In the UK, the term “online notary” usually refers to a notary public who provides some or all of their services remotely, typically using video conferencing and digital technologies.
It’s more accurately described as remote notarisation or video notarisation, rather than a separate type of notary.
The key point is that the notary public themselves remain a traditionally qualified and regulated UK notary.
The “online” aspect refers to the method of performing the notarial act.
How remote/video notarisation works (for UK document legalisation):
Remote notarisation uses video calls to allow a notary public to witness a signature or verify identity, even when you’re not physically present.
This is often the first step towards getting an apostille (either paper or electronic) on a UK document. The process varies depending on whether the document needs to be signed or is simply being certified.
If you need to SIGN your document:
- You first contact the notary and send them a copy of the document you need notarised. They’ll check if it’s suitable for remote notarisation and an apostille. You’ll also need to email copies of your ID (passport) and proof of address (dated within the last three months).
- The notary arranges a video call appointment (using platforms like Zoom, WhatsApp, etc.).
- During the video call, you’ll show the notary your original ID and proof of address. You’ll then physically sign your document on camera, while the notary witnesses you signing it.
- After signing the document during the video call, you must post the original, physically signed document to the notary.
- Once the notary receives the original signed document, they complete the notarisation by adding their signature, seal, and notarial certificate to the document.
If you don’t need to sign a document (e.g., certifying a copy):
The process may be simpler. For example, if the notary is certifying a copy of your passport, you might only need to show your original passport on the video call for identity verification. The notary just needs to see an original document.
Educational and other documents:
The process may require the Notary to verify the original document with the issuing body, for this, a video call is not needed.
Electronic notarisation (e-Apostilles):
The process may vary. The Notary may complete all steps via a video call.
Key points:
- Not fully electronic (usually): This is not a fully electronic process for many documents. You will usually need to sign and physically post a document to the notary.
- Wet-ink signature (usually): The signature you apply during the video call is typically a traditional “wet-ink” signature, not a digital signature.
- Solicitor electronic signature required for e-Apostilles
- Verification: The video call is primarily for the notary to witness the signature and verify your identity.
- Varying requirements: The exact process can vary depending on the document type and whether an e-Apostille or a paper apostille is required. Always confirm the specific requirements with the notary.
