Certified Copy - Quick Overview
- Meaning: A document certified as a true copy of an original by someone authorised to do so.
- Why it matters: Certified copy controls reduce identity fraud risk, especially for remote onboarding and higher risk customers.
- Where the authorised list sits: AML and CTF Rules 2007, Chapter 1, Part 1.2.
- Practical how to steps: Australian Government guidance explains how referees certify documents, what wording to use, and what details to include.
What is a certified copy
AUSTRAC defines a certified copy as a document certified as a true copy of an original document by someone authorised to do so. AUSTRAC points businesses to Chapter 1, Part 1.2 of the AML and CTF Rules for the list of authorised certifiers.
In plain English, a certified copy is used when you cannot reliably sight the original document yourself, or when your procedures require stronger assurance that the document has not been altered.
Who can certify a certified copy under the AML and CTF Rules
The AML and CTF Rules set out who can certify a document as a certified copy. The list includes, for example, legal practitioners enrolled on the roll, judges, magistrates, justices of the peace, notaries public, police officers, certain Australia Post staff, Australian consular or diplomatic officers, and certain financial services professionals, including qualified members of recognised professional accounting bodies subject to the Rule conditions.
This list is critical because businesses sometimes accept certifications from people who are not authorised for AML and CTF purposes, which weakens the reliability of identity verification.
How to get a certified copy in Australia
Australian Government guidance provides a practical approach to certification. For example, Services Australia describes that the referee should sight the original and the copy, write a certification statement on each copy, sign each copy, and include referee details such as name, address, and phone number. It also describes how to handle multi page documents.
For Tranche 2 businesses, the exact process you adopt should be consistent with your risk assessment and your onboarding model, including whether you onboard customers in person or remotely.
Why certified copy matters in AML and CTF compliance
Certified copy is not a paperwork exercise. It is a control designed to address a specific risk: identity fraud.
Identity fraud supports money laundering because it allows criminals to hide behind false names, stolen documents, or manipulated records. A certified copy process improves integrity by involving a trusted certifier who attests that the copy matches the original.
This becomes more important when your service is high risk, the customer is not physically present, or the transaction is unusually large or complex.
Where Tranche 2 entities will use certified copies
Lawyers, conveyancers, and trust and company service providers
These firms often onboard clients who may not visit the office, including overseas clients. Certified copy processes can be part of a robust remote onboarding framework.
Accountants and tax advisers
Accountants often onboard new entities, directors, and beneficial owners, and may rely on certified identity documents where direct sighting is not practical.
Real estate professionals
Real estate businesses deal with high value transactions and complex funding. Certified copy controls may be used for higher risk customers or where identity documents cannot be sighted directly.
Examples of good and poor certified copy practice
Best practice for Tranche 2 compliance teams
Define when certified copy is required in your procedures, such as remote onboarding, higher risk customers, or where identity documents cannot be sighted.
Use the AML and CTF Rules list to define who is authorised and train staff to spot incorrect certifications.
Adopt a consistent certification standard including wording, signature, date, and certifier contact details, reflecting Australian Government style guidance.
Protect privacy and security by storing certified copies securely, limiting access, and retaining only what is necessary for compliance.
Quality check certified copies as part of onboarding and periodic file reviews, especially during the transition to the reformed regime in 2026.
Common challenges
Staff accept certifications that do not meet AML and CTF Rules requirements
Certifications missing key details such as name and contact information
Multi page documents certified incorrectly
Weak record keeping that does not explain why certified copy was required
How Tranche 2 Consultants can help
Tranche 2 Consultants builds certified copy requirements into your end to end onboarding workflow, including document checklists, staff guidance, quality assurance steps, and file note templates that support consistent customer due diligence from day one of regulation.
Final Notes on Certified Copy
Certified copy is one of the simplest controls in the AML and CTF toolkit, yet it prevents many avoidable onboarding failures. Done well, it reduces identity fraud risk and supports strong customer due diligence as Tranche 2 sectors enter the regime in 2026.
“Bookmakers sit at a natural convergence point for cash, speed and anonymity. AUSTRAC’s focus reflects the reality that wagering platforms can be misused as value transfer mechanisms if risk controls are not actively applied.”
