Proving your identity for NSW Registry applications
Understand what you need to provide to meet proof of identity requirements for applications to the NSW Registry of Births, Deaths & Marriages.
When you need to prove your identity
To process an application for a life event, certificate, or request for information, the Registry must first verify your identity.
By verifying your identity when we receive an application, we can protect your privacy, prevent fraud, and ensure Registry records remain accurate and secure.
If you don’t provide proof of identity documents, it will delay and possibly prevent the Registry from processing your application.
What you need to prove your identity
For most Registry applications, you need to provide 2 proof of identity documents – 1 from each of the lists below.
All proof of identity documents must be current (unless otherwise stated). The items highlighted in bold can be checked faster than others.
List 1
Please provide 1 document from the list below:
- Australian birth certificate
- Australian citizenship certificate
- Australian citizenship by descent certificate
- Australian passport (current or expired within the last 3 years)
- Australian driver licence (includes Learner, Provisional and Full licences)
- Australian visa (using a foreign passport)
- ImmiCard
- Confirmation of Aboriginality and/or Torres Strait Islander heritage
- Firearms licence
- Foreign passport
- Foreign birth certificate (and English translation if applicable)
- Foreign driver licence (and English translation if applicable)
- Proof of age/photo ID card
- Veteran card issued by the Department of Veterans’ Affairs
List 2
Please provide 1 document from the list below:
- Australian driver licence (includes Learner, Provisional and Full licences)
- Australian Document of Identity issued by the Department of Foreign Affairs and Trade
- Aviation Security Identification Card (ASIC)
- Centrelink concession card
- Maritime Security Identification Card (MSIC)
- Medicare card
- UN Convention Travel Document (Titre de Voyage)
- Certificate of Currency for private health insurance
- Confirmation of Aboriginality and/or Torres Strait Islander heritage
- Council rates notice from the last 3 months
- Lease agreement
- NSW Corrective Services release certificate
- Proof of age/photo ID card
- Security/crowd control licence
- Student ID card issued by TAFE or university
- Student ID card or letter or invoice issued by an Australian school
- Veteran card issued by the Department of Veterans’ Affairs
Make your identity verification quick and easy
Some proof of identity documents are faster to check than others.
To make your proof of identity check quick and easy, try to provide the identity documents that are listed in bold and include your date of birth. For example, an Australian passport and a driver licence issued by an Australian state or territory.
With your consent, documents listed above in bold can be digitally verified using the Commonwealth Document Verification Service (DVS). A DVS check is a fast and secure way to verify your identity. Learn more about how we verify, use and store your information in our privacy collection notice. It also outlines the alternative process if you do not consent to a DVS check.
Identity documents not in English
If you are providing foreign identity documents that are not in English, they must be translated in full and stamped by a translator accredited by the National Accreditation Authority for Translators and Interpreters (NAATI).
Include both a copy of the foreign language and translated documents with your application.
Different names on your identity document and application
If your name has changed and your identity document does not match the name on your application, you need to show how your name has changed with one of the following:
- Marriage certificate*
- Change of name certificate*
- Amended birth certificate*
- Court order
- Deed poll.
This is in addition to the identity documents required by your application.
*If these events happened in NSW, please provide the registration number or date of event (if available) to help us find and match records held in the Register. If they happened outside of NSW, you need to provide a copy of the certificate.
Sharing your linking document
If you are submitting an online application, the Registry team may contact you for this information. Registry phone calls to a mobile phone are identified to make it easier for you to take our call.
If you are submitting an application in-person or by post, you need to include your linking document registration number on your form or include a copy of the certificate with your application and other proof of identity documents.
Applying on behalf of someone else
Registry records are confidential. We can only provide information and/or certificates to people who are entitled under the Registry’s access policy.
If you are applying on behalf of someone else, you need to be authorised to do so. This means the applicant (person who the application is for) must sign a letter of authority granting you permission as an authorised agent.
This applies to third parties and authorised support people including family members, friends, carers and anyone acting in a professional capacity. Solicitors and government casework practitioners have specific requirements.
Legal guardians and people with power of attorney do not need a letter of authority. They should provide a copy of their power of attorney or guardianship order instead.
When you cannot meet proof of identity requirements
If you cannot meet the proof of identity requirements, complete your application and submit it with any identification documents you do have.
Please ensure your contact details, including your email address and mobile number, are included on the form. We will assess your application based on the information provided and may contact you if we need anything further.
How to submit your proof of identity documents
The way you submit your proof of identity documents depends on what you are applying for. You can submit some applications online while others need to be submitted by post or in-person at a Service NSW centre.
Whatever method you use, make sure you submit your proof of identity documents at the same time as your application.
Application and processing times
Processing times begin once your application is complete and your proof of identity documents have been successfully verified, either through the DVS or manually where required.
If any information is missing or your identity documents are incomplete, incorrect, or do not meet our requirements, you may need to provide replacement documents before we can process your application.
Before you submit your application, take a few minutes to:
- confirm you have the correct, current identity documents listed above
- check that the details on your identity documents match your application. If they do not, include linking documents.
If you think your ID may not verify, contact the issuing agency before you apply, or provide another document from the proof of identity list.
To help avoid delays or other issues, make sure your application is complete. Incomplete applications may not be eligible for a refund. Checking your application before submission can help it move through processing more smoothly.
Protect your identity
When completing proof of identity checks, never share your credit card details or tax file number with us.
This could expose you to identity theft, financial fraud, and scams.
Learn more about protecting yourself against identity theft with ID Support NSW.