By Ern Phang, Solicitor & Notary Public
Director of Phang Legal. Solicitor since 1998 and notary public since 2005.
Example: the situation
Kiran opened a bank account in Mumbai as a student, with a short, loopy signature. Twenty years on and living in Ryde, she signs completely differently, and the bank won't process her instructions until she gives them a declaration about the change.
Signatures change over the years. Yours may have changed after marriage, when you started signing in English instead of another script, or simply with time. When VFS or an organisation in India holds an old specimen of your signature, it may ask you for a formal declaration confirming that both signatures are yours. Let's discuss this in further detail.
Who writes your change of signature declaration?
The organisation asking for the declaration should give you its wording, or tell you exactly what it must say. It's not up to us. VFS, a bank, a registration office or a government department may each want something different (in terms of both content and format), and only they can tell you what they'll accept.
We don't write the declaration for you. Our notary confirms your identity, witnesses you sign and notarises the declaration, so that VFS or the organisation in India can be sure you made it.
What does a change of signature declaration usually show?
For most of our clients, the organisation asks for a declaration showing some of the following:
- Your old signature and your new one, often side by side, so they can be compared with their records.
- Your identification details, usually your passport number. Bring the passport that's referred to.
- The reason for the change, if the organisation asks for one. Your declaration is your own statement, so you decide what to say.
- A notarised copy of your passport, if they want to see your current signature on an identity document.
Will your change of signature declaration need an apostille?
If you're submitting your declaration to VFS, to confirm to VFS that you have changed your signature, it usually doesn't require an apostille.
If it's going to an official body in India, it probably will. Because India and Australia are both in the Apostille Convention, an apostille is the usual proof that a declaration notarised here is genuine. Check with the organisation, as a private company may not ask for one, but a government office generally will.
An organisation might ask for attestation from the Indian High Commission or Consulate rather than an apostille. That's a different procedure, which we'll come back to in a future article.
If an apostille is needed, we arrange it with the Department of Foreign Affairs and Trade (DFAT) after the declaration is notarised.
What to bring to your appointment
- The declaration, printed but not signed. You sign it, in both your old and new signatures if asked, in front of our notary.
- Your passport, or other current photo identification if the declaration names a different document.
- Any old document carrying your previous signature, if the organisation wants it compared or copied.
- The organisation's request, for reference purposes in case you need to check or discuss the requirements with our notary.
What next?
Example: the solution
Kiran asked the bank for its declaration wording and printed it out. At her appointment, she signed her old and new signatures in front of our notary, who notarised the declaration and a copy of her passport. With the apostille on, we couriered the documents to her branch in Mumbai, and the bank updated its records.
Need a declaration notarised for India? Ask for your quote, or drop us a line on WhatsApp.
About Us
This blog is maintained by Phang Legal, a boutique law firm with offices in Parramatta and Rouse Hill. We help clients from across Sydney and beyond with personal, professional and timely Legal Services, Notary Services and Apostille Services.
As a leading provider of notary services in Sydney, we have 1k+ Google Reviews (4.9) (updated July 2026) with many clients happy to share their experience in using our services.
Phang Legal — Parramatta6/83 George Street
Level 3, 87 Marsden Street (from 1 March 2026)
Parramatta NSW 2150
Phang Legal — Rouse Hill
214/80 Main Street
Rouse Hill NSW 2155
Call 02 9687 8885 | WhatsApp | Request quote
About the author
Ern Phang — Solicitor & Notary Public
This article was written by Ern Phang, a director of Phang Legal, a solicitor since 1998 and a notary public since 2005.
Ern has been a member of the Society of Notaries of NSW since 2005, a Fellow of the Australian and New Zealand College of Notaries since 2013, and a member of the Law Society of New South Wales since 1998.
Ern regularly writes about his experiences as a notary public and the practical issues his clients face when sending documents from Australia to India and other countries all over the world.
Using information in this article
This article provides general information. Requirements, forms, fees and service arrangements may have changed since its original publication. Check the receiving organisation’s current requirements and obtain advice relevant to your circumstances.
