If you’ve ever been asked to “get this notarised”, it can feel oddly vague. What is notarising, exactly? Why can’t any solicitor or witness do it? And why does it so often come up when you’re dealing with overseas authorities, banks, property, visas, or business set-ups?
A Notary Public is a specialist legal professional who verifies identity, authority, and the authenticity of documents so they can be trusted—often internationally. In plain terms: what a notary does is make documents (and signatures) reliable to someone who’s not there to see you sign them.
Below is a clear guide to what does a notary do, the most common notary service requests, which documents typically need notarisation, how the process works, and how to avoid costly delays.
The 30-second answer: what do notaries do?
A notary helps prevent fraud and remove doubt by confirming key facts around a document, such as:
- Who you are (identity verification)
- Whether you understand what you’re signing (capacity and willingness)
- Whether you’re allowed to sign (authority—especially for companies or acting on someone’s behalf)
- Whether a copy matches the original (certified true copies)
- What happened, when, and where (a formal certificate and record)
The notary then issues a notarial certificate (sometimes called a notarial act), signs it, and applies their official seal.
That package is designed to travel—so an overseas authority can trust it.
What is a notary service in the UK?
A “notary service” usually means one or more of these notarial activities:
1) Witnessing signatures (and recording how the signing happened)
This is the classic request: you sign in front of the notary, and the notary certifies the signature and circumstances.
Typical examples:
- Powers of attorney for use abroad
- Declarations and sworn statements
- Overseas property documents
- Business contracts or authorisations used internationally
2) Certifying copies as true and complete
The notary compares the original and the copy, then certifies the copy as a true copy.
Typical examples:
- Passport / driving licence copies for foreign banks
- Degree certificates or professional qualifications for overseas employers
- Corporate documents (certificates, registers, resolutions)
3) Verifying authority for company and corporate documents
When a business signs something, the receiving party often wants proof that:
- the company exists,
- the signer is authorised,
- the decision was properly approved.
Typical examples:
- Board resolutions
- Certificates of incumbency (director/officer confirmation)
- Powers of attorney issued by a company
- Share transfers or corporate filings used abroad
4) Preparing or attaching a notarial certificate (the “notarial act”)
In many cases, the notary doesn’t just “stamp a document”. They create a formal certificate stating what they verified, and attach it to the document.
5) Helping you get an apostille or further legalisation (when required)
For many countries, notarisation is only step one. You may also need:
- an apostille (a government-issued legalisation certificate), and sometimes
- additional embassy/consular legalisation.
A lot of delays happen here—because people don’t realise there are stages.
What is notarising vs notarisation?
These terms are used interchangeably, but here’s the clean way to think about them:
- What is notarising? The action: the notary verifies and certifies something about the document/signing.
- What is notarisation? The result: the document now carries a notarial certificate/seal and can be relied on (often internationally).
If you’re searching “what is notarisation meaning”, it’s essentially: a formal authentication process performed by a notary.
Notarisation, apostille, and legalisation: what’s the difference?
These are often mixed up. Here’s a simple comparison:
| Term | Who does it | What it proves | When you need it |
|---|---|---|---|
| Notarisation | A Notary Public | Identity/authority/signature/copy authenticity | Often for documents going abroad |
| Apostille | A government legalisation office | The notary’s signature/seal is genuine | For many countries that accept apostilles |
| Embassy/consular legalisation | The destination country’s embassy/consulate | Extra authentication beyond an apostille | For some countries or specific document types |
Practical tip: The receiving authority (abroad) usually decides the level required. If they say “notarised and apostilled”, you need both steps.
When do you need a notary?
Most people need a notary for one reason: an organisation outside the UK wants certainty.
