Australian companies often need ASIC documents when opening overseas bank accounts, establishing subsidiaries or completing international transactions. The receiving organisation may ask for an apostille before accepting those records. Obtaining one involves choosing the right company document, checking whether notarisation is necessary and submitting an eligible document to the Department of Foreign Affairs and Trade (DFAT). The process is manageable when the requirements are clarified early, but an apostille on the wrong document may not satisfy the overseas recipient.
An apostille is a certificate issued under the Hague Apostille Convention. It verifies a public document’s origin through the relevant signature, official capacity and seal or stamp. Where the Convention applies between Australia and the destination country, it generally replaces traditional diplomatic or consular legalisation for covered documents. It does not verify every statement within an ASIC record, guarantee a company’s financial position or establish that a proposed transaction is lawful. Those questions require their own evidence and assessment.
Start by asking the overseas recipient exactly what it requires. Obtain a written checklist identifying each document, the required issue date and whether notarised copies are acceptable. Confirm that an apostille is the appropriate form of legalisation. If the Convention does not apply, authentication and consular legalisation may be needed instead. Ask whether the recipient needs separate documents or will accept a combined certificate with attachments. Resolving these questions before ordering searches can prevent repeated certification and avoidable courier costs.
For example, a bank may require a recently issued extract identifying current officers, while a foreign registry may request incorporation evidence. Sending only a registration certificate to the bank could leave its request unanswered, even if that certificate has been correctly notarised and apostilled for overseas use.
Next, identify the correct ASIC product. A current company extract provides current register information, while a current and historical extract includes historical details. ASIC also provides access to publicly available lodged documents. A company registration certificate serves a different purpose from an extract: it records incorporation rather than providing a complete current corporate profile. Ask whether the recipient needs evidence of registration, current officers, ownership information or changes over time. The answer determines which records should be obtained.
ASIC-certified copies require particular attention. ASIC offers certified copies of certain publicly available lodged documents, bearing an original ASIC stamp and signature. Its guidance states that it cannot certify copies of registration certificates or register extracts through that service. Consequently, a request for a “certified ASIC extract” may mean a copy certified by a notary, rather than an ASIC-certified document. Clarify the intended form before paying for documents or arranging legalisation. Do not assume these two certifications are interchangeable.
Check whether DFAT can legalise your document directly. Its guidance includes Australian government commercial documents, such as ASIC documents, among eligible categories. An acceptable original may not need prior notarisation. A copy generally requires certification by an Australian notary public. Electronic documents are assessed separately: DFAT accepts only a limited range and may request an original email or portal access. It distinguishes electronically issued documents from scans. A printout or PDF should therefore not automatically be assumed eligible.
If notarisation is required, send the notary the complete ASIC document and the recipient’s instructions. Explain where the document came from and retain the original electronic file or correspondence. The notary will determine the appropriate verification and certificate wording. This may involve obtaining records directly rather than relying on a supplied screenshot. Confirm whether the requested act is simply certification of a copy or preparation of a broader corporate certificate, because these services establish different matters and may involve different enquiries.
A request for a certificate of good standing should be addressed separately. Attaching an apostille to a company extract does not transform that extract into a notarial opinion about the company’s status. If the recipient requires a notarial certificate, clarify the facts to be certified and provide those instructions before preparation. Similarly, a company constitution, board resolution or power of attorney is not automatically an ASIC-issued document merely because it concerns an Australian company. Each item needs the appropriate treatment.
Once the document is ready, complete DFAT’s Document legalisation request form. In Australia, applications can be submitted by mail or through an appointment at an Australian Passport Office. Someone may attend on your behalf. For an appointment, bring the prepared documents, completed form and payment card. Follow DFAT’s current mailing instructions if posting, including payment authorisation and a self-addressed registered post envelope. Retain tracking details. Incomplete applications can be returned, so check every required field and attachment before submission. [4]
DFAT checks the relevant signature or seal and issues the apostille if the document qualifies. For notarised material, this generally concerns the notary’s signature or seal. Processing can take longer where verification requires further enquiries. DFAT’s published fee is AUD $105 for an apostille or authentication as at September 2026; fees are adjusted annually. ASIC charges, notarial fees, translations and delivery are additional where applicable. Check current charges and allow for processing and transport before committing to an overseas deadline.
Before arranging translation, ask which parts of the package need translating. The recipient may require the ASIC record, the notarial certificate, the apostille or all three. Confirm the translator qualifications and certification it accepts. It may be more efficient to translate after legalisation if the apostille must also be translated. Keep the completed documents and attachments together. Removing pages or changing a certified record can undermine the package and create uncertainty about which material the apostille relates to.
Finally, review the returned package before dispatch. Check the company name and number, confirm that all requested records are included and ensure the recipient’s instructions have been addressed. Keep a complete scan for your records, while sending originals where required. If the transaction is delayed, ask whether fresh company information will be necessary. An apostille authenticates a document’s origin; it does not keep its corporate information current. Careful selection, appropriate notarisation and complete submission provide the strongest foundation for successful overseas use.