IMPORTANT NOTICE                   

VOI was to be implemented Australia wide from 1 July 2015 however it has just been announced that this date will now be postponed. 

Please note, we foresee VOI to be in practice in the very near future so encourage you to be aware of how it will affect you, and to be aware of your requirements.

Q1. WHAT IS STANDARD VERIFICATION OF IDENTITY (VOI)?

The purpose of Standard Verification of Identity is to provide a framework for the verification of identity of a party involved in a conveyancing transaction and to reduce the potential risk of land title fraud and other improper land dealings.

Settlement in PEXA is similar to the way settlement occurs at the Stock Exchange and replaces the current practice of handling bank cheques and legal documents with an electronic system.   It means a safer, quicker and more efficient method of electronically settling transactions, transferring funds and registering documents.

Q2. WHAT DOES VOI MEAN FOR THE CLIENT?

In any conveyancing transaction, selling or buying, THE ONUS WILL BE ON YOU, the client(s).  This means that if you have signed a Contract you MUST abide by providing Balben Property Transfers with evidence of your identity(s) (VOI) before a transaction can settle.

It is not only mandatory, but legislation, that you produce evidence of your identity(s) to Balben. 

Q3. WHAT ARE THE IDENTITY REQUIREMENTS?

AS A GUIDE ONLY, to ensure you have the correct documents please check first with your VOI provider. 

Generally, you must produce original and current documents from one of the categories below. You should produce two category 1 documents if they have been issued to you. If you don't have the photo ID documents listed below, you need to produce a statutory declaration stating why you cannot produce documents from the first 3 categories. Then you need to produce category 4 documents.

Minimum document requirements for persons who are Australian citizens or residents:

Category 1 

Australian Passport or foreign passport and an Australian visa grant notice evidencing an Australian resident visa
plus Australian drivers licence or Photo Card
plus change of name or marriage certificate if necessary

Category 2

Australian Passport or foreign passport and an Australian visa grant notice evidencing an Australian resident visa
plus full birth certificate or citizenship certificate or descent certificate
plus Medicare or Centrelink or Department of Veterans’ Affairs card
plus change of name or marriage certificate if necessary

Category 3

Australian drivers licence or Photo Card
plus full birth certificate or citizenship certificate or descent certificate
plus Medicare or Centrelink or Department of Veterans’ Affairs card
plus change of name or marriage certificate if necessary

Category 4

A. Identifier Declaration
plus full birth certificate or citizenship certificate or descent certificate
plus Medicare or Centrelink or Department of Veterans’ Affairs card
plus change of name or marriage certificate if necessary
B. Identifier Declaration by a Person specified in Verification of Identity Standard paragraph 
plus Medicare or Centrelink or Department of Veterans’ Affairs card
plus change of name or marriage certificate if necessary

For persons who are not Australian citizens or residents:

Category 5

A. Foreign passport
plus another form of government issued photographic identity document
plus change of name or marriage certificate if necessary
B. Foreign Passport
plus full birth certificate
plus another form of government issued identity document
plus change of name or marriage certificate if necessary

IMPORTANT NOTES
1. Documents provided at the face to face meeting MUST BE CURRENT AND ORIGINAL DOCUMENTS at the date provided.
2. FAILURE to provide original and current documents at the face-to-face meeting, will incur additional rescheduling of appointment fees.
3. Verification of Identity Standard PARAGRAPH 4.4 READS
The Subscriber or the Subscriber Agent, must undertake reasonable enquiries to satisfy themselves that the Identity of the Declarant is:
(A) an adult (B) an individual who has known the Person Being Identified for more than 12 months (C) not a Relative of the Person Being Identified (D) not a party to the Conveyancing Transaction the Person Being Identified has or is entering into (E) where Category 4(B) is used, An Australian Legal Practitioner, a Bank Manager, Community Leader, Court Officer, Doctor, Land Council Officeholder, Licensed Conveyancer, Local Government Officeholder, Nurse, Public Servant or Police Officer” by example a possible Subscriber is IDSecure and a possible Subscriber Agent is Balben Property Transfers.

Q4. WHO CAN COMPLETE VOI

As your Conveyancer, we will help guide you through the process in the early stages of your transaction.   VOI can be easily obtained and digitally processed at any of the 1,500 participating Australia Post outlets nationwide.  Refer to their website for further information.

If for any reason you are unable to attend Australia Post, then there are currently two (2) other VOI providers in Victoria, as well as other states, that will come to your nominated place and time, for example your home, workplace, hospital, coffee shop. 

The cost of VOI is not included in your conveyancing fees as it is an independent service.  You will need to contact Australia Post or the other VOI providers to obtain information on fees and quotes.

Q5. CAN THE VOI FACE TO FACE MEETING BE DONE VIA SKYPE OR WEBCAM?

No. Skype is currently NOT an acceptable means of completing face-to-face meeting.  The meeting must be in person.

Q6. CAN ANY COMBINATION OF ID DOCUMENTS LISTED IN THE MINIM RQEUIRED TABLE BE USED?

For Australian citizens or residents, the documents listed in Option 1 of the minimum documents required table should be used where possible.  If these are not available, preference should be given to Option 2 and Option 3 documents.

Where the requirements of Options1, 2 or 3 cannot be met, there is an alternative option, Option 4.  Option 4 should not be a common request as most should be able to meet requirements provided for in Options 1-3.

The option for foreign nationals who do not have an Australian Passport or Driver’s licence is shown in the last column of the table below.  Original and current identification documents must be sighted.

Documents cannot be chosen across different categories.  All documents must be chosen from within a single category.

Q7. DOES THE VOI HAVE TO BE COMPLETED FOR ALL INDIVIDUALS LISTED ON THE CONTRACT OF SALE?

Yes.  It is a requirement that each individual recorded in the Contract as a Vendor(s) or Purchaser(s) must be identified.

Q8. WHAT IF A COMPANY IS THE REGISTERED OWNER OR PURCHASER?

Yes.  A company as a Vendor or Purchasing entity must also be identified and this would normally include checking that the company is a legal entity as well as identifying the directors/persons authorised to sign on behalf of the company and verifying the identity of

Q9. WHAT IF THE CONTRACT IS SIGNED BY POWER OF ATTORNEY?

Where the attorney is an individual, the attorney must also be identified in terms of VOI requirements.

Q10. CAN I PROVIDE A PHOTOCOPY OF ID DOCUMENTS CERTIFIED BY A JP OR SIMILAR?

No the original and current identification documents must be signed by the person undertaking the VOI.  Copies of the originals must be certified as true copies and submitted with the required VOI form.

Q11. WHAT ARE THE IMPLICATIONS OF INCORRECT VOI?

Incomplete or missing VOI will result in rework and may impact the client due to potential delayed settlement.

Q12. WHEN IS VOI REQUIRED FOR VICTORIAN TRANSACTIONS?

VOI was set to be enforced as of 1 July 2015, however it has just been announced that this date is to be delayed and is currently on hold. 

It will however be fully implemented in the near future so we strongly urge you to be aware of your requirements.

Q13. AT WHAT STAGE OF MY CONVEYANCING SHOULD I ORGANISE VOI?  

VOI should be completed as soon as you have an unconditional Contract of sale.  We will guide you with what is required in the early stages of your transaction to ensure you clearly understand the requirements.

Q14. WHAT IF I AM OVERSEAS DURING MY CONVEYANCING TRANSACTION?

If you are overseas you will need to attend the Australian Consulate or an Australian Diplomatic Officer to arrange Verification of Identity.  If you are a person identified as a member of the Australian Defence Force, it may be possible to arrange VOI with a Competent Officer.