Supporting documents for other Registry services

You need to provide evidence of both financial hardship and immediate need.

Evidence of financial hardship

You must provide evidence showing why the certificate application fee can’t be paid.

You may need to provide more than 1 of these documents to show financial hardship. For example, a combination of your:

• current healthcare or pension cards
• recent Centrelink support payment statement
• recent bank statements, payslips or proof of income
• recent evidence of employment circumstances
• evidence of inability to access funds
  • this could be a letter from a
    • domestic violence support service
    • doctor
    • counsellor
    • social worker
    • temporary or crisis accommodation provider
  • the letter needs to confirm that
    • you are experiencing domestic, family violence or currently using their service
    • because of this, you can’t access your money or financial support.

Evidence of immediate need

You also need to show proof that you have an immediate need of the service you are applying for, such as:

• a letter from a school you wish to enrol your child in, which states
  • that you must provide a birth certificate to them
  • that no exemptions are available and
  • a due date within 28 days of the application.
• a written offer of accommodation, employment, medical treatment or other service, which states
  • a need to provide a certificate for their service
  • a due date within 28 days of the application.

You were born or adopted overseas

Evidence of Queensland residency

You need to provide evidence that you currently live in Queensland and have lived here for at least the past 12 months, such as:

• rental agreement(s)
• rates notices
• utility bills
• a letter from your current employer or educational institution stating
  • how long you have lived in Queensland
  • how long the person has known you and
  • the letter must be dated and signed on letterhead.

Evidence of overseas birth or adoption

If you can't provide a birth certificate, we may accept the following if the document shows the birth name:

• a travel document
• a passport issued by your country of birth with a letter from the consulate confirming your details, and
• a statutory declaration that
  • explains why the birth certificate isn't available
  • includes name at birth
  • includes date and place of birth.

Your current name is different to the name on your birth certificate

You need to provide evidence of the name change, such as:

• a marriage certificate
• family deed poll document
• change of name document.

You are in the custody of Corrective Services or have been convicted of certain types of offences

You must get written approval before applying from:

• the Chief Executive of Corrective Services
  • if you are in custody or
  • a released prison under the Dangerous Prisoners (Sexual Offenders) Act 2003
• the Police Commissioner if you are
  • a reportable offender under the Child Protection (Offender Reporting and Offender Prohibition Order) Act 2004.

You are one parent applying alone

If one parent is listed on the birth registration and is the parent applying, no additional supporting documents are required.

If both parents are listed on the child’s birth registration and only one parent is applying. You need to provide evidence, such as:

• you have a Queensland Magistrates Court order, ordering a change of name or change of sex
• the child’s birth certificate showing you are the child’s parent and there is no details for your child’s other parent listed
• a death certificate if the other parent is deceased
• a Family Law order showing you have sole parental responsibility.

You are applying as a legal guardian or have legal responsibility for the child

You need to provide evidence, such as:

• a Family Law order
• Child Protection order
• a will showing you have legal parental responsibility.

The current name of either parent or the child’s is different to the name on the child’s birth certificate

You need to provide evidence, such as:

• marriage certificate
• family deed poll document
• change of name document.

The child was born or adopted overseas

Evidence of Queensland residency

You need to provide evidence that the child currently lives in Queensland and has lived here for at least the past 12 months, such as:

• a letter from a day care or school, stating
  • how long they have lived in Queensland
  • how long the person has known them and
  • the letter must be on letterhead, signed and dated.

Evidence of overseas birth or adoption

If you can't provide a birth certificate, we may accept the following if the document shows the birth name:

• a travel document
• a passport issued by your country of birth with a letter from the consulate confirming your details, and
• a statutory declaration that
  • explains why the birth certificate isn't available
  • includes name at birth
  • includes date and place of birth.

Your name has changed

Your current name is different from:

• the name shown in the register or
• the name shown on documents that prove your relationship.

You need to provide evidence, such as:

• a change of name certificate
• a marriage certificate
• a deed poll.

Proof of your relationship if you are not the donor or donor conceived person

The documents you need to provide depend on your relationship to the donor or donor conceived person.

Parent of donor conceived person

• a copy of the birth certificate showing you are the parent of the donor conceived person.

Person with parental responsibility for donor conceived person

You need to provide either:

• a copy of a child protection order showing you as their guardian
• a copy of a will naming you as their guardian
• a copy of court order giving you parental responsibility for major long-term decisions for them. For example, a parenting order made under Part VII of the Family Law Act 1975.

Interstate donor conceived person

You must provide proof that you are the donor conceived offspring of a donor whose donation was used in Queensland.

Provide a copy of a letter or other document confirming your connection to the donor. This can be from an interstate donor conception register or fertility clinic. The document should include the donor’s:

• full name
• donor ID code
• date of birth, if known
• place of birth, if known.

Descendant of a donor conceived person

You must provide proof that you are a direct descendant of the donor conceived person. This means you are their child or grandchild.

Provide copies of birth certificates that show your relationship to the donor conceived person.

Child of a donor (not donor conceived)

• a copy of your birth certificate showing the donor as your parent.

You have been married before

You need to provide evidence, such as:

• proof of divorce documents
• a death certificate.

You are not the person

You need to provide:

• your proof of ID documents and
• the person’s
  • written authority
  • proof of their ID
  • other supporting documents (as required).

Your name or the person’s name has changed

You need to provide evidence, such as:

• a change of name document
• a family deed poll document
• a marriage certificate
• proof of divorce documents.

The documents you need to provide will depend on why you are asking for an exception.

Safety and protection

• Domestic violence
  • a letter from the police, domestic violence service or counsellor helping you
• Persecution in your country of origin
  • a letter from an organisation helping you
  • the letter must explain the danger you face and why the change of name is needed

Born overseas

• Recently married or divorced and do not meet the 12-month residency in Queensland rule
  • a copy of the marriage certificate or divorce order
  • an explanation of how the name change relates to the marriage or divorce
  • an explanation of why the 12-month residency rule cannot be met
• Other exceptional circumstances
  • an explanation of your situation
  • evidence to support your reason.

Born in another state or territory

• an explanation for why you cannot apply for a name change in that state or territory
• evidence to support your reason.

Limits to name changes

This includes if:

• you want to change your name within 12 months of a previous name change
• you have reached the change of name limit
• you want to change your name to affirm your gender identity or sex

You must provide:

• an explanation of your situation
• why another name change is needed
• evidence to support your reason.

You are the person

You must give evidence of the name change such as a:

• deed poll document
• change of name document from another state
• court order.

You have been married before

You need to provide evidence such as:

• proof of divorce documents
• a death certificate.

If one partner is not living in Queensland

• evidence 1 partner lives at a Queensland address from the proof of ID home address evidence.

You are applying to register an order

You need to provide:

• Childrens Court parentage order or
• Childrens Court discharge order.

Your name or the person's name has changed

You need to provide evidence, such as:

• a change of name document
• a family deed poll document
• a marriage certificate
• proof of divorce documents.