Each notarial instruction is different and the requirements and timescales will vary greatly according to whether you are an individual or representing a company, business or other entity.   In particular, it is likely to be dependent upon the processing times of third parties such as the Foreign Commonwealth & Development Office, legalisation agents, translating agencies and couriers, etc .   However, some of the typical key stages are likely to include:

 

• Receiving and reviewing documentation together with any instructions you may have received.  Assessing the method of authentication (notarisation) required.

• Identifying who is the client.   An individual or as a representative of a company, business or other entity.

• Advising upon the fee and any disbursements and our Terms of Business.

• Instructing the notary/contracting their services.

• Providing a realistic timescale, taking into account any time restrictions advised upon.

• Liaising with legal advisors or other bodies to obtain any necessary documentation to enable notarisation (e.g. information from Companies House or foreign registries, powers of attorney etc)

• Checking necessary personal identity in advance of a meeting.

• If acting in a representative capacity, checking identity, the authority to act and, where necessary, the capacity and authority to sign a document.  This could involve several signatories and involve the use of a company seal.

• For some documents issued by authorities checking with them that it is genuine. In the case of academic awards, this would entail checking with the appropriate academic institutions.

• A meeting in person (which may include multiple signatories) to verify identity and to ascertain understanding of the underlying matter and any document which requires notarising.  Where a document is to be executed, ensuring this is done with free will and in a correct legal form.

• Drafting and affixing or endorsing a notarial certificate to the document, where required.

• Arranging for the legalisation and consular attestation of the document, where required. 

• Collection/delivery of notarised document to you or third party.

• Arranging for the storage of copies of all notarised documents in accordance with the requirements of the Notarial Practice Rules 2019. 

 

Note - For documents requiring signatures: the notary will normally act as a witness whilst ensuring that there is correct attestation. If an independent witness is required this will be advised in advance.  The document should not be signed in advance of an appointment.

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