Notarisation is a very serious process. It is not a rubber-stamping formality. Parties and officials in other countries rely on a notary’s confirmation that documents are genuine and have been signed by the right people. The law therefore requires us to make careful identity checks before we proceed.

When you visit us please bring with you your passport or other official photo ID (e.g. both parts of a full UK driving licence) and two forms of official confirmation of your residential address such as bank statements and utility bills. These will help us to confirm your identity.

Upon arrival you will be asked to complete a notarial register form - this register forms part of the information that the Notary Public is legally required to keep - to save time download here - please complete the form and either bring it with you use our fax-to-email number as per form.

Translations. If the document is not in English, the Notary can still certify it if he is satisfied that it contains a complete English translation. In exceptional cases a document can be notarised in a foreign language alone if the Notary is satisfied that you fully understand it. However, there must be an English translation if the document is going to be legalised (see below).
If you have been given a foreign language document to sign without a translation, then it is necessary for an official translator to prepare an English version and to attend before the notary as well to testify that it is a true translation. The notary witnesses and seals the translator’s testimony.

If you cannot find an official translator we can find one for you and obtain the translation. When necessary, we can also arrange for documents we have prepared in English to be translated into a foreign language. Obviously, this can take some time so if your transaction is urgent please try to instruct us well in advance. We will agree the extra charges with you before making the arrangements.

Legalisation (“Apostilles”). Many countries require notarised documents to be “legalised”. This means that the notary’s own signature and seal must be checked by a government or diplomatic department against its records. An official certificate (called an Apostille) is sealed onto the document, confirming that the notarisation is valid. Legalisation is not an alternative to notarisation; it is an addition. If you have been told that you need a document legalised, it must be notarised first.

Legalisation used to be done by every country’s Embassy (or High Commission in the case of Commonwealth countries). However in 1961 many countries signed up to the Hague Convention which made the process of legalisation easier. If your document has to be notarised and legalised for a country which has signed up to the Hague Convention, the legalisation is carried out by the Foreign and Commonwealth Office (FCO). Please note: the FCO will not legalise a document in any language other than English unless it contains an English translation.

Sometimes the legalisation process is more complicated. A few countries (e.g. Bulgaria) require documents to be legalised for a second time in their own consulates before they can be accepted. Others (e.g. India) will legalise documents even though they have not been to the FCO first. Remember that all countries’ Embassies, High Commissions and Consulates are the legal territory of the country they represent. They can set their own fees and rules and the only way to get documents accepted is by complying with them and paying what is demanded.

The notaries at Notary Co UK have lodged specimens of their signatures and seals with the FCO and many diplomatic missions and can arrange for your notarised documents to be legalised for you. The process usually takes between 3 to 5 days; however there is an express service available see Company Accounts & Express Service