Quick answer: who can certify documents in NZ?
Commonly accepted certifiers in New Zealand can include a Justice of the Peace (JP), a lawyer or solicitor, a court official such as a Registrar or Deputy Registrar, or a Notary Public.
But there is no single certifier who is automatically accepted for every document and every purpose. The organisation receiving your document decides whose certification it will accept.
The New Zealand Ministry of Justice explains that, for certified copies required by the courts, the certifier will probably be a JP, Solicitor of the High Court, Notary Public or Deputy Registrar. Other organisations publish their own approved-certifier lists, so the safest rule is simple: check the receiving organisation's instructions before having the copy certified.
Source checked: New Zealand Ministry of Justice guidance on witnessed, certified and authenticated documents.
What is a certified copy?
A certified copy is a copy of an original document that an accepted person has checked against the original and endorsed as a true copy. The certifier normally adds wording confirming what they have checked, along with identifying details, a signature and a date.
Certification does not turn the copy into a new original. It provides evidence that the copy presented matches the original document sighted by the certifier.
Who commonly certifies documents in New Zealand?
Justice of the Peace (JP)
JPs commonly certify document copies for many New Zealand purposes. They are often a good starting point for ordinary domestic certification, provided the receiving organisation accepts a JP.
Lawyer or solicitor
Lawyers are commonly accepted certifiers for many domestic processes. However, an ordinary solicitor is not the same as a Notary Public.
Court official
A Court Registrar or Deputy Registrar may be accepted in some processes. Availability and what a court can certify can vary.
Notary Public
A Notary Public performs formal notarial acts and is particularly important for documents intended for overseas use when notarisation is specifically required.
JP vs lawyer vs Notary Public: what is the difference?
| Certifier | Common NZ use | Overseas / apostille point |
|---|---|---|
| Justice of the Peace | Common certified copies and witnessing where accepted. | Not sufficient where DIA specifically requires notarisation for apostille or authentication. |
| Lawyer / solicitor | Common certification and witnessing where accepted. | An ordinary solicitor is not automatically a Notary Public. |
| Court Registrar / Deputy Registrar | May certify certain copies or witness documents for court-related purposes. | Not a substitute for a Notary Public where notarisation is specifically required. |
| Notary Public | Formal notarisation and notarial acts. | Often relevant to overseas-use documents and required by DIA for certain documents before apostille/authentication. |
If you are trying to decide between a JP and a Notary Public, the key question is not simply “who is available?” It is what does the receiving organisation require? For a direct comparison, read JP vs Notary Public NZ.
Who can certify a copy of a passport in New Zealand?
For an ordinary New Zealand process, the acceptable passport certifier depends on the organisation requesting the passport copy. A JP, lawyer, court official or Notary Public may be acceptable depending on that organisation's rules.
For overseas apostille or authentication, the rules can be much stricter. The Department of Internal Affairs Authentication Unit states that for a New Zealand passport it will accept a copy notarised by an NZ Notary Public. Alternatively, an original passport can be couriered to the Authentication Unit so the Passports Office can make a certified copy, which can add processing time. See Certified Copy of a Passport NZ for the passport-specific pathway.
Passport going overseas?
Do not assume that a JP-certified passport copy will work for an apostille or authentication. Check the exact DIA and overseas receiving-authority requirements first.
Apostille NZ assistance • Document authentication assistance
Can a police officer certify documents in NZ?
There is no universal yes-or-no answer. Some organisations may accept certification by a police officer while others specifically do not.
For example, the University of Auckland lists JPs, lawyers, court officials and Notaries Public among approved certifiers for its admissions documents, and specifically lists police officers among certifiers it does not accept for that purpose.
That is a good example of why you should never rely only on a generic internet list. Check the instructions from the organisation that will actually receive your document.
Source checked: University of Auckland guidance on certified copies for admissions.
What wording is used when certifying documents?
The exact wording can depend on the receiving organisation. A certifier will generally state that the copy is a true copy of the original they have sighted, then add the information required by that organisation.
For example, the University of Auckland says each page submitted for its admissions process must be correctly witnessed with the wording “Original Sighted, Certified True Copy”, dated and signed. It also asks for identifying details where they are not already included in the certifier's stamp.
This wording should not be treated as a universal template for every organisation. If the recipient provides specific certification wording, use its wording.
Does every page need to be certified?
Sometimes yes, but not always. Again, it depends on the receiving organisation and the type of document.
For example, the University of Auckland requires each page of its admissions documents to carry the required certification. For a DIA notarial act used in the apostille or authentication process, the Notary Public must make it clear they have seen all pages of the document.
Using a certified document overseas
This is where people most often get caught out. A certified copy and an apostille are not the same thing.
