If you’re searching for how to notarise a document UK, you’re probably facing a deadline: a visa, an overseas property purchase, an international bank request, or a company transaction that won’t move forward until your paperwork is properly notarised. The good news: once you understand what’s required (and what isn’t), notarising a document in the UK is straightforward.
This guide walks you through the full process—step by step—plus what to do if the receiving country needs an apostille or further legalisation, how a notary signature and notary stamp work, and the most common reasons documents get rejected.
Notarisation, certification, apostille: what do you actually need?
Before you book anything, confirm the exact wording from the organisation requesting your document. Many delays happen because people arrange the wrong service.
Here’s the simplest way to think about it:
- Notarisation (by a notary public): The notary verifies identity, confirms what they witnessed (like a signature), and attaches a notarial certificate with their notary signature and notary stamp.
- Certified copy (often by a solicitor or notary): A verified copy of an original document. Some organisations accept solicitor-certified copies; others insist on notarised copies.
- Apostille (UK legalisation): A separate authentication step for documents going overseas. Often requested after notarisation.
- Embassy/consular legalisation: An extra step some countries require after an apostille.
Fast “sanity check” you can do today:
If the email says “notarised”, you’ll likely need a notary public. If it says “legalised” or “apostille”, you may need notarisation and then legalisation.
What does a UK notary actually do?
A notary public is a specialist legal professional who authenticates documents—most commonly for use outside the UK. In practice, a notary may:
- witness you sign a document (or confirm you signed in their presence)
- certify a copy is a true copy of an original
- verify supporting evidence (like company records or identity documents)
- attach the correct notarial wording (certificate) so the receiving authority accepts it
- apply a notary signature and notary stamp (or electronic equivalents where appropriate)
If you’ve ever typed “notary how to” into Google at 1 a.m., this is the key takeaway: notarisation isn’t just a stamp—it’s a structured verification process.
Step-by-step: how to notarise a document in the UK
Step 1: Confirm the receiving requirements (don’t skip this)
Ask the receiving organisation:
- Do you need the original notarised or a certified copy?
- Do you need an apostille (legalisation)?
- Do you need embassy legalisation after the apostille?
- Do you require the notarial certificate in a specific format or language?
- Are electronic documents accepted, or must it be wet ink?
Quick template you can copy-paste to the recipient:
“Can you confirm whether you require (1) notarisation, (2) notarised certified copy, (3) apostille/legalisation, and (4) any embassy legalisation? Also, do you accept electronic notarisation or only original wet-ink documents?”
This one message can save days.
Step 2: Identify what kind of notarisation you need
Most UK notarisation requests fall into one of these buckets:
- Witnessing a signature (you sign in front of the notary)
- Certifying a copy (the notary compares your copy to the original)
- Notarising a supporting statement (e.g., a declaration about identity, address, or status)
- Company document notarisation (director signatures, board resolutions, certificates, overseas filings)
If you’re unsure, the simplest approach is to prepare a scan and request a document check first.
Step 3: Prepare your “notary appointment pack”
In most cases, you’ll need:
Proof of identity (bring original):
- Passport or UK driving licence (commonly accepted forms of ID)
Proof of address (bring original or acceptable evidence):
- Recent utility bill, bank statement, council tax letter, or equivalent evidence (check what your notary accepts)
Your document(s):
- Original document (if required)
- Any supporting pages, exhibits, or attachments referenced in the document
- If it’s a copy-certification request: the original plus the copies you want certified
If it’s a company document:
- Company number and registered details
- Evidence of signing authority (e.g., board resolution or equivalent)
Pro tip: Don’t sign in advance unless you’ve been told to. Many documents must be signed in front of the notary.
Step 4: Choose the right notary route (in-person, mobile, or online)
There are three common ways to get a document notarised:
- In-person appointment: Best for most personal and business notarisation.
- Mobile notary (they come to you): Helpful for time-sensitive signings or multi-signer documents.
- Online / e-notary options: Convenient for digital workflows, but acceptance varies by document type and destination.
If you’re also handling legalisation, you’ll want a smooth handoff from notarisation to apostille (and embassy steps, if needed).
Recommended approach when time matters:
Get your document reviewed first, then book the correct route once the notarial wording is confirmed.
Step 5: Document review (the part people underestimate)
A notary may check for:
- missing pages or incomplete exhibits
- inconsistencies (names, dates, addresses)
- unclear document purpose (what it’s being used for, and where)
- whether a certified copy is acceptable instead of notarising the original
- whether a translation is required (and how it needs to be certified)
This is exactly where delays usually happen—especially when documents are for overseas authorities.
Step 6: Attend the appointment and complete the notarisation
At the appointment, the notary will typically:
- verify your identity and (where needed) address evidence
- confirm you understand what you’re signing (and that you’re signing willingly)
- witness your signature or certify your copy
- attach the notarial certificate (wording tailored to the request)
- apply their notary signature and notary stamp (or an electronic seal where appropriate)
What you leave with:
A notarised document that includes a notarial certificate and the notary’s authentication.
