DOCUMENT FORMALITIES EXPLAINED
NAATI Translation vs Certified Copy, Notarisation and Apostille
These are different processes. A NAATI translation renders content into another language. A certified copy confirms that a copy matches an original. Notarisation is an act performed by a notary for a specified purpose. An Apostille or Authentication issued by DFAT verifies the signature, stamp or seal on an eligible Australian public document for use overseas. One does not automatically replace the others.
Quick Comparison
| Process | What it does | Who controls the requirement | What it does not prove |
|---|---|---|---|
| NAATI translation | Translates document content between languages and identifies the responsible certified practitioner. | The receiving organisation specifies whether it needs a NAATI or other accredited translation. | It does not authenticate the source document or guarantee acceptance. |
| Certified copy | Confirms that a copy has been compared with an original under the applicable certification rules. | The receiving organisation specifies who may certify and what wording or format is required. | It does not translate the document. |
| Notarisation | A notary performs a requested notarial act, which can involve witnessing, certification or preparation for overseas use. | The receiving country or organisation determines whether notarisation is needed. | It is not automatically a translation or an Apostille. |
| Apostille / Authentication | DFAT verifies the signature, stamp or seal on an eligible Australian public document and attaches the relevant certificate. | The overseas destination’s rules and DFAT eligibility determine the process. | It does not translate the document or confirm that its substantive contents are true. |
What DFAT Says About Apostilles and Authentications
DFAT explains that foreign governments sometimes require proof that signatures of Australian officials on documents are genuine. Through the Australian Passport Office, DFAT checks an official signature, stamp or seal against a specimen and attaches an Authentication or Apostille stating specified facts.
This is a legalisation process for eligible Australian public documents. It is separate from translating the words on the document. The correct certificate and sequence depend on the destination country and the receiving authority.
Official source: Department of Foreign Affairs and Trade — Apostilles and Authentications.
Which Process Comes First?
There is no universal order. The correct sequence depends on the destination and on what must be verified. Before paying for any service:
- Ask the receiving organisation exactly what it needs: translation, certified copy, notarisation, Apostille, Authentication or a combination.
- Confirm whether it needs the original document, a copy or a newly issued record.
- Confirm which document or signature is to be legalised.
- Ask whether translation must happen before or after legalisation and whether the attached certificate also needs translation.
- Use DFAT or the relevant overseas authority for current legalisation instructions.
Examples of Different Requirements
Australian application, overseas document
The authority may ask for the original or an acceptable copy plus an English translation. It may not need an Australian Apostille at all.
Australian public document used overseas
The destination may ask for DFAT legalisation and a translation into its official language. Confirm the order with the destination authority.
Copy cannot be submitted as an original
The receiving organisation may require a certified or notarised copy under its own rules, in addition to any translation.
These examples are not universal instructions. A translation provider should not present legalisation as mandatory when the receiving body has not required it.
What AO Translation Can and Cannot Do
AO Translation provides document translation services. A translation quote covers the language work stated in the quote. It does not by itself include certified-copy witnessing, notarial services, Apostille or Authentication unless a separate service is expressly confirmed in writing.
If you have already received legalisation or notarial instructions, send the complete document package and the authority’s wording so the translation scope can be quoted accurately.
For a general service overview, see NAATI certified translation services. To compare full and partial scope, read Full or Extract Translation.
Frequently Asked Questions
Is a NAATI translation the same as a certified copy?
No. Translation converts content between languages. Certified-copy procedures confirm that a copy matches an original under specified rules. An authority may ask for one or both.
Does a NAATI stamp make a document legal overseas?
No. A translation stamp identifies the translation and practitioner; it is not DFAT legalisation. Ask the overseas receiving authority whether it needs an Apostille, Authentication, notarisation or another process.
Does an Apostille translate my document?
No. DFAT’s Apostille or Authentication process concerns the signature, stamp or seal on an eligible Australian public document. Translation is a separate service.
Do I need the Apostille translated too?
Possibly. If the receiving authority needs the entire legalised package in another language, the attached certificate may be part of the translation scope. Confirm this before ordering.
Can AO Translation tell me whether notarisation is legally required?
AO Translation can explain its translation scope, but the requirement should come from the receiving organisation, DFAT, a consulate or an appropriately qualified adviser. Translation information is not legal advice.
Next Step
First obtain the receiving authority’s written document instructions. Then send the complete material that must be translated—including any attached Apostille, Authentication or notarial certificate—for a written quote.
Review published translation pricing or request a document-specific quote.
Last reviewed: 18 September 2026. This page explains document processes in general and is not legal advice.
