This page is for organisations who support members of the Victorian Aboriginal community experiencing disadvantage. It helps you to help your clients get their birth certificate.
This information is available as a PDF fact sheet for you to download. You can also download posters to display in your location, or download content to share on your organisation's social media accounts.
Before you begin, it may help to read Supporting your Aboriginal clients to access our services – it provides helpful context and information.
How to help your client apply
1: Was your client born in Victoria?
If yes: proceed. BDM can issue certificates for births in Victoria only.
If no: contact the Registry of the state or territory in which they were born. If you cannot contact the relevant Registry, email bdm.koori@justice.vic.gov.au (External link) and we can help.
2: Apply for a birth certificate
You can either:
- Apply online. Note the order number in case you need to follow up with us; or
- Request a paper or emailed form by emailing bdm.koori@justice.vic.gov.au (External link)
If you want us to waive the fee for your client’s certificate, you’ll need to complete a paper form. Fee waiver applications are not available online.
3: Provide certified proof of identity documents
For more information, refer to:
- Proving your identity, or
- Email bdm.koori@justice.vic.gov.au (External link) if you require information about our proof of identity exceptions. All identity documents must be certified copies and current, or dated within the last 12 months. Check the rules about who can certify documents. (External link)
4: Complete the fee waiver form
Print, sign and attach the fee waiver form, if applicable.
5: Submit the application to BDM
You can assist your client to submit their application by one of the following methods:
If you need assistance, please emailbdm.koori@justice.vic.gov.au (External link). In the subject line, reference ‘assisting an Aboriginal community member or client’. This helps us manage these enquiries.
Document checklist
Remember to provide all documents at the same time (with the application).
The application form
Plus, if applying for fee waiver:
- Fee waiver form
- Any required evidence to support the fee waiver application
Certified and current identity documents as set out below.
Any statutory declarations or other documents set out below.
Additional documents you need to provide will depend on the way you’re supporting your client:
Guarantor-assisted application
Use when your client does not have enough proof of identity for their application.
What to provide
- Any proof of identity your client has that outlines their name (refer to our Proof of identity exception policy for guidance)
- Your proof of identity (refer to our standard proof of identity requirements).
- A statutory declaration (External link) from both you and your client outlining:
- How you know each other
- How long you have known each other
- Why they need the birth certificate.
Check out who can witness statutory declarations here (External link).
If you’ve already provided this information as part of a fee waiver application, you don’t need to do another statutory declaration. However, your client must still provide their own statutory declaration.
If there is an issue with the documentation provided, BDM will contact you to discuss further and work with you to get the information you need.
Third party authority application
Use when your client:
- Has enough proof of identity, and
- Gives you authority to apply on their behalf.
What to provide
- Your client’s proof of identity
- Your proof of identity (refer to our standard proof of identity requirements)
- Plus, either:
- Our third party authority form, or
- A letter that outlines your client’s consent for you to access their birth certificate.
General assistance
Use when your client has enough proof of identity.
What to provide
You can generally assist with:
- Completing the application form
- Collecting and certifying their proof of identity
- Submitting the application to BDM.
Contact us
We are here to help. If in doubt, contact us to discuss. It’s important you have the right information.
- Email bdm.koori@justice.vic.gov.au (External link)
- In the subject line, mention 'assisting an Aboriginal community member or client'. This helps us manage these enquiries.
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