When a New Zealand document is being used in another country, the overseas organisation may require:
- the original document
- a certified copy
- a notarised copy
- an apostille
- authentication
- a translation
- or a combination of these steps.
Whether an apostille or authentication is required depends principally on the country where the document will be used and the requirements of the receiving organisation. If you are unsure which legalisation route applies, read Apostille vs Authentication NZ.
When is a JP not enough?
The clearest example is when the Department of Internal Affairs requires a document to be notarised before it can be apostilled or authenticated.
DIA's current guidance is explicit: if your document needs notarisation for apostille or authentication, you must use a New Zealand Notary Public. DIA says not to have that document certified by a Justice of the Peace or ordinary solicitor because it will not be able to be apostilled or authenticated on that basis.
Examples listed by DIA that can require an original or copy notarised by an NZ Notary Public include powers of attorney, certain education records, wills, deeds, employment documents, medical records, translations and other personal documents. The requirements depend on the specific document category. For the wider preparation rules, see NZ Apostille Requirements.
Source checked: New Zealand Government Authentication Unit document requirements.
Certified copy vs notarised copy vs apostille
| Term | What it generally means | Who / authority |
|---|---|---|
| Certified copy | A copy has been compared with an original and endorsed as a true copy. | An accepted certifier, depending on the receiving organisation. |
| Notarised copy | A Notary Public performs a formal Notarial Act, such as certifying a true copy or witnessing a signature. | New Zealand Notary Public. |
| Apostille | A certificate used for eligible documents being presented in apostille countries, confirming the authenticity of the relevant signature, stamp or seal. | NZ Department of Internal Affairs Authentication Unit. |
| Authentication | A different government authentication route used for countries that do not use the apostille process in the same way. | NZ Department of Internal Affairs, with further steps depending on country/category. |
Common certification mistakes
- Having a copy certified before checking who the receiving organisation accepts.
- Assuming a JP-certified copy automatically works overseas.
- Using an ordinary solicitor when the process specifically requires a Notary Public.
- Submitting a copy when the receiving organisation requires an original.
- Missing the certifier's date, signature, title, stamp or other required details.
- Certifying only the first page when the receiving organisation requires every page to be covered.
- Using an older certified copy when the recipient requires a recently issued or recently certified document.
What should you do before getting a document certified?
Ask who will receive it
Identify the exact bank, university, government agency, employer, embassy, court or overseas authority asking for the document.
Check its written requirements
Look for the approved certifier list, wording, date requirements, original/copy rules and whether every page must be certified.
Check whether it is for overseas use
If it is going overseas, confirm whether notarisation, apostille, authentication or translation is also required.
Use the correct certifier
Only after you know the recipient's requirements should you arrange the certification or notarisation.
When NZ Document Assist Can Help
If the document is for overseas use, we can help you organise the administrative pathway before you spend time arranging the wrong type of certification.
Check the Requirement First
We can help review what the overseas receiving organisation has asked for and identify the likely NZ administrative steps.
Coordinate the Next Steps
Where appropriate, we can coordinate notary appointments, apostille or authentication handling, translation and courier return.
Start with our Documents for Overseas Use guide if you are not yet sure what process applies. You can also see How It Works for the full coordination process.
Frequently asked questions
Who can certify documents in New Zealand?
Commonly accepted certifiers can include a JP, lawyer or solicitor, court official such as a Registrar or Deputy Registrar, or Notary Public. The receiving organisation decides who it accepts.
Can a JP certify documents in NZ?
Yes, JPs commonly certify copies for many New Zealand purposes. But you should still check whether the organisation requesting the document accepts JP certification.
Can a police officer certify documents in NZ?
Sometimes, depending on the recipient. There is no universal rule. Some organisations specifically do not accept police certification, so check the receiving organisation's list.
Who can certify a copy of a passport in NZ?
For domestic use, it depends on the recipient. For a NZ passport that must go through DIA apostille/authentication, the Authentication Unit accepts a copy notarised by an NZ Notary Public, or the original passport can be sent so the Passports Office can make a certified copy.
Is a certified copy the same as a notarised copy?
No. A notarised copy involves a formal Notarial Act by a Notary Public. A general certified copy may be certified by another accepted person such as a JP or lawyer, depending on the recipient.
Can a JP certify a document for an apostille?
Not when DIA requires notarisation. In that situation, DIA requires a New Zealand Notary Public rather than a JP or ordinary solicitor.
Does every page need certification?
It depends on the recipient. Some organisations require each page to be certified. Always follow the instructions for the specific process.
How long is a certified document valid for?
There is no single universal validity period for all certified documents. A recipient may require a recently issued or recently certified document, so check before relying on an older copy.