Verification of identity

The Conveyancing Rules standardised formal verification of identity and authority (right to deal) requirements.

Original or certified copies of documents produced must be current, except for an expired Australian Passport which has not been cancelled and was current within the preceding 2 years.  Any doubts see Supervisor / Team Leader. 

The minimum documentation required must meet all the requirements in one of the Categories below: 

Category

Minimum Document Requirements


For Persons who are Australian citizens or residents:     

1

Australian Passport or foreign passport

plus Australian drivers licence or Photo Card

plus change of name or marriage certificate if necessary 

2

Australian Passport or foreign passport

plus full birth certificate or citizenship certificate or descent certificate

plus Medicare or Centrelink or Department of Veterans’ Affairs card

plus change of name or marriage certificate if necessary

 3

 Australian drivers licence or Photo Card

 plus full birth certificate or citizenship certificate or descent certificate

 plus Medicare or Centrelink or Department of Veterans’ Affairs card

 plus change of name or marriage certificate if necessary

4

 (a) Australian Passport or foreign passport

 plus another form of government issued photographic identity Document

 plus change of name or marriage certificate if necessary

 (b) Australian Passport or foreign passport

 plus full birth certificate

 plus another form of government issued identity Document

 plus change of name or marriage certificate if necessary

 5

 (a) Identifier Declaration

 plus full birth certificate or citizenship certificate or descent certificate

 plus Medicare or Centrelink or Department of Veterans’ Affairs card

 plus change of name or marriage certificate if necessary.

 (b) Identifier Declaration by a Person specified in Verification of Identity

 Standard paragraph 4.4(e)*

 plus Medicare or Centrelink or Department of Veterans’ Affairs card

 plus change of name or marriage certificate if necessary.

 

Note: Refer to Verification of Identity Standard paragraph 4* 

   For Persons who are not Australian citizens or residents:
 6

 (a) Foreign passport

 plus another form of government issued photographic identity Document

 plus change of name or marriage certificate if necessary

 (b) Foreign passport

 plus full birth certificate

 plus another form of government issued identity Document

 plus change of name or marriage certificate if necessary. 

 *Paragraph 4.4(e) Schedule 8 NSW Participation Rules for Electronic Conveyancing

Note 

  • If categories 1 to 4 cannot be met, Category 5(a) may be used (see Identifier Declaration below).
  • A document containing text in a foreign language must be accompanied by an English translation. The translation must be signed on each page by the interpreter and be identified as an accurate translation of the document.
  • A ceremonial marriage certificate is not acceptable as supportive evidence.

A copy which is certified in NSW must be certified by one of the following:

  • a justice of the peace
  • a notary public
  • a commissioner of the court for taking affidavits
  • a solicitor authorised by subsection (1) of section 27, Oaths Act 1900 to take and receive any affidavit
  • another person by law authorised to administer an oath.

 Identifier Declaration

An Identifier Declaration certifies the identity of the person being referenced. The identity of the declarant must be supported by original or certified copies of documentation that meets all of the requirements in one of the categories numbered 1 to 4 in the table above.

The Identifier Declaration is in the form of a Statutory Declaration detailing the following:

  • the Identity Declarant’s name and address and
  • the Identity Declarant’s occupation and 
  • the Identity Declarant’s date of birth and 
  • the nature of the Identity Declarant’s relationship with the Person Being Identified and  
  • that the Identity Declarant is not a relative of the Person Being Identified and 
  • that the Identity Declarant is not a party to the Conveyancing Transaction(s) the Person Being Identified has or is entering into and 
  • the length of time that the Identity Declarant has known the Person Being Identified and 
  • that to the Identity Declarant’s knowledge, information and belief the Person Being Identified is who they purport to be.

If category 5(a) cannot be met, Category 5(b) may be used and -

The Identifier Declaration must be made by a person who is an Australian Legal Practitioner, a Bank Manager, Community Leader, Court Officer, Doctor, Land Council Officeholder, Licenced Conveyancer, Local Government Officeholder, Nurse, Public Servant or Police Officer.