If you’ve ever been told “you’ll need this notarized” and immediately Googled things like “what’s notarized”, “what is a notary public UK”, or even “nortary” or “notery”, you’re in exactly the right place.
This guide explains in plain English:
- What “notarised” or “notarized” actually means
- What a notary public is (and how they differ from a solicitor)
- Which documents usually need notarisation
- How the notarisation, legalisation and apostille process fits together
- How to quickly find the right notary services through Notary Quote UK
Whether you’re dealing with a power of attorney for use in Spain, degree certificates for a job in the UAE, or company documents for a new overseas branch, understanding notarisation will save you time, stress and — often — money.
Quick note: This guide focuses on the United Kingdom (with a particular emphasis on England & Wales), but the core ideas of what gets “notarized” or “notarised” are similar worldwide. It’s general information only: for specific situations, always follow advice from your own lawyer or notary.
What Does “Notarized” Actually Mean?
When a document is notarized (US spelling) / notarised (UK spelling), it means a notary public has carried out formal checks and then certified the document with their signature and official seal.
Simple definition of a notarised document
A notarised document is one where a notary public has:
- Verified the identity of the person signing
- Checked that they understand the document and are signing willingly
- Confirmed any relevant authority or capacity (for example, that a director is authorised to sign for a company)
- Attached a notarial certificate and seal stating what they’ve checked
That combination — the notary’s signature, seal, and certificate — is what turns an ordinary document into a notarised document.
So when someone asks for “a notarized copy” or “public notarize” of a document, they’re asking for exactly this: a document that’s been checked and certified by a notary public official, not just any lawyer or witness.
Notary signature, stamp and seal: why they matter
Foreign authorities, banks, registries and courts don’t know you personally. They do recognise the notary’s signature and seal.
That’s why notarisation is so powerful:
- The notary’s signature and embossing or stamp is recorded with regulators (in England & Wales, the Faculty Office of the Archbishop of Canterbury).
- It tells officials in another country that a trusted public officer has verified who signed, when, and in what capacity.
In other words, the “notary signature” is the bridge that allows your UK documents to be trusted abroad.
Notarised vs certified vs just “witnessed”
People often mix up these terms:
- Witnessed:
- Any suitable adult watches you sign and also signs to confirm that.
- Common for simple contracts or wills, but there’s no special status internationally.
- Certified copy (by a solicitor or commissioner for oaths):
- A lawyer confirms a copy is a true copy of the original, often for use inside the UK.
- Notarised / notarized (by a notary public):
- A specialist lawyer and public officer formally checks identity, capacity and authenticity, and issues a notarial certificate.
- Usually required when a document will be used outside the UK, or must meet specific international formalities.
Many people search “what is notarising”, “what is notarisation” or “notarization meaning”:
Notarisation (or notarization) simply means the process of a notary public carrying out those checks and certifying the document.
What Is a Notary / Notary Public in the UK?
If you’ve typed “what is an notary”, “whats a notary”, “notary what is it” or “what is a legal notary”, you’re really asking:
Who is a notary public, and what makes them different from a normal lawyer?
Legal definition of a notary public (England & Wales)
In England and Wales, a notary public is a:
- Specialist, highly trained lawyer
- Appointed and regulated by the Faculty Office of the Archbishop of Canterbury, under the supervision of the Master of the Faculties
- Member of one of the oldest branches of the legal profession in the UK
Their principal role is to “attest the authenticity” of deeds and legal documents for use abroad — in plain language, to verify and certify documents so that foreign authorities can rely on them.
There are fewer than around 800–900 notaries in England & Wales — tiny compared with tens of thousands of solicitors — which is why they’re sometimes described as the “oldest and smallest branch” of the profession.
Notary public meaning in everyday terms
In everyday language:
A notary (or public notary) is a lawyer and public officer who checks, certifies and records important documents so that other countries’ authorities can trust them.
So if you searched “notary meaning”, “definition notary”, “define notary” or “notary what does it mean” — that’s it.
Is a notary the same as a solicitor?
Short answer: no.
- A solicitor usually advises on domestic law (divorce, property, disputes, contracts, etc).
- A notary public specialises in documents and signatures for use overseas.
Many notaries in England & Wales are also practising solicitors, but being a notary is a separate qualification and profession. A solicitor is not automatically allowed to perform notarial acts unless they are also a notary.
You might see phrases like:
- “notary solicitor”
- “notary public solicitor”
- “legal notary”
These usually refer to someone who is both a solicitor and a notary public — but their notarial work is regulated separately.