You may need a notary if you’re dealing with:
Overseas property and finances
- Buying or selling property abroad
- Taking out a mortgage overseas
- Signing foreign banking forms or guarantees
- Certifying ID for international banks
Immigration, travel, and life events abroad
- Visa applications requiring notarised declarations
- Sponsorship paperwork
- Consent letters for children travelling
- Declarations of single status / freedom to marry
- Adoption or family-related documents for another country
Education and work abroad
- Notarised copies of degrees and transcripts
- Professional registrations and licensing
- Employer letters and declarations
Business and corporate matters (international)
- Overseas company registration or branch set-up
- Board resolutions and corporate powers of attorney
- Contract signings and authorisations
- Supplier onboarding where the parent company is abroad
Do you always need a Notary Public, or can someone else do it?
This is one of the biggest sources of confusion.
A notary is not the same as a solicitor or commissioner for oaths
For UK-only matters, you might be told a solicitor or commissioner for oaths is enough (for example, certain statutory declarations). But if the document is headed overseas—or the overseas authority demands a notarial act—you usually need a notary.
A simple decision shortcut
- For use abroad: a notary is often required (or strongly preferred).
- For UK-only filing: you may not need a notary—another authorised person may suffice.
If you’re unsure, the fastest way to avoid delays is to confirm the requirement with the receiving authority, then share that instruction with the notary before the appointment.
What documents do notaries notarise most often?
Here are the most common categories people ask about. (If you don’t see your document here, that’s normal—there are many variations.)
Personal documents
- Passport / driving licence copies
- Birth, marriage, and death certificates (often as certified copies)
- Name change deeds
- Divorce-related documents for overseas use
- Parental consent letters for travel
- Statutory declarations and affidavits
Property documents
- Powers of attorney for overseas property transactions
- Sales/purchase documents for foreign property
- Identity certification for foreign conveyancing
- Mortgage and lender declarations
Business and corporate documents
- Certificates of incorporation and good standing equivalents
- Memorandum and articles
- Board minutes/resolutions
- Registers (directors, shareholders)
- Corporate powers of attorney
- Commercial contracts used abroad
Education and professional documents
- Degree certificates and transcripts
- Professional memberships
- Training certificates
- Employer references and declarations
What happens during notarisation?
Even a “quick stamp” often has a structured process behind it. Here’s what to expect.
Step 1: Document check (before you meet)
A good notary will usually want to see the document in advance to confirm:
- whether it must be signed in a particular way,
- whether witnesses are needed,
- whether a translation is required,
- whether an apostille or further legalisation will be needed.
Time-saver: send a scan/photo and any written instruction from the overseas authority.
Step 2: Identity and address verification
You’ll typically be asked for:
- a valid passport or photo driving licence
- proof of address (recent utility bill, bank statement, council tax bill)
For companies, you may also need:
- company records and filings
- evidence the signer is a director/officer
- a resolution authorising the signing (depending on the document)
Step 3: The signing (or signature confirmation)
The notary will:
- confirm you’re signing willingly,
- check you understand the document (and may ask basic questions),
- witness your signature where required.
Step 4: The notarial certificate and seal
The notary attaches or endorses a certificate stating what they verified, then signs and seals it.
Step 5: Aftercare: apostille/legalisation (if required)
If the destination country needs an apostille or embassy legalisation, this is when you arrange it.
What makes a notarial act different from “just witnessing a signature”?
A notary isn’t only watching you sign. They’re creating a certificate that may be relied on by:
- government departments,
- courts,
- banks and financial institutions,
- overseas registries and regulators.
That’s why the notary may ask more questions than you expect—especially for powers of attorney, corporate authority, or documents carrying financial or legal consequences.
Can notarisation be done online?
Sometimes—depending on the document, destination country requirements, and what the notary can lawfully and practically certify.
- Some matters can be handled remotely (document review, pre-checks, arranging copies, courier logistics).
- Some signings may be possible by video in limited scenarios, but many documents still require an in-person appearance.
If you need speed: ask early whether the receiving authority accepts electronically signed and notarised documents, or whether they require paper originals with a wet-ink signature and seal.
