient of your documents.
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