How to Get an Appointment for an Apostille at DFAT in Australia

An apostille is an official certificate issued by DFAT under the Hague Apostille Convention. It confirms that an Australian public document (e.g., a birth certificate, court order, notarial certificate) is authentic, so it can be recognised overseas without further embassy or consulate legalisation.

In Sydney and across Australia, apostilles are issued by DFAT’s Australian Passport Offices and authorised service counters. Here’s what you need to know about booking an appointment and meeting the requirements.

1. Booking an Appointment for Apostille Services

Step 1: Access DFAT’s Legalisation Portal

Appointments must be booked through the DFAT “Legalisation of Documents” online system (via the Australian Passport Office website).
Select “Apostille/Authentications” and choose your state (Sydney, Melbourne, Brisbane, etc.).

Step 2: Choose Appointment Type

Counter Appointment: For urgent matters or where you prefer face-to-face service.
Mail-in Service: If you don’t need a personal appointment, you can post your documents to DFAT’s Melbourne office with the correct payment and return envelope.

Step 3: Confirm Details

Appointments are typically booked for a specific document set, and DFAT requires you to state how many documents you’re presenting.
Ensure you book early—appointment slots in Sydney and Melbourne often fill quickly.

Step 4: Attend with ID and Documents

Arrive on time with:
- The original documents to be apostilled.
- Valid photo ID (passport or driver’s licence).
- Payment method (most offices accept card only, not cash).

2. Requirements for Getting an Apostille

Before DFAT can issue an apostille, your documents must meet certain criteria:

A. Document Eligibility

Australian Public Documents Only: DFAT only apostilles documents issued or certified in Australia. Examples include:
- Birth, death, and marriage certificates issued by Australian Registries of Births, Deaths and Marriages.
- Court documents (with an original court seal).
- Australian government documents (e.g., criminal history checks from AFP).
- Education documents only after notarisation by an Australian Notary Public.

B. Certification Requirements

If your document was issued by an Australian government agency, DFAT accepts it in its original form.
If it is a private document (e.g., a power of attorney, degree certificate, company document):
- It must first be notarised by an Australian Notary Public

C. Document Presentation

Originals only: Photocopies cannot be apostilled unless notarised as “true copies.”
Correct format: Documents must be complete, legible, and contain official signatures/stamps DFAT can verify.

3. Fees and Processing

Fee per apostille: AUD $102 (as of 2025, rises indexed to inflation each year).
Payment: Usually card at the counter, or cheque/money order if lodging by mail.
Processing time:
- Counter service: often same-day or within a few business days.
- Mail-in service: allow 2–4 weeks, depending on workload and postage.

4. Apostille vs. Authentication

Apostille: For countries that are members of the Hague Apostille Convention (e.g., India, most of Europe, UK, USA).
Authentication: For non-Hague countries, DFAT issues an authentication certificate, after which you must take it to the foreign country’s embassy/consulate in Australia.

5. Practical Tips

Check destination country: Confirm if the country requires an apostille (Hague) or authentication (non-Hague).
Book early: Appointments can book out weeks in advance in Sydney and Melbourne.
Bundle documents: If you need multiple documents apostilled, bring them all together to save repeat trips.
Use a Notary Public for private documents: DFAT will not apostille most private documents without prior notarisation.

Summary

To get an apostille from DFAT in Sydney or elsewhere in Australia, you must:

Book an appointment via DFAT’s online legalisation service (or use the mail-in option).
Prepare documents: ensure originals are official, or notarised if private.
Bring valid ID and payment to your appointment.
Pay the fee.
Collect your apostilled documents, usually within 3 working days (counter) or within weeks (mail-in).

An apostille ensures your Australian documents are legally recognised in over 120 Hague Convention countries, making it essential for migration, business, marriage, education, or legal purposes overseas.