Common reasons notarised documents get rejected (and how to avoid it)
A rejection can cost days or weeks. These are the most common pitfalls:
- Wrong level of authentication
You got notarisation, but they wanted an apostille too (or embassy legalisation). - Signing too early
You signed before the notary appointment, and the receiving party insists it must be witnessed. - Mismatch in names or IDs
Even small differences (middle names, spelling, maiden names) can trigger issues. Bring supporting evidence if relevant. - Missing authority for company signers
Overseas counterparties often want proof the signer can bind the company. - Using copies where originals are required
Some authorities require originals, others accept notarised copies. Confirm first. - No translation where required
If the receiving authority needs the document in a specific language, deal with translation upfront—before notarisation.
How much does notarisation cost?
There isn’t one fixed price because the fee depends on:
- number of documents and number of signers,
- whether the notary must draft a certificate or verify complex authority,
- urgency (same-day / out-of-hours),
- travel (mobile visits),
- whether an apostille/legalisation is needed,
- whether certified translation is involved.
A helpful way to think about it: you’re paying for legal verification, risk checks, proper certification, and a process that’s designed to be trusted abroad.
If you want clarity quickly, the simplest route is to request a quote based on your document type, destination country, and deadline.
What to prepare before you book
Use this checklist to avoid back-and-forth:
- The document (scan/photo is fine for pre-checks)
- The destination country and the purpose (banking, property, visa, etc.)
- Any instructions from the receiving authority (email or letter is perfect)
- Your photo ID
- Proof of address
- For companies: company details and who will sign
- Your timeline (standard vs urgent)
If you have all of that ready, the appointment is usually straightforward.
A practical “when you need one” walkthrough
Here are a few real-world style scenarios that explain what do notaries do in context:
Example 1: Opening a bank account abroad
A bank overseas asks for “certified ID copies”. A notary certifies your passport and proof of address as true copies so the bank can rely on them without seeing the originals.
Example 2: Selling a property overseas
You’re asked to sign a power of attorney so a local lawyer can complete the sale. The notary verifies your identity and witnesses the signing, then issues a notarial certificate so the overseas registry can accept it.
Example 3: Company expanding internationally
A foreign registry asks for board resolutions and proof the director can sign. The notary verifies the company documents and authority, then notarises the resolution and/or supporting certificates for overseas filing.
Finding the right notary (without wasting time)
When choosing a notary, focus on:
- Experience with your destination country (requirements vary)
- Speed and logistics (courier options, urgent appointments)
- Clarity (they explain what they’re certifying and what comes next)
- End-to-end support (notarisation + apostille + legalisation if needed)
If you’d like the fastest route, compare quotes from verified providers who handle your document type—and choose based on timeline, service scope, and communication.
Make it simple: compare providers and book with confidence
Notarisation is one of those tasks that becomes easy when the requirements are clear and the provider is experienced.
If you want to move quickly:
- share your document and destination country,
- get matched with suitable providers,
- choose the option that fits your deadline.
That way you’re not guessing whether you need notarisation, an apostille, or both—and you’re far less likely to face rejections.
FAQs
What does a notary do that a witness can’t?
A notary doesn’t just witness a signature. They verify identity, confirm capacity and authority, and issue a formal certificate and seal that overseas authorities can rely on.
What is notarisation in simple terms?
Notarisation is the process where a Notary Public authenticates a signature, document, or copy by checking key facts and attaching a notarial certificate and seal.
What is notary service used for most often?
In the UK, notary service is most commonly used for documents going abroad—property matters, banking, immigration/travel declarations, and corporate documents for overseas registration.
Do I need an apostille after notarisation?
Sometimes. Many countries require an apostille to confirm the notary’s signature and seal are genuine. Some authorities accept notarisation alone. Always check what the receiving party requires.
Can a notary certify a copy of my passport or degree?
Yes. A notary can certify copies of identity documents and qualifications as true copies, which is often required by overseas banks, employers, and institutions.
Can notarisation be done online?
It depends on the document, the destination country’s rules, and what the notary can properly certify. Some steps can be handled remotely, but many documents still require an in-person appearance.
