Coming to see a Notary Public for the first time can feel a little unfamiliar. The process is straightforward, but good preparation makes a real difference. It helps ensure that your appointment goes smoothly, that your documents are accepted by the foreign authority first time, and that there are no unnecessary delays. Here are five practical tips to help you prepare.
1. Know What You Need, and Why
Before your appointment, try to establish exactly what the foreign authority, embassy, or institution is asking for. Do they need an original document notarised, or a certified copy? Do they require an Apostille or consular legalisation after notarisation? Are there specific wording requirements for the notarial certificate?
If you have received a letter or form from the requesting authority, bring it with you. The more information you can provide about the destination country’s requirements, the better placed I will be to ensure the document is prepared correctly. If in doubt, contact me before your appointment. A brief conversation in advance can save a great deal of time.
2. Bring Proof of Identity
A Notary Public is legally required to verify your identity before notarising any document. Please bring at least one primary form of photographic identity, such as:
- A valid passport (strongly preferred, as it is internationally recognised)
- A UK photocard driving licence
- A national identity card (for EU and EEA nationals)
In some cases, particularly where the document involves a property transaction, a financial institution, or a jurisdiction with enhanced due diligence requirements, you may also be asked to provide proof of address (such as a recent utility bill or bank statement) and possibly evidence of the source of funds. If you are unsure what to bring, contact me in advance.
3. Do Not Sign the Document in Advance
This is one of the most common mistakes clients make, and it can require the entire process to start again. If a document needs to bear your signature and that signature needs to be notarised, you must sign the document in front of the Notary at your appointment. A Notary cannot notarise a signature that was not witnessed by them.
If the document has already been signed before your appointment, please contact me in advance so we can discuss the options. In some cases it may be possible to re-execute the document; in others the document may need to be re-issued.
4. Allow Enough Time
A straightforward notarisation (for example, a certified copy of a passport for a single purpose) can often be completed in a single short appointment. However, more complex matters, such as powers of attorney for overseas property transactions, can involve a more detailed process, including checking the document’s legal validity, advising on its content, and ensuring it meets the requirements of the destination country.
Please allow sufficient time for your appointment and do not plan anything immediately afterwards if your matter is at all complex. If you need the documents urgently, let me know when you make your appointment so that we can discuss whether this is achievable.
5. Understand the Full Process
Notarisation is often only part of what is required. Depending on the destination country, you may also need:
- An Apostille from the Foreign, Commonwealth and Development Office (FCDO), for countries party to the Hague Apostille Convention
- Consular legalisation at the relevant embassy or consulate, for countries outside the Convention
- A certified translation of the document into the language of the destination country
I can advise you on which of these steps are required in your case and, where possible, assist with or coordinate the next stages. The Apostille process in particular has become straightforward since the introduction of the FCDO’s electronic Apostille service.
Ready to Book an Appointment?
If you have a document that needs notarising, or if you are unsure whether you need a Notary Public, please get in touch. I am happy to discuss your requirements and provide a clear explanation of the process and costs involved.
Malcolm Gregory · Notary Public
Email: malcolmgregory@publicnotary.me.uk
Website: www.publicnotary.me.uk