Notary Services: A Complete Guide to Notarising Documents in the UK

When you need to use an important document for legal, business or personal purposes, simply signing it may not always be enough. Some documents need to be formally witnessed, verified or authenticated before they can be accepted by an organisation, government authority or institution.

This is where a notary can play an important role. A notary services is a qualified legal professional who can perform specific official acts, including verifying identities, witnessing signatures and authenticating certain documents for use in the UK or overseas.

Understanding how the process works can help you prepare the right paperwork and avoid unnecessary delays. This guide explains what notarisation involves, which documents may require it, what to expect during an appointment and how notarisation can relate to apostille and document legalisation.

What Is a Notary Public?

A notary public is a legal professional appointed to perform particular official functions. In England and Wales, notaries are regulated by the Faculty Office of the Archbishop of Canterbury.

Their work can include verifying the identity of a person signing a document, witnessing signatures, certifying copies and preparing or authenticating documents for international use.

The exact service required depends on the type of document and the reason it is being notarised.

For example, an overseas authority may ask you to have a power of attorney notarised before it can be accepted. Similarly, a business may need certain corporate documents authenticated before they can be submitted to an organisation in another country.

Why Might a Document Need to Be Notarised?

Not every document needs notarisation. However, it may be required when an organisation needs additional assurance that a document or signature is genuine.

Common reasons include:

• Using documents overseas
• Signing a power of attorney
• Preparing affidavits or statutory declarations
• Confirming the identity of a signatory
• Certifying copies of certain documents
• Completing international property transactions
• Preparing business or corporate documents
• Supporting immigration or residency applications
• Providing documents to foreign authorities
• Preparing documents for embassy legalisation

The requirement normally comes from the organisation or authority that will receive the document. Therefore, it is important to confirm what is required before arranging an appointment.

Which Documents Can a Notary Deal With?

A notary can deal with many different types of documents, although the appropriate procedure varies according to the document.

Powers of Attorney

A power of attorney gives another person authority to act on your behalf. When such a document is intended for use abroad, the receiving authority may require it to be notarised.

The notary may verify your identity, confirm that you understand the document and witness your signature where appropriate.

Affidavits and Declarations

Affidavits and declarations are commonly used for legal and administrative purposes. A notary may be able to witness or authenticate the execution of certain documents depending on the circumstances.

Contracts and Business Documents

Companies involved in international transactions may need documents such as agreements, corporate declarations or authorisations notarised.

The overseas organisation may have specific instructions about how the documents should be prepared and authenticated.

Certificates and Personal Documents

Some personal documents may need certification or authentication when they are being submitted overseas.

These can include educational documents, identity-related paperwork and certain certificates. The exact process depends on the document and the destination country's requirements.

Notarisation and Certification: Are They the Same?

The terms "notarisation" and "certification" are sometimes used interchangeably, but they do not always mean the same thing.

Certification generally involves confirming that a copy or document corresponds to an original or meets a particular requirement. Notarisation is an official act performed by a notary public.

For example, an organisation might request a certified copy of a document, while another authority might specifically require the document or signature to be notarised.

Because requirements vary, you should always check the wording used by the organisation requesting your paperwork.

What Happens During a Notary Appointment?

The process will depend on the document and the service required, but a typical appointment may involve several steps.

1. Document Review

The notary will review the document and establish what needs to be done. You should provide the complete document rather than attempting to remove pages or make changes unless instructed.

2. Identity Verification

You will generally need to provide acceptable identification. This helps the notary establish who you are before carrying out the requested act.

A passport or other appropriate identification document may be requested.

3. Confirmation of Understanding

Where appropriate, the notary may need to establish that you understand the nature and purpose of the document you are signing.

This is particularly important for documents such as powers of attorney.

4. Signing or Witnessing

If the document needs to be signed in front of the notary, you will normally be instructed when and where to sign.

The notary will then complete the required notarial wording, certificate or endorsement.

5. Notarial Seal or Certificate

The notary may attach or prepare a notarial certificate or apply an official seal, depending on the nature of the service.

If the document is intended for use abroad, further authentication may be necessary.

What Should You Bring to Your Appointment?

Being prepared can make the appointment more straightforward.

Depending on the circumstances, you may need:

• The original document
• A valid passport or other identification
• Proof of address
• Supporting paperwork
• Instructions from the overseas organisation
• Details of the person or organisation receiving the document
• Any required translation
• Additional documents relating to the transaction

Do not sign a document in advance if you have been told that the signature must be witnessed by the notary.

It is also useful to bring the original versions of supporting documents where available.

Notarisation for Documents Used Abroad

One of the most common reasons people use a notary is to prepare documents for international use.

A document that is valid in the UK may not automatically be accepted by an overseas authority. The receiving country may require additional authentication to confirm that the document, signature or notarial act is genuine.

