What is the correct way to notarise a document?

The correct way to notarise a document in the UK involves having a qualified notary public formally authenticate or certify documents, signatures, or copies.

Each notarisation requires a clearly worded notarial certificate tailored to the act performed. The certificate must include essential elements such as the date, place, notary’s details, seal, and signature.

Notarial certificates may vary slightly between notaries, though certain wording is always mandatory. Certificates can be attached separately or placed directly onto documents.

Depending on the document type, such as Powers of Attorney, certified copies, translations, or sworn statements, specific procedures apply. Notarisation can sometimes be conducted remotely via secure video call, though international acceptance should always be confirmed beforehand.

Following correct notarisation procedures ensures documents are accepted internationally and suitable for apostille or legalisation processes.

Below is a guide covering the essential notarial certificate requirements, examples, remote notarisation, and important disclaimers from a UK notary’s viewpoint.

The notarial certificate is the most critical element of notarisation. It’s a formal statement by the notary clearly stating the exact notarial act performed. While tailored to the specific situation, it must always include:

• Statement of the notarial act: Clearly explain the action the notary has performed. Typical wording includes:
  • “I certify that this is a true and accurate copy of the original document which I have sighted.” (for certified copies)
  • “Signed before me…” or “Subscribed and sworn before me…” (for witnessed signatures or sworn statements)
  • “I certify that the signature appearing on this document is the true signature of [Name].” (authentication of existing signatures)
• Date of notarisation: The exact date the notarial act took place.
• Place of notarisation: Usually the city or town where the notary’s office is located.
• Identity of the person(s) involved: Clearly stating the signer or requester’s full name.
• Notary public’s full name and qualification: Clearly identified (e.g., “John Smith, Notary Public”).
• Notary’s signature: Essential in all cases:
  • Paper documents: Wet-ink signature.
  • Electronic (e-Apostille): Qualified electronic signature (secure digital signature).
• Notary’s official seal: Essential and unique to each notary, registered with the Faculty Office:
  • Paper documents: They usually have an embossed seal (a raised impression made with a metal press), often accompanied by an ink stamp.

Electronic (e-Apostille): Digital seal embedded within the qualified electronic signature.

The notarial certificate and seal may be placed as follows:

• Separate (attached) certificate:
  Often securely attached (ribbon and seal or special binding) to prevent tampering, making clear the authenticity and integrity of the document.
• Directly on the document:
  Typed or stamped directly onto the document if sufficient space exists. Ideal for shorter certifications or certified copies.
• Certified copy notarisation:
  The certificate wording is typically stamped or written directly onto the certified copy (passport, ID, etc.).

Below are common examples (Note: wording is illustrative—see disclaimer at end):

✅ A certified copy of a passport

Usually written/stamped directly on the photocopy:

✅ Witnessing signature on a power of attorney

Usually attached as a separate notarial certificate:

✅ Electronic Signature (e-Apostille)

• It has the same essential wording but uses digital signatures and seals.
• The document is securely signed electronically and forms part of a digitally verifiable PDF, allowing the issuance of an electronic Apostille (e-Apostille).

Notarisation can be performed remotely via video call for certain documents under specific conditions:

• The notary verifies identity clearly via a secure video link (Zoom, Teams, or other approved secure platforms).
• Typically, suitable for:
  • Certified copies (where original documents can be viewed clearly on camera).
  • Certain affidavits, declarations, and forms when expressly permitted.
• Some documents or jurisdictions explicitly require physical presence (e.g., Powers of Attorney for certain countries). Always verify this requirement in advance.
• Electronic signatures can be used during remote notarisation, provided a qualified electronic signature is applied.

 Important: Remote notarisation is not universally accepted internationally, so always check with the receiving party or embassy before proceeding.

• Powers of Attorney: Physical presence is generally required; remote notarisation is acceptable internationally for POAs.
• Educational documents: Mostly certified copies (originals can be notarised directly).
• Translations: The translator’s identity and declaration are notarised separately.
• Affidavits and Statutory declarations: Although they can be done remotely if accepted internationally, they typically require a sworn declaration in person (physical or remote if permitted).
• Identification documents: Certified copies only; suitable for remote notarisation.
• Company documents: Usually certified copies notarised after verifying originals or public records.

Important disclaimer:

The provided examples of notarial certificates are for illustration purposes only. There is no standard mandatory wording; each notary may choose slightly different wording tailored to the specific notarial act and document involved.

However, certain essential elements must always be included clearly (the notarial act, date, location, names, signature, and seal).

For exact wording, always consult your chosen Notary Public.

A notary must:

• Verify the identity of signers rigorously (physically or remotely, if permitted).
• Witness the document being signed clearly.
• Accurately describe the notarial act performed.
• Provide clear signatures, dates, and seals.
• Maintain comprehensive records in their notarial register.

Following this guidance helps avoid common pitfalls, delays, and document rejection.

If you need further details or clarification, please let us know!