If you have ever needed to submit a foreign language document to an Australian government department, a court, a university, or an organisation like VicRoads, you have probably been told your documents need to be "certified" or "notarised." Many people assume these terms mean the same thing, but in the Australian context, they are very different processes with distinct legal implications. Understanding which one you actually need can save you time, money, and the frustration of having your documents rejected.
Whether you are applying for a visa through the Department of Home Affairs, enrolling at an Australian university, registering a marriage through Births Deaths and Marriages, or presenting evidence in a family court matter, the type of document authentication you need will depend entirely on what the receiving body requires. Getting it wrong can mean delays, additional costs, and in some cases, outright refusal of your application.
This guide from our team of certified legal translation services explains the practical differences between notarisation and NAATI certified translations, when each is required, and how to ensure your documents meet the correct standard first time around.
What Is Notarisation?
Notarisation is a process where a Notary Public, who is a specially appointed legal practitioner, verifies the authenticity of a document, a signature, or a copy of an original document. In Australia, Notaries Public are typically experienced solicitors who have been appointed by the Supreme Court of their state or territory. Their role is to act as an impartial witness to the signing of documents, to certify that copies are true copies of originals, and to administer oaths and affirmations.
Notarisation does not involve translating a document. A Notary Public does not assess the accuracy of a translation, nor do they verify the linguistic content. What they do verify is the identity of the person signing, the genuineness of a signature, or that a copy matches the original document presented to them.
Notarised documents are most commonly required for international use, particularly when documents need to be presented in countries that are members of the Hague Apostille Convention. Since Australia became a party to the Convention in 1995, documents that have been notarised can then receive an Apostille from the Department of Foreign Affairs and Trade (DFAT), which authenticates the Notary's signature for use overseas.
When Is Notarisation Required?
- Authenticating documents for use in foreign countries
- Certifying copies of passports, company documents, or powers of attorney for overseas transactions
- Witnessing signatures on statutory declarations, affidavits, or international contracts
- Preparing documents that require an Apostille stamp from DFAT
- Property transactions or legal proceedings in overseas jurisdictions
What Is a NAATI Certified Translation?
A NAATI certified translation is a translation completed by a translator who holds current certification from the National Accreditation Authority for Translators and Interpreters (NAATI). NAATI is Australia's national standards body for the translating and interpreting profession. When a translator holds NAATI certification, it means they have been formally assessed and have demonstrated proficiency in translating between specific language pairs.
A NAATI certified translation includes the translated text along with the translator's full name, NAATI practitioner number, the language pair, the date of translation, and the translator's signature and stamp. This certification confirms that the translation is a true and accurate rendering of the original document.
Unlike notarisation, a NAATI certified translation deals specifically with the linguistic content of the document. The translator takes responsibility for the accuracy of the translation itself, which is why Australian government departments, courts, and institutions specifically request NAATI certified translations rather than notarised translations for documents in foreign languages.
When Is a NAATI Certified Translation Required?
- Visa and immigration applications to the Department of Home Affairs
- Citizenship applications and ceremonies
- Enrolment at Australian universities and TAFE institutions
- Skills assessments through bodies such as VETASSESS, Engineers Australia, or AHPRA
- Family court proceedings and legal matters
- Driver licence applications through state authorities such as VicRoads or Service NSW
- Registration of births, marriages, and deaths in Australia
- Medicare, Centrelink, and other government service applications
Key Differences Between Notarisation and Certified Translation
The confusion between notarisation and certified translation often arises because both involve official stamps and signatures on documents. However, they serve fundamentally different purposes.
| Aspect | Notarisation | NAATI Certified Translation |
|---|---|---|
| Purpose | Verifies identity, signatures, or document authenticity | Provides an accurate translation of a foreign language document |
| Performed By | A Notary Public (appointed solicitor) | A NAATI certified translator |
| What It Verifies | That a signature is genuine or a copy is a true copy | That the translation accurately reflects the original content |
| Translation Involved | No | Yes |
| Primary Use in Australia | Documents going overseas or international transactions | Foreign documents being used within Australia |
| Cost | Typically $80 to $250+ per document | From $44.95 per page |
| Accepted By Australian Government | For specific international purposes only | Yes, for all official purposes involving foreign language documents |
Common Misconceptions That Lead to Document Rejection
One of the most frequent mistakes people make is having a translation notarised and assuming this satisfies the requirement for a certified translation. This is not the case. A Notary Public can witness a translator's signature on a translation document, but this does not make the translation "certified" in the way Australian authorities require. If the Department of Home Affairs or a court asks for a NAATI certified translation, a notarised translation from an uncertified translator will not be accepted.
Similarly, some people obtain a NAATI certified translation and then ask whether they also need it notarised. In the vast majority of cases within Australia, the answer is no. Australian government departments, educational institutions, and courts accept NAATI certified translations as they are. Notarisation would only be necessary if the translated document then needs to be sent to another country for official use.
Mistakes That Commonly Cause Delays
- Submitting a notarised translation instead of a NAATI certified translation for an immigration application
- Having a bilingual friend or family member translate a document and then getting that translation notarised, believing it will be accepted
- Confusing certified copies (where a JP or solicitor certifies a photocopy matches the original) with certified translations
- Obtaining translations from overseas translators who are not NAATI certified
- Submitting poor quality scans or incomplete documents to the translator, resulting in partial translations
When You Might Need Both Notarisation and Certified Translation
There are situations where you may need both services, though not necessarily on the same document. For example, if you are an Australian citizen who needs to present your Australian documents overseas, you may need those documents notarised and apostilled through DFAT. However, if the receiving country also requires those documents translated into their official language, you would need a separate certified translation from an accredited translator in the target language.
