In the context of document legalisation (getting documents ready for use overseas), a UK, FCDO-registered Notary Public provides several crucial services that make documents acceptable for an apostille or further legalisation.
These services centre around authenticating the document in a way that is recognised internationally.
Here are the key services:
- Certifying copies of original documents is one of the most common services. The Notary Public examines the original document and, if satisfied it is genuine, makes a copy and adds a certification statement. This statement confirms that the copy is a true, complete, and accurate original representation. They sign and seal this certification. This is essential for documents like:
- Passports
- Driving Licences
- Educational Certificates (degrees, diplomas, transcripts)
- Many other documents where the original cannot or should not be sent abroad.
- Witnessing signatures and verifying identity: When a document needs to be signed for use overseas (e.g., a power of attorney, an affidavit, a contract), the Notary Public plays a vital role:
- Identity verification: They rigorously check the signer’s identity using official identification documents.
- Witnessing: They witness the person signing the document in their presence.
- Notarial certificate: They add a notarial certificate, confirming the identity of the signer, the date, and the fact that the signature was witnessed. This certificate is signed and sealed by the Notary.
- Administering oaths and affirmations: For documents like affidavits and statutory declarations, which are sworn statements, the Notary Public formally administers the oath or affirmation to the person making the statement. This ensures the person understands the seriousness of making a false statement.
- Authenticating documents: The Notary can authenticate documents in various ways, beyond certifying copies and witnessing signatures. This can include:
- Verifying company documents.
- Verifying translations.
- Preparing Notarial Certificates.
- Preparing and certifying translations: Not all notaries are public translators, but many work closely with qualified translators. The Notary can certify the translator’s signature and qualifications, making the translation acceptable for an apostille. The Notary does not verify the accuracy of the translation itself, but rather the identity and credentials of the translator.
- Electronic notarisation (for e-Apostilles): Critically for e-Apostilles, Notaries Public (and solicitors) equipped to do so can apply a qualified electronic signature to a PDF version of the document. This is essential for making the document eligible for a UK e-Apostille. This is not a scanned signature; it’s a cryptographically secure digital signature.
- Providing advice and guidance: Experienced Notaries Public can advise on the specific requirements for different countries and different types of documents. They can help ensure the document is prepared correctly to avoid delays or rejection.
Why these services are essential for legalisation:
The FCDO Legalisation Office, which issues apostilles, primarily verifies the signatures and seals of UK public officials.
A Notary Public is a recognised UK public official who performs notarial acts to make a document acceptable for an apostille.
The apostille then verifies the Notary’s credentials, making the document (or the certified copy/signature) internationally recognisable under the Hague Convention.
For countries not part of the Hague Convention, the notarised document (with the FCDO apostille) is then presented to the relevant embassy for further legalisation.
