In Victoria, apostilles and authentications are issued by the Department of Foreign Affairs and Trade (DFAT) through the Melbourne Passport Office, not through the DFAT Victoria State Office. The Melbourne Passport Office relocated in November 2025 to the ground floor of Collins Place in the Melbourne CBD, with entry via Exhibition Street. Before attending, applicants should check the current lodgement arrangements on the Smartraveller and Australian Passport Office websites, as in-person services are generally provided by appointment and arrangements may change.
The legal framework
Australia has been a party to the Hague Apostille Convention since 16 March 1995. DFAT is the Australian authority that issues apostilles for documents going to Convention countries and authentications for documents going to other countries. Australian embassies and consulates abroad also provide these services for Australian documents held overseas.
DFAT legalises a document by confirming the signature, seal or stamp of an Australian official or notary public against a specimen it holds. It does not verify the contents of the document. If DFAT does not hold a specimen of the relevant signature, the document must first be notarised.
Documents that can be lodged directly
- Certain certificates issued by state and territory registries of births, deaths and marriages, signed by an official whose specimen DFAT holds.
- Some documents issued by Commonwealth agencies, such as police certificates, in the form DFAT accepts.
- Documents already notarised by an Australian notary public.
Private documents, such as powers of attorney, declarations, contracts, academic records and copies of identification, generally require notarisation before DFAT can act on them.
Before you attend
- Confirm the destination. Whether you need an apostille or an authentication depends on whether the receiving country is a party to the Apostille Convention.
- Prepare the documents. Ensure each document is complete, notarised where required, and kept intact.
- Complete the lodgement form published by DFAT, listing each document and its destination country.
- Book or lodge in accordance with the current arrangements, which may include appointment-based in-person lodgement or lodgement by post.
- Consular legalisation. For non-Convention countries, the authenticated document must then be lodged with the relevant embassy or consulate.
Common issues
- Attending the wrong office. The DFAT Victoria State Office does not provide document legalisation. Passport and notarial services are provided at the Melbourne Passport Office.
- Outdated addresses. Older online guidance may refer to the former Docklands location. The Passport Office’s own website should be checked before attending.
- Documents DFAT cannot legalise. Documents witnessed only by a Justice of the Peace, or copies certified by a person whose signature DFAT does not hold, will generally be refused.
- Unbound pages. Multi-page documents should be securely bound before lodgement, and should not be separated afterwards.
What to bring
- The original documents, notarised where required.
- The completed DFAT lodgement form.
- Photographic identification.
- Any appointment confirmation.
How we can assist
Our notary public prepares documents in the form DFAT requires and can explain whether an apostille or authentication is needed for the destination country. Our office is at Level 2, 262 Queen Street, in the Melbourne CBD.
Frequently asked questions
Where can I get an apostille in Melbourne?
In Victoria, apostilles and authentications are issued by DFAT through the Melbourne Passport Office, not through the DFAT Victoria State Office. The Passport Office relocated in November 2025 to the ground floor of Collins Place in the Melbourne CBD, with entry via Exhibition Street. In-person services are generally by appointment.
Can I lodge my documents with DFAT myself?
Yes. Original Australian public documents, and documents signed by officials whose signatures DFAT holds, can generally be lodged directly. Private documents, such as powers of attorney and statutory declarations, usually need to be notarised first. Current lodgement arrangements should be checked on the Smartraveller and Australian Passport Office websites.
What happens for countries that do not accept apostilles?
DFAT issues an authentication certificate for documents going to countries that are not parties to the Apostille Convention. The document must then be legalised by the destination country’s embassy or consulate in Australia, which is a separate step with its own requirements, fees and processing times.
Notarial services at Chua Tan Associates are provided by our notary public, Kin Wee Chua. Our Melbourne office is at Level 2, 262 Queen Street. To arrange an appointment, please call +61 3 9602 3988 or email chuatan@tpg.com.au. This article provides general information only; requirements are set by the receiving country and may change, so please confirm them with the recipient of your documents.
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