What Does a Notary Do? (Core Notary Services)
If you’ve searched “what does a notary do”, “what a notary does” or “what do notaries do”, this is the heart of it.
A UK notary public typically:
- Verifies identity (passport, ID card, proof of address)
- Checks capacity and authority (for example, that a director is properly authorised to sign for a company)
- Witnesses signatures on key documents
- Certifies copies of important documents
- Prepares and issues notarial certificates confirming all of the above
- Keeps a permanent record (a register) of the notarial act
Common notarial acts include:
- Preparing and witnessing powers of attorney for use abroad
- Authenticating company documents, such as:
- Certificates of incorporation
- Board minutes and resolutions
- Articles of association
- Attesting property documents relating to overseas real estate
- Certifying copies of passports, birth/marriage certificates, degrees and other official documents
- Taking oaths, affidavits, statutory declarations and affirmations
- Certifying documents for overseas employment, visas or immigration
- Verifying translations and confirming a translation is accurate
These services are usually described collectively as “notary services” or “notarial services”.
What Documents Are Usually Notarised?
Not every document needs a notary. But when someone asks for a “notarized” or “notarised” document, it’s usually one of these.
For individuals
Commonly notarised documents for people include:
- Powers of attorney (for property, finances or personal matters abroad)
- Affidavits and statutory declarations (e.g. single status, identity, family relationships)
- Consent letters:
- Child travel consent
- Consent to relocate abroad
- Passports and ID documents – notarised copies for banks, visa centres, employers
- Birth, marriage, death certificates – sometimes for countries that insist on notarisation as well as legalisation
- Degree and qualification certificates – for overseas jobs or study
- Divorce decrees and adoption papers
- Medical reports or specialist letters where authenticity must be proved
For companies and organisations
Businesses often need documents notarised when operating internationally, for example:
- Company incorporation documents
- Certificates of good standing
- Board minutes and resolutions
- Powers of attorney for overseas subsidiaries or agents
- Commercial contracts to be signed by UK-based directors
- Documents for opening foreign bank accounts
- Tenders, bids, or procurement documentation
- IP assignments, licensing and distribution agreements
Government-issued documents
Some government-issued documents may either:
- Be apostilled directly by the UK’s Legalisation Office (with no notary), or
- Need to be notarised first, then legalised.
Examples include:
- Birth, marriage and death certificates
- Police and criminal record certificates
- HMRC letters and tax residency certificates
- Certain court orders and decrees
Whether a document needs notarisation, apostille, both or more depends on the country and the institution you’re dealing with — always check their exact requirements.
Fast-track tip:
Already know which documents you have and which country they’re going to? Use Notary Quote UK to compare notary, apostille and legalisation services in one place and get a tailored quote before you book.
When Do You Actually Need Something Notarised?
Here’s when the answer to “Do I really need a notary?” is usually yes.
You often need a notarised / notarized document when:
- A foreign authority (embassy, court, university, land registry) explicitly asks for it
- You are signing a power of attorney for use abroad
- You’re buying or selling property overseas
- You’re setting up a company or bank account in another country
- You’re providing documents for immigration, visas or citizenship
- You’re moving abroad for work or study and need your qualifications authenticated
- You’re dealing with inheritance or probate issues involving another country
Sometimes a simple “certified copy” from a UK solicitor or commissioner for oaths is enough inside the UK, but for international use, many countries will only accept a notarial certification.
Rule of thumb:
If the document is going outside the UK, ask the receiving party:
“Do you require it to be notarised by a UK notary public and/or legalised with an apostille?”
How the Notarisation Process Works in the UK (Step by Step)
People often ask “who is the notary?” or “what is notary service?” right around the time they have to book an appointment. Here’s what actually happens.
1. Initial enquiry and quote
Typically you:
- Explain what you need (document type, country, deadline)
- Send scans of your documents for the notary to review
- Receive a quotation for notary services (and, if needed, apostille or consular legalisation)
Platforms like Notary Quote UK make this easier by letting you compare multiple providers for notary, translation, legalisation and attestation services.
CTA:
Ready to move? Use the Notary Quote matching form to describe your documents, choose notary services UK and your location, and get quotes from vetted providers before you book.
