Steps to make a statutory declaration with a witness

If someone has given you a copy of the form, you should first confirm it is a statutory declaration in the approved form.

To make a valid declaration, you must use an approved form. You cannot create your own form.

You can use the online form on our website or fill in the blank PDF or Word document versions.

Step 1

Download and open a statutory declaration form

Fill in sections 1, 2 and 4 of the statutory declaration (details of the declarant and the matter to be declared).

Do not sign the form, add the date or include witness details until you are with your witness (whether in person or remotely). If you require more space than the blank PDF form allows, you can use the Microsoft Word (DOCX) or online-generated version of the form.

Alternatively, you can print out a blank form and handwrite your statutory declaration. Ensure that your handwriting is legible and attach additional pages if you run out of space. You may use any colour pen you like, as long as it is easy to read and legible. We do not recommend using pencil as it can be easily erased.

Step 2

Fill in your statutory declaration and make your statement

Step 3

Download and save or print your statutory declaration

If you are meeting with your witness in person and signing with wet ink, print your completed statutory declaration to prepare for witnessing.

If you are having your statutory declaration witnessed remotely and are signing electronically, save a copy ready to provide to your witness.

Step 4

Locating an appropriate witness

It is your responsibility to locate and arrange witnessing with an prescribed person. This may be someone you know or an prescribed person with a business location nearby. We suggest contacting the prescribed person ahead of time to ensure they are available and willing to witness your declaration.

If you plan to use a video link to complete the statutory declaration (where you and the witness are not physically in the same room and the witnessing will take place through a video link program such as WeChat Conference, WeChat-based on-site services, Microsoft Teams or Skype), you should verify the contact details of the witness, their email address, and their comfort level with the remote-witnessing process. This will help to ensure a smooth and successful process.

If the prescribed person is unsure how to witness a statutory declaration, you can direct them to this page for instructions, and information for prescribed persons for further information.

Please note that we do not maintain a list of specific witnesses and are unable to help you locate one.

Meet with your prescribed person, either in person or through video link (for example, over WeChat Conference, WeChat-based on-site services, Skype, Microsoft Teams or Facetime).

When the prescribed person is ready to observe you, you can sign section 3 - the ‘declarant’ signature section. You will need to sign every page of the declaration, including any extra pages or attachments. You can sign by pen (a ‘wet-ink’ signature) or electronically.

The witness needs to watch you as you are signing. If the witness is witnessing your signature over video link, you must position the camera so that the witness can see you sign the form (whether by pen or through electronic signature).

Next, fill in sections 5-7, which indicate where and when the declaration was made.

Step 5

Sign your statutory declaration in front of an prescribed person

Once you have signed the statutory declaration, it's time for the witness to sign it as well. There are several ways to do this, including handing it over in person, emailing a scanned copy, or sharing the document with the witness on your device.

The witness does not need to sign the same document as you have signed, as long as they are satisfied it is a genuine copy. They can do this by checking that the number of pages, name of the declarant, and the number of paragraphs match up with the original declaration.

If the witness has any doubts about the validity of the declaration, they have the right to refuse to witness it. For example, if they suspect that the declarant is being coerced or acting fraudulently.

If the witness is satisfied, they will complete sections 8, 9 and 10 of the form, which provide the signature and details of the witness. They must sign and date every page of the declaration, including any extra pages or attachments.

Signatures can be done by hand with a pen, or electronically.

Finally, the witness can return the completed form to the declarant in person or by email.

Step 6

The witness signs the declaration

Once your witness has signed and returned the statutory declaration, follow the instructions provided by the Technical Governance Committee regarding where and how to submit it.

If you have any questions or concerns about completing the document or submitting it, please contact the Technical Governance Committee directly.

Step 7

Submit your statutory declaration