Step 7: If your document is going abroad, handle apostille/legalisation next
Notarisation is often step one. If the destination country requires legalisation, you may need:
- Apostille (legalisation) for many international uses
- Embassy/consular legalisation for certain destinations or document types
If you’re unsure, treat it like a chain:
Notarisation → Apostille → Embassy legalisation (if required)
To keep things moving, it helps to arrange this immediately after notarisation rather than waiting for the recipient to reject it.
Notarising a copy vs notarising the original
When a notarised certified copy is usually better
A notarised copy is often preferred when:
- the original is hard to replace (e.g., a degree certificate)
- you need multiple certified sets for different organisations
- you want to keep the original safe
When the original must be notarised
Some authorities insist on notarisation of the original document or require wet-ink signing on the original (common for certain declarations and powers).
Best practice: Ask the recipient whether a notarised copy is acceptable before you risk sending the only original you have.
Online notarisation in the UK: what to know before you rely on it
You may also see this phrased as how to notarize a document uk (US spelling) when searching for remote options.
Online/e-notary options can be useful when:
- you’re abroad and can’t attend in person
- the receiving party accepts electronic documents
- you need faster turnaround for a digital workflow
But acceptance varies by:
- destination country
- institution (bank vs government office vs university)
- document type (personal, corporate, power of attorney, etc.)
Rule of thumb: Don’t assume an electronic notary seal is accepted unless the recipient confirms it in writing.
Common documents people notarise in the UK
Here are frequent examples:
Personal
- passport copy certification
- birth/marriage certificate copies (or supporting declarations)
- university degree and academic transcripts (often as certified copies)
- statutory declarations and affidavits (use-case dependent)
- permission-to-travel letters / consent letters
- powers of attorney (local requirements vary)
Business
- director/shareholder resolutions
- certificates of incumbency
- overseas company registrations
- supplier agreements and commercial contracts
- banking and KYC documentation
The “rejection list”: why documents get refused (and how to avoid it)
These are the most common reasons a notarised document gets rejected by the receiving party:
- you signed the document before the notary witnessed it (when witnessing was required)
- the notarial certificate wording doesn’t match what the recipient expects
- pages/exhibits are missing (especially attachments referenced in the text)
- names don’t match across ID and the document (middle names, spelling, maiden names)
- the wrong service was used (certified copy vs notarisation vs apostille)
- the destination requires additional legalisation steps you didn’t complete
Fix: Do a document check first and confirm destination requirements upfront.
How long does it take to notarise a document in the UK?
In many situations, notarisation itself can be completed quickly once:
- your ID is verified
- the correct notarial certificate is prepared
- the document is complete
Where timelines expand is usually:
- multi-document packs
- corporate signings with authority checks
- apostille and embassy legalisation steps
- courier/postage time (especially for overseas delivery)
If you’re working to a deadline, treat notarisation as the beginning of the process—not the end.
A practical, link-worthy checklist you can keep (and share)
Notary-ready checklist
- I have the exact recipient requirements in writing
- I know whether this is notarisation or a notarised certified copy
- I have my original ID ready
- I have acceptable proof of address ready
- My document pack includes all pages and attachments
- Names/dates match my identification
- I’ve confirmed whether I need an apostille and/or embassy legalisation
- I know whether electronic notarisation is accepted (if applicable)
Getting it done without guesswork
When time and acceptance matter, the safest move is to have your document reviewed and matched to the correct service before you book the wrong appointment.
Get a Quote: Upload your file and tell us the destination country and deadline. You’ll be matched with a verified professional for notarisation, apostille, and any follow-on legalisation—without chasing multiple providers.
“The notarisation process was smooth and stress-free. Highly recommend this platform!”
— Nathalie K., Birmingham
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— Sarah J., London
FAQs
Do I need a notary or a solicitor to notarise a document in the UK?
If the receiving organisation asks for notarisation, you typically need a notary public. A solicitor may be able to certify copies or witness signatures, but that is not always accepted as notarisation.
How do I notarise a document in the UK if I’m abroad?
You can often arrange notarisation through a UK notary using a remote workflow, but acceptance depends on the destination and the document type. Always confirm in writing whether electronic notarisation is accepted.
What is a notary stamp and notary signature used for?
A notary stamp and notary signature authenticate the notarial act and link the document to the notary’s notarial certificate. This helps receiving organisations trust the identity verification and witnessing/certification that took place.
How to notarise a document UK: do I sign it before the appointment?
Usually no. Many documents must be signed in front of the notary. If you’ve already signed, the notary may need a different certificate format—or may require you to re-sign.
Do I need an apostille after notarisation?
Sometimes. If the document is being used overseas, the receiving authority may require an apostille (legalisation) after notarisation. Some destinations also require embassy legalisation after the apostille.
Can I notarise a photocopy of my passport in the UK?
Often, yes—this is commonly handled as a notarised certified copy. You’ll typically need to show the original passport so the notary can compare and certify the copy correctly.