Depending on the destination, the process can involve several stages:

1. Preparing the document.
2. Having it notarised or certified where required.
3. Obtaining an apostille from the UK Legalisation Office.
4. Completing embassy or consular legalisation if required.
5. Providing the final document to the overseas authority.

Not every document needs every stage. The correct route depends on the destination country, document type and requirements of the receiving organisation.

How Does an Apostille Fit Into the Process?

An apostille is an official certificate used to authenticate certain UK documents for use in countries that recognise the Hague Apostille Convention.

Notarisation and apostille legalisation are therefore different steps.

For some documents, notarisation may be necessary before an apostille can be issued. Other documents, particularly certain UK public documents, may be eligible for direct legalisation without first being notarised.

This is why checking the document route before submission is important.

If an overseas authority has given you specific instructions, keep those instructions available when arranging the service.

Notary Requirements for Overseas Countries

Different countries can have very different document requirements.

For example, one country may accept a notarised document with a UK apostille, while another may require embassy or consular legalisation after the apostille.

Some authorities may also require:

• A recent document
• A certified translation
• Specific notarial wording
• A particular type of certificate
• Additional embassy authentication
• Legalisation by a local authority after arrival

Do not rely on a general assumption that the same procedure applies everywhere.

Common Mistakes to Avoid

Preparing documents for notarisation can be straightforward when the requirements are clear, but mistakes can cause delays.

Signing Before the Appointment

If your signature must be witnessed by the notary, signing the document beforehand may mean that it needs to be signed again.

Bringing an Incomplete Document

Do not remove pages or leave sections incomplete unless the notary or receiving organisation has specifically instructed you to do so.

Using the Wrong Identification

Check which identification documents are acceptable before attending your appointment.

Ignoring Overseas Requirements

If the document is intended for another country, find out whether an apostille, embassy legalisation or translation will also be required.

Waiting Until the Last Minute

International document procedures can involve multiple stages. Allow enough time for notarisation, legalisation and any additional processing.

How Much Do Notary Services Cost?

There is no single price for every notarial matter. Costs can depend on factors such as:

• Type of document
• Number of documents
• Number of signatories
• Complexity of the matter
• Whether certification is required
• Whether an apostille is needed
• Whether embassy legalisation is required
• Translation requirements
• Courier or postage arrangements

For this reason, it is sensible to explain your requirements when requesting a quotation.

A straightforward document may require less work than a transaction involving several documents and multiple stages of international legalisation.

When Should You Seek Professional Help?

Professional assistance can be particularly useful when you are unsure whether a document needs notarisation or when several authentication steps are involved.

This can help you establish the correct route before documents are submitted.

If your paperwork is intended for use abroad, it is also worth checking the requirements with the organisation receiving the documents. This can help prevent situations where a document has been notarised correctly but still needs additional legalisation or translation.

Get Help With Your UK Documents

If you need assistance preparing documents for use in the UK or overseas, Legalisation4you can help with document-related services, including notarisation and further legalisation requirements where applicable.

Whether you are preparing a power of attorney, business paperwork, personal documents or certificates for an overseas authority, getting the requirements checked in advance can make the process easier.

Visit to learn more about document legalisation and related services. You can contact the team to discuss your requirements and find out what steps may be needed for your documents.

Frequently Asked Questions

1. What Does a Notary Public Do?

A notary public performs official legal functions such as verifying identity, witnessing signatures and authenticating certain documents. The exact service depends on the document and its intended use.

2. Does Every Document Need to Be Notarised?

No. Notarisation is only required when the receiving authority, organisation or applicable procedure calls for it. Some documents can be submitted directly for legalisation or certification.

3. Can a Notary Certify a Copy of a Document?

A notary may be able to certify a copy, depending on the document and the purpose for which the copy is required. You should explain the intended use before the appointment.

4. Do I Need an Apostille After Notarisation?

Sometimes. If the notarised document is going to be used in a country that requires an apostille, the document may need further legalisation after notarisation.

5. What Identification Do I Need?

You will generally need valid identification, such as a passport. Additional proof of identity or address may also be requested depending on the circumstances.

6. Can a Notary Help With Documents for Another Country?

Yes. Notaries regularly deal with documents intended for international use. However, the requirements vary by destination, so you should confirm the rules of the country and receiving authority.

7. Can a Notary Witness a Power of Attorney?

A notary can often witness or authenticate a power of attorney, depending on the document and the requirements involved. If it is for use overseas, additional legalisation may also be required.

8. Is Notarisation the Same as an Apostille?

No. Notarisation is an act performed by a notary public, while an apostille is an official certificate used to authenticate certain documents for international use.

9. Can Documents Be Notarised for Business Purposes?

Yes. Business documents such as contracts, corporate authorisations and powers of attorney may require notarisation, particularly when they are being used internationally.

10. How Can I Make the Notarisation Process Easier?

Start by identifying exactly what the receiving organisation requires. Gather your original documents and identification, avoid signing documents in advance when a witnessed signature is required, and check whether further apostille, embassy legalisation or translation will be necessary.