how to replace personal documents
Replacing personal documents lost in a disaster can be a frustrating and time-consuming job. This list tells you who to go to and what to ask for to get your papers back in order as smoothly and quickly as possible. See bottom of page for contact numbers.
birth and marriage certificates
Australian
If you have lost birth or marriage certificates these may be replaced by contacting the Registry of Births Deaths and Marriages at 35 Regent St, Chippendale 2008 (GPO Box 30 Sydney 2001) or phone 1300 655 236 or contact them via their website
www.bdm.nsw.gov.au
International
Contact the Embassy or Consulate of your country of birth and they will supply the relevant information and forms.
Telephone numbers for the Embassy or Consulate you may need to contact in Australia are listed in the White Pages, under the name of the relevant country.
certificates of title
Land and Property Management Authority (previously the Department of Lands) will assist you in replacing destroyed land title certificates. You will need to provide them with your name (or that of the company which owns the land) and address.
certificates of qualification
Contact the institution or professional body from which you obtained your qualification. They should issue a replacement certificate upon provision of your name, address, year of study, name of course completed, and a nominal fee. The Australian Education International may assist with overseas qualifications.
citizenship
Australian
To apply for replacement citizenship papers you can visit the Department of Immigration and Citizenship in person or telephone them and have application papers sent to you to apply through the mail.
You will need three forms of identification with your name on each, for example a bill, passport and driver’s licence. You can send certified copies of these through the mail. Replacement papers take approximately three weeks to process.
International
Contact the Embassy or Consulate or your country of birth and they will supply the relevant information. Telephone numbers for the Embassy or Consulate in Australia you may need to contact are listed in the White Pages under the name of the relevant country.
credit cards
Contact your bank or financial institution for the correct replacement procedure.
dog licences
These are issued by your local Council. Council telephone numbers are listed in the White Pages under the name of your local Council.
driver’s licence – Roads and Traffic Authority (RTA)
It is an offence to drive without a valid driver’s licence, so it must be replaced as soon as possible.
You will need to obtain an application for the replacement of your licence from your local RTA office. A Gold or Silver NSW licence holder (or holder of an unconditional National Heavy Driver’s Licence) who has known you for at least 12 months must sign the application. You must also provide proof of identity such as a passport.
The RTA office can supply you with a licence on the spot as long as you have the correct identification and signature from a licence holder.
electoral roll
The Australian Electoral Commission issues to each elector an acknowledgment card confirming his/her enrolment details. These cards are not needed when voting. However, some institutions and agencies accept them as part of the proof of identity process.
Each elector may apply in writing or in person for their replacement card to the relevant Divisional Returning Officer. Address and telephone numbers for individual officers can be found in the White Pages under ‘Electoral Commission Australia’ or go to www.aec.gov.au/.
electricity
At present, most NSW residential electricity is supplied by Energy Australia or Integral Energy. Corporations or individuals with alternative energy suppliers should check the White Pages. Most suppliers have 24 hour emergency numbers.
gas
AGL supplies most gas in NSW and operates a 24 hour emergency telephone line (see below)
health fund membership cards
Contact your private health fund and provide them with your name, address and date of birth. Your membership number can be raised on the computer database and given to you on the spot. A replacement card usually takes two weeks to issue. The card is not necessary to make a claim.
insurance – household, property, life
If you have all your insurances with an insurance broker or agent, contact your agent and they can assist you in obtaining policy numbers, copies of relevant paperwork and claim forms if required.
If not, the telephone numbers for all major insurance companies in Australia are listed in the White Pages. They will have a copy of your policy on file. You will need to provide them with your name, address and date of birth.
Check your coverage with your insurer. Some (but not all) policies cover food spoilage, demolition, clean-up costs and temporary accommodation. Ensure you make notes of any advice provided to you over the phone and keep your receipts for future claims.
investment documents
Contact the company with which you have an investment, which may include banks and financial institutions, insurance companies, stockbrokers etc.
licences for trading
The Office of Fair Trading issues licences for Property Services, Business, Home Building and Business Registration. Most of these licences can be re-issued immediately if the applicant visits the office in person.
Medicare card
Contact your nearest Medicare office and provide your name, address and date of birth. Your membership number can be raised on the computer database and given to you on the spot. A replacement card usually takes three weeks to issue. The card is not necessary to make a claim. An interim Medicare slip can be obtained by visiting your nearest Medicare office in person. This slip can be used when visiting your doctor or medical centre while you wait for your replacement card to be issued.
membership – libraries, clubs, unions and associations
Make a list of all the memberships you have:
• professional associations
• sport and recreational associations
• educational institutions
• community services organisations.
Contact each of them individually and obtain your membership number and a replacement card. They will each have different requirements regarding proof of identity.
passports
Australian
An Australian passport can be replaced at your local Australian Post Office or the Passport Office of the Department of Foreign Affairs and Trade. This will usually take up to 10 working days. You will need a birth certificate or citizenship papers and two passport sized photographs.
International
Contact the Embassy or Consulate of the country which issued your passport – they will supply you with the relevant information and forms. You will need your birth certificate and passport size photographs. The telephone numbers for the Embassy or Consulate you may need to contact in Australia are listed in the White Pages under the name of the relevant country.
pensioner concession cards
Centrelink is the Government agency that is able to provide replacement Pensioner Concession Cards. A replacement card will take approximately one week. If you urgently need your Pensioner Concession Card, a Confirmation of Concession Card Entitlement form can be issued immediately if you visit your nearest Centrelink office. This is valid for two weeks. You will need to provide some proof of identity such as a passport or driver’s licence. The address of your nearest Centrelink office can be found in the White Pages under Centrelink.
security passes/keys for work
Advise your security staff, building manager or manager that your passes/keys have been destroyed. They will advise you of the correct procedure for replacement.
taxation documents
The Australian Taxation Office, your tax professional, accountant, and your employer are all sources of taxation documents.
telephone
Your telephone company will advise you of the correct procedure to follow to replace a faulty or damaged telephone.
water
Check the White Pages for details of your local water supply authority. Most operate 24 hour hotlines.
wills
If your original will has been destroyed you should make arrangements with your legal adviser or The Public Trustee to replace your will. For your nearest Public Trustee office look under Public Trustee in the White Pages.
contact phone numbers:
- Australian Electoral Commission: 13 23 26
- Australian Taxation Office: 13 28 61
- Australian Taxation Office Business Tax Enquiries:
13 28 66 - Centrelink:
- Disability, Sickness and Carers 13 27 17
- Employment Services 13 28 50
- Family Assistance Office 13 61 50
- Retirement Services 13 23 00
- Youth and Student Services 13 24 90
- Office of Fair Trading - Business: 13 32 20
- Department of Immigration: 13 18 81
- Australian Passports: 13 12 32
- Energy Australia: 13 13 88
- Gas (AGL): 13 19 09
- Financial Ombudsman Service:
1300 780 808 - Integral Energy: 13 10 03
- Land and Property Information: 1300 052 637
- Medicare enquiries: 13 20 11
- NSW Registry of Birth, Deaths and Marriages: 1300 655 236
- Optus: 1300 300 937
- Overseas Skills Recognition: 1300 363 079
- Real Estate Institute NSW: 02 9264 2343
- Roads and Traffic Authority: 13 22 13
- Sydney Water: 13 20 90
- Telstra: 13 22 03