2. Preparing for your appointment
For individuals, you’ll usually need:
- Valid photo ID (passport, or full UK photo driving licence)
- Proof of address (recent bank statement, utility bill, council tax bill)
- Any instructions from the overseas lawyer or authority
For companies, you may also need:
- Company registration documents (Companies House records)
- Board resolutions or minutes authorising the transaction
- Sometimes, evidence of beneficial ownership and directors’ identities
Many notaries now offer online or remote services (within legal limits), especially for document review, uploads and preliminary checks.
3. During the notary appointment
At the appointment (in person or remote where permitted), the notary will:
- Verify your identity and compare you with your ID
- Check you understand the document and are signing freely
- Confirm your authority if you’re signing for a company or another person
- Watch you sign the document (or, if it’s already signed, ask you to confirm the signature)
- Add a notarial certificate, signature and official seal
This is the moment your document becomes “notarised”.
4. After notarisation: apostille and legalisation (if needed)
For many countries, notarisation is just stage one.
You may then need:
- An apostille from the UK Legalisation Office (part of the Foreign, Commonwealth & Development Office, FCDO), confirming that the notary’s signature and seal are genuine
- Additional embassy or consular legalisation if the destination country is not part of the Hague Apostille Convention
Many notaries and specialist agents provide a full service: notarisation, apostille and embassy legalisation.
Want everything handled end-to-end? On Notary Quote, you can select providers that offer combined notary + apostille + embassy legalisation services, then request a free consultation to confirm timelines and costs.
Notarisation, Legalisation and Apostille: What’s the Difference?
These three terms cause endless confusion. Here’s a quick breakdown:
Notarisation (notarization)
- Performed by a notary public
- Confirms identity, capacity, and authenticity of signature or copy
- Results in a notarial certificate and seal
- Makes a document trustworthy to foreign authorities
Legalisation
- Performed by a state authority, not the notary
- In the UK, this is usually the FCDO Legalisation Office or a foreign embassy/consulate
- Legalisation confirms that the notary’s signature and seal (or another official signature) are genuine
Apostille
- A specific type of legalisation certificate under the Hague Convention
- Issued by the Legalisation Office and attached to your document
- Recognised by other Convention countries without further consular legalisation
So if you’re wondering “what is notarisation”, “what is notarisation meaning” or “notary notarized vs apostille”:
- Notarisation = what the notary does
- Apostille / legalisation = what the state does to confirm the notary (or other official)
Many documents used abroad need both.
Types of Notary & Regional Differences in the UK
Searches like “who is a notary public UK” or “who can be a notary public in the UK” can be tricky because the answer depends on where in the UK you are.
England & Wales
- Notaries are appointed and regulated through the Faculty Office of the Archbishop of Canterbury, overseen by the Master of the Faculties
- Most are also qualified as solicitors, but not all
- They can carry out most types of non-contentious legal work (such as conveyancing and probate) and act as commissioners for oaths, though many focus on international document work
Scotland
- Only solicitors with a current practising certificate from the Law Society of Scotland can act as notaries public
- Scottish notaries mainly deal with:
- Oaths, affidavits and affirmations
- Certain family law declarations, especially in divorce
- Some overseas documents
Northern Ireland
- Notaries public are appointed by the Lord Chief Justice of Northern Ireland and may be listed via the Law Society of Northern Ireland and specialist bodies
- Their role is similar: authenticating, witnessing and certifying documents, often for use abroad
Wherever you are, the core idea of a “notary public meaning” stays the same: an independent public official and lawyer who gives documents special evidential status.
How to Choose a Notary Public (UK)
There are hundreds of searches like “notary public who”, “who is the notary”, “public notary what is”, or “notary in public near me”. When you’re actually choosing a UK notary public, focus on:
1. Proper authorisation & regulation
Look for:
- In England & Wales:
- A notary regulated by the Faculty Office / listed by the Notaries Society
- In Scotland:
- A solicitor-notary registered with the Law Society of Scotland
- In Northern Ireland:
- A notary listed via the Law Society of Northern Ireland or regional notary bodies
2. Experience with your document type and country
Ask:
- Have they handled this type of document before (HMRC letters, company documents, adoptions, etc.)?
- Do they regularly work with the destination country (e.g. UAE, Spain, USA, India)?
3. Turnaround time and service style
Consider whether you need:
- Same-day or urgent notarisation
- Apostille and embassy legalisation handled as well
- Mobile notary visits (home/office)
- Online notary services (where legally allowed)
4. Clear fees and communication
Look for:
- Transparent pricing
- Clear explanation of what will be notarised and how
- Helpful guidance on what you must bring
With Notary Quote UK you can compare multiple notaries and legalisation providers, review their specialisms (e.g. translation, apostille, remote notarisation) and pick the option that fits your budget and deadlines.
