Certifying or witnessing documents is generally standard across most organisations or businesses although there may be times where an organisation may request that a document is witnessed or certified with the inclusion of particular wording or using a particular method.
If a document has particular signing requirements and you do not adhere to them, it is likely the document will be rejected by the organisation or business.
How do I know if there are particular signing requirements?
The deponent is likely to be aware that the document requires a certain method of signing or the inclusion of particular wording. However, if you think that the particular document before you may require certain wording, it is good practice to read the instructions to confirm.
The section of the document you are required to sign is also likely to indicate any particular requirements.
What are some examples?
Documents with a photo
A common example of different certifying requirements is documents that contain a photo. In these instances, some organisations may request that when certifying such documents that in addition to the wording
“I certify that this is a true copy of the original”,
you also include the following
“… and the photograph is a true likeness of the person presenting the document as sighted by me.”
All documents
Some organisations will require particular details to be included that differ from our certifying copies of documents advice.
In addition to your signature, full name, JP initials, JP number, the date and the words “Justice of the Peace”, you might also need to include your phone number and occupation or profession.
The Australian Health Practitioner Regulation Authority and National Boards signing requirements for documents are the most common example of differing signing requirements.
Another example is the Teachers Registration Board of Tasmania. Visit Applying for Teacher Registration Guide for more information on their specific requirements.