Conversely, if you are a migrant to Australia and you need to present foreign language documents to Australian authorities, you will need a NAATI certified translation. If those same original documents then need to be sent back to your home country with an Australian authority's endorsement, the originals may require notarisation.
The key is to always check with the receiving organisation exactly what they require. The differences between NAATI and standard translations are also important to understand when determining what level of certification your documents need.
Real World Examples: Which Service Do You Need?
Scenario 1: Visa Application
Maria is applying for a partner visa. She has a birth certificate issued in Colombia (Registro Civil de Nacimiento) and a police clearance certificate (Certificado de Antecedentes Judiciales). The Department of Home Affairs requires both documents to be translated by a NAATI certified translator. A notarised translation would not be accepted. Maria needs NAATI certified translations only.
Scenario 2: Property Purchase Overseas
James, an Australian citizen, is purchasing property in Italy. His Australian identification documents and proof of funds need to be presented to Italian authorities. These documents need to be notarised by an Australian Notary Public and then apostilled by DFAT. The Italian authorities may then require a certified translation into Italian by a sworn translator recognised in Italy. James needs notarisation and apostille for his Australian documents.
Scenario 3: Family Court Matter
Ling is involved in a family court case in Melbourne. She needs to submit her Chinese marriage certificate (结婚证) and a custody agreement from a Chinese court. The Federal Circuit and Family Court of Australia requires NAATI certified translations of family court documents. A notarised copy of the originals may also be requested by the court, but the translations themselves must be NAATI certified.
Scenario 4: University Enrolment
Ahmed is enrolling at the University of Melbourne. He needs to submit his academic transcripts and degree certificate issued in Arabic from a Jordanian university. The admissions office requires NAATI certified translations. No notarisation is needed unless the university specifically requests certified copies of the originals (which would be done by a Justice of the Peace, not a Notary Public).
Cost Comparison
Understanding the cost differences can help you budget appropriately and avoid paying for services you do not need.
Notarisation fees in Australia vary depending on the Notary Public and the complexity of the document. Simple witnessing of a signature may cost around $80 to $120, while more complex notarial acts involving multiple documents, company seals, or international requirements can range from $150 to $250 or more. If an Apostille is also required, DFAT charges an additional fee.
NAATI certified translation fees typically start from $44.95 per page for standard documents such as birth certificates, marriage certificates, and driver licences. More complex or lengthy documents such as academic transcripts, court orders, or medical reports may cost more depending on word count, language pair, and urgency.
How to Verify What You Need
Before spending money on either service, take these steps to confirm exactly what is required:
- Read the requirements of the receiving organisation carefully. Look for specific phrases such as "NAATI certified translation," "certified copy," or "notarised document."
- Contact the organisation directly if the requirements are unclear. Ask whether they need a translation, a notarised copy, or both.
- Check whether the document is for use within Australia or overseas. Documents for Australian authorities almost always require NAATI certified translation. Documents going overseas may require notarisation.
- Ensure you have clear, complete scans or copies of all pages of your original documents, including any stamps, seals, or annotations on the reverse side.
- If you need a NAATI certified translation, verify that the translator holds current certification for the relevant language pair by checking the NAATI directory.
Frequently Asked Questions
Can a Notary Public certify a translation?
A Notary Public can witness a translator's signature on a translation, but this does not make it a NAATI certified translation. Australian authorities require NAATI certification specifically, which can only be provided by a NAATI certified translator.
Is a notarised translation the same as a certified translation?
No. A notarised translation means a Notary Public has witnessed the translator's signature. A NAATI certified translation means the translation was completed by a translator who holds NAATI certification and takes professional responsibility for its accuracy. These are different processes.
Does the Department of Home Affairs accept notarised translations?
The Department of Home Affairs requires translations to be completed by a NAATI certified translator. A notarised translation from a non NAATI certified translator will not be accepted for visa or citizenship applications.
Do I need both notarisation and certified translation for my documents?
In most cases, no. If your documents are for use within Australia, a NAATI certified translation is sufficient. If your documents need to go overseas, you may need notarisation and possibly an Apostille. Always check with the receiving organisation.
How much does a NAATI certified translation cost compared to notarisation?
NAATI certified translations start from $44.95 per page for standard documents. Notarisation fees typically range from $80 to $250 depending on the complexity. These are separate services with different cost structures.
Can I get a document translated and notarised at the same time?
These are two separate services provided by different professionals. You would need to engage a NAATI certified translator for the translation and a Notary Public for notarisation. Some translation agencies can coordinate both services on your behalf.
What happens if I submit the wrong type of document certification?
Your application or submission will likely be rejected or delayed. You will then need to obtain the correct certification, which means additional cost and time. This is why it is essential to confirm the exact requirements before proceeding.
Conclusion
The difference between notarisation and NAATI certified translation is straightforward once you understand the purpose each serves. Notarisation verifies the authenticity of documents and signatures, primarily for international use. NAATI certified translation provides an accurate English version of a foreign language document, which is what Australian authorities require.
If you are submitting foreign language documents within Australia, a NAATI certified translation is almost certainly what you need. If you are sending Australian documents overseas, notarisation and apostille are more likely to be required.
Our team can help you determine exactly what your documents need and provide NAATI certified translations for over 100 languages, with fast turnaround and competitive pricing starting from $44.95 per page. If you are unsure whether your documents require translation, notarisation, or both, get in touch and we will guide you through the process.
This article was prepared by Daniel Nguyen, a NAATI certified translator working with our team, based on experience handling certified translations for official use in Australia.