Since 1 October 2019, we are now required to comply with new Verification of Identity standards for new and existing clients. You have been directed to this page so we can help you navigate the compulsory standards and help you gather the correct documentation you will need to verify your identity, particularly when you may be required to sign a Titles Registry document, such as a Transfer of Land. These standards are a compulsory requirement for any person who is asked to witness your signature on a Titles Registry document and, as such, you will find that any person who is being asked to witness your signature, will request these documents in order to comply with their obligations.
To verify your identity, you will need to provide original identity documents. The exact documents you will need will depend on what identity documents you have. If you are signing a Titles Registry document, you will also be required to provide sufficient evidence of your entitlement to sign the Titles Registry document. For example, if you are a seller of a property, you may be required to show a current rates notice or title search that shows your ownership of the property.
We have set out the table of Categories of identity documents for you below. When working through what identity documents you will need to provide, there are a few critical things to note:
- You will need the original document.
- All documents must be current (however, an expired Australian Passport, which was not cancelled and was current within the preceding 2 years is valid).
- To work out what identity documents you need from the below table:
- Start with Category 1 and work down;
- If Categories 1 to 4 cannot be met, Category 5(a) can be used.
- If Category 5(a) cannot be met, Category 5(b) can be used.
If you are signing Titles Registry documents (such as a Transfer of Land) a few additional and critical things to note are:
- The person witnessing your signature must ensure you are entitled to sign the Titles Registry document. To do this, the witness may need to:
- See an original and current rates notice, utilities bill, title search, loan documentation or sale contract regarding the land in question; and
- Compare the details on that evidence (e.g. lot and plan description, title reference).
- The person may decline to witness your signature if:
- You cannot meet these VOI requirements or provide supporting documents of your entitlement to sign the document; or
- They do not think you have the capacity to sign the document; or
- There are incomplete items on the document.
- The person witnessing your signature is required to retain a record of the following things, for a period of 7 years:
- Written record of the steps taken to verify the identity of the individual and ensure that the individual is the person entitled to sign the document; or
- Originals or copies of the documents and other evidence obtained to verify the identity of the individual. To do this, they will most likely take a scan copy of the for their record keeping purposes.
If you have any questions about what documents you need in preparing to verify your identity, please contact us on 07 3392 0099.
For further explanation of the requirements, for the purposes of signing and witnessing Titles Registry documents, you can view the official standards published in the Titles Registry’s Land Title Practice Manual here.