Typical Stages of a Notarial Transaction

Each notarial matter is different and the requirements and timescales will vary greatly according to whether the client is a private individual or a company and in particular according to the processing times of third parties such as the Foreign and Commonwealth Office, legalisation agents, translating agencies and couriers, etc. Some of the typical key stages are likely to include:

• Receiving and reviewing the documents to be notarised together with any instructions the client may have received.

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• Liaising with the client's legal advisors or other bodies to obtain the necessary documentation to deal with the document (e.g. information from Companies House or foreign registries, powers of attorney etc).

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• Checking the identity, capacity and authority of the person who is to sign the document.

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• If a document is to be certified, checking with the issuing authorities that the document/award is genuine. In the case of academic awards, this would entail checking with the appropriate academic institutions.

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• Meeting with the signatory to verify their identity and to ascertain that they understand what they are signing and that they are doing so of their own free will and ensuring that the document is executed correctly.

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• Drafting and affixing or endorsing a notarial certificate to the document.

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• Arranging for the legalisation of the document as appropriate.

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• Arranging for the storage of copies of all notarised documents in accordance with the requirements of the Notarial Practice Rules 2019.