Identification check requirements

Third party’s obligations regarding identification checks

Registered third parties are no longer required to provide a copy of applicant’s identification document (ID) to the Ministry of Justice when using the online Criminal Record Check service. However, you (Third parties) will be required to verify the information provided in the application against the identification document provided. You can ask the applicant to email you a copy of the ID and match the information.

Please note you are required to keep this copy of the ID for a period of 90 days, after which you can securely dispose of copy.

What to check

During the ID check you must ensure an acceptable type of ID is provided. The following types of ID are accepted:

  • New Zealand or Overseas Passport

  • New Zealand driver’s license, or

  • New Zealand firearms

Please note that overseas driver’s licenses and Kiwi Access cards (previously known as 18+ cards) are not acceptable forms of ID.

You must also ensure that:

  • the information provided in application matches the ID provided, such as name, date of birth, place of birth and any other names the applicant may have,

  • the ID is not cancelled/defaced, and

  • the ID is not expired.

Please note overseas IDs must be current, and New Zealand IDs can be accepted within two years of the expiry date.

What if the applicant does not have an acceptable ID?

If the applicant does not have an acceptable form of ID, then they can provide you with either a statutory declaration or proof of identity form.

Proof of Identity form [PDF, 219 KB]

Statutory Declaration form [PDF, 545 KB]

Please note in these cases you will be required to ensure:

  • The statutory declaration must be signed by an authorized person, such as a Justice of Peace, Court Registrar or Solicitor.

  • If the applicant provided you with a proof of identity form where someone else is vouching their identity, the person who vouched for the applicant’s identity:

    • must not be their relative

    • must not be living at same address

    • must be 18 years of age or over, and

    • must have known applicant for more than 12 months.

The statutory declaration and proof of identity forms are available on the Ministry of Justice website.

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