1.           Written information should be sent to us in advance:  It will save time, expense and mistakes if, as long before the appointment as possible,  the originals or photocopies are provided of:

• The document(s) to be notarised. It should not be bound. If it is to be signed, please do not do so in advance of your appointment;

• Any letter or other form of instruction (including email) which you have received about what has to be done with the document;

• Your proof of identification (ID).

 

2.           Formal identification; This is a requirement to enable the service to be properly carried out and to satisfy professional standards and rules. A request will be made for you to produce original documents at our meeting. ​ We will provide you with an 'Identity Checks' guide when acknowledging your instruction. You must also bring any other means of ID which may be requested by those requiring the notarised documents such as a foreign identity card. Further evidence of identity such as a marriage certificate may be required.

 

3.           Proof of names:  In a case where the name on the document is different from the name you are currently using, or there has been a variation in the form of spelling of the name over the years, you will need to provide us, as appropriate, with Certificates of Birth, Marriage or Divorce Decree or Change of Name Deed showing all the different names that you use.  If there has been a change of name, you will need to provide the Deed Poll or Statutory Declaration which dealt with it.​ If we cannot identify you to our satisfaction we may not be able to act for you, or may have to cease acting

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4.           Companies, partnerships charities, unincorporated bodies and other business entities etc:  There are further  requirements and we will provide you with a non-individual 'Identity Checks' guide when acknowledging your instruction.

 

​5.         Third party identification check: we may use a provider to check the information and documentation you provide us, electronically, against different data sources.     We refer to this in our Terms of Business  and when agreeing to use our services you consent to this.  This can take the form of a biometric check should we feel this is appropriate.   More information on this is contained in our guide.

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6.        Written Translations:  It is essential that you understand  the document, whether this is being signed by you or not. 

• If the document is in a language other than English and you do not understand it sufficiently and you are not receiving professional advice from somebody proficient in that language, a professional translation may be insisted upon.  In addition, it may be a situation where a professional translation of a particular document is required to satisfy the requirements of the receiving party within their country.

• Whilst it is possible for you to arrange and provide this it is likely that we will organise this for you this will be charged as an additional disbursement.

• We have prepared a guide relating to this which we will provide to you if translations is required.

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7.           Oral Interpreter:  If there is misunderstanding because of a language difficulty, a competent interpreter may be required at the appointment.  If we organise this for you this will be charged as an additional disbursement.

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