Quick Glossary: Notary Terms (and Common Misspellings)
This section sweeps up a lot of “define notary” / “define notary public” / “notarial meaning”-style searches.
- Notary / Notary Public / Public Notary
A lawyer and public official authorised to certify, witness and authenticate documents, especially for use abroad. - Notarial (adjective)
Relating to a notary or their acts (e.g. notarial certificate, notarial fee). - Notarial act
The formal act performed by a notary (e.g. witnessing a signature, certifying a copy). - Notarisation / Notarization
The process by which a notary verifies, certifies and records a document, giving it special evidential status. - Notary services / notary public services
All professional services provided by a notary — from witnessing signatures and certifying copies to arranging apostilles and legalisation. - Notary meaning UK / notary definition / definition of notary
In the UK context, a notary is a specialist lawyer and public officer regulated by law (for example, by the Faculty Office in England & Wales). - Common misspellings and variants
If you’ve ever typed notery, nortary, notoary, notory, notary notary, or similar — you were still looking for a notary public. You’re not alone!
FAQs: Quick Answers About What’s Notarized
1. What is a notary public in the UK?
A notary public in the UK (particularly in England & Wales) is a specialist lawyer appointed and regulated by the Faculty Office of the Archbishop of Canterbury. Their main job is to attest the authenticity of documents for use abroad by checking identity, capacity and authority, then certifying the document under their signature and seal.
In Scotland and Northern Ireland, notaries are also legally qualified professionals, usually solicitors, authorised to administer oaths and authenticate documents.
2. What’s the difference between a notary and a solicitor?
A solicitor provides general legal advice and representation, mainly on UK-based matters (contracts, disputes, family law, property, etc).
A notary public focuses on certifying, authenticating and witnessing documents and signatures that will be used outside the UK — for example, a power of attorney for a house purchase abroad, or company documents for an overseas bank account. Solicitors cannot perform notarial acts unless they are also qualified as notaries.
3. Who can be a notary public in the UK?
To become a notary public in England & Wales, you usually need:
- A law degree or equivalent legal qualification (often as a solicitor or barrister)
- Completion of a Postgraduate Diploma in Notarial Practice
- Supervised practical training
- Appointment and authorisation through the Court of Faculties / Faculty Office
In Scotland and Northern Ireland, you must be a qualified solicitor and meet additional requirements set by the relevant Law Society or court before being admitted as a notary public.
4. What documents can a notary notarise?
Notaries can notarise a wide range of documents, including:
- Powers of attorney
- Affidavits and statutory declarations
- Passports and ID copies
- Birth, marriage, death and divorce certificates
- Degree and qualification certificates
- Company incorporation documents and resolutions
- Contracts, property deeds and financial documents
- Adoption, immigration and visa papers
Whether a document needs notarisation, apostille, embassy legalisation, or some combination depends on the destination country and purpose. Always check with the requesting authority.
5. Do I always need an apostille after notarisation?
No. Some countries and organisations are happy with notarisation alone.
However, many countries that are members of the Hague Apostille Convention require an apostille attached by the UK Legalisation Office, verifying the notary’s signature and seal. Non-Convention countries often require both apostille and embassy or consular legalisation.
It’s essential to ask the receiving authority exactly what they need before you arrange anything.
6. How can I get my documents notarised quickly?
To speed things up:
- Gather clear scans of your documents
- Confirm destination country and deadline
- Use a platform like Notary Quote UK to compare notary, legalisation and translation services in your area or online
- Choose a notary who offers the service type you need (in-person, mobile, or online where allowed) and can handle apostille/embassy steps if required
Need it notarised this week? Submit your details and documents through Notary Quote’s enquiry form to request a free, no-obligation quote and find a provider who can meet your timeframe.
Take the Next Step: Get Your Documents Notarised with Confidence
You now know:
- What “notarized / notarised” means
- What a notary public is and what they do
- Which documents usually need notarisation
- How notarisation fits together with apostille and legalisation
The last step is simply to choose the right notary services for your needs.
With Notary Quote UK you can:
- Compare notary publics, translation and legalisation providers across the UK
- Filter by location, service type (in-person, mobile, online), and specialism (e.g. HMRC documents, DVLA export, corporate work)
- See reviews and experience where available
- Request tailored quotes, then upload your files securely
When you understand what’s notarized, you can plan ahead, avoid last-minute panics, and get your documents accepted the first time — wherever in the world they’re going.
