Who Can Notarise a Document in the UK? Notary vs Solicitor (Simple Guide)

If you’re searching “who can notarize a document uk”, you’re usually trying to answer one practical question:

Will the organisation accepting my document recognise a solicitor’s certification, or do they require a Notary Public’s seal?

In the UK, the right person depends on where the document will be used and what the receiving authority asks for. Some requests say “notarised” when they really mean “certified copy”. Others genuinely require notarisation and (often) an apostille.

This guide makes the choice simple—without the legal jargon.

The 20-second answer

You’ll typically need a Notary Public if:

• the document is going outside the UK, or
• the receiving authority specifically asks for a notary seal, notarial certificate, or notarial act.

A solicitor (often acting as a Commissioner for Oaths) is often enough if:

• the document is for UK use, or
• you only need a certified true copy, witnessed signature, statutory declaration, or affidavit for a UK process.

When in doubt, follow this rule:

If it’s for overseas use, assume “Notary first” unless the receiving authority confirms a solicitor’s certification is accepted.

Notary vs Solicitor: what’s the difference in real life?

People often compare “notary vs solicitor” as if they’re interchangeable. They’re not.

Notary Public (UK): what they actually do

A Notary Public is a specialist legal professional who:

• verifies identity and (where relevant) authority/capacity
• witnesses signatures and authenticates execution
• certifies true copies and issues notarial certificates
• prepares or authenticates documents for international acceptance
• applies an official seal that foreign authorities recognise

This is why notaries are heavily used for:

• overseas property sales and purchases
• international corporate transactions
• foreign court documents and declarations
• powers of attorney for use abroad
• embassy/consular requirements

Solicitor: what they can do instead

A solicitor may be able to:

• certify a document as a true copy for many UK purposes
• witness signatures on UK paperwork
• administer oaths / statutory declarations (when acting in that capacity)

However:

• a solicitor who is not also a Notary Public cannot perform notarial acts in England & Wales, and
• foreign authorities often reject solicitor certification when they expected a notarial certificate and seal.

Key takeaway

• Notary = international authentication
• Solicitor = domestic legal services + common certification tasks (where accepted)

The biggest source of confusion: “notarised” vs “certified”

Many organisations (and even some forms) casually say “notarised” when they mean “certified copy”.

Certified copy (usually quicker, cheaper)

A certified copy is typically a photocopy with wording like:

• “Certified to be a true copy of the original seen by me”
  plus signature, date, name, profession, and contact details.

This is common for:

• banks, mortgages, employment checks
• HR onboarding
• compliance checks (KYC/AML)
• UK applications where a certified copy is requested

Notarised document (more formal, more widely recognised abroad)

Notarisation usually includes:

• identity checks (and sometimes capacity/authority checks)
• a notarial certificate
• the notary’s official seal
• entry into the notary’s record

This is common for:

• overseas authorities
• embassies/consulates
• international transactions
• apostille/legalisation routes

A decision guide you can actually use

Answer these three questions:

1) Where will the document be used?

• UK only → start by asking whether a certified copy or witnessed signature is enough (often a solicitor can help).
• Outside the UK → start with a Notary Public unless the receiving authority confirms otherwise.

2) What exactly does the receiving authority ask for?

Look for phrases like:

• “notarial act”
• “notary seal”
• “notarial certificate”
• “notarised and apostilled”
• “legalised by apostille”
• “embassy attestation”

If you see any of those, a solicitor-only certification is risky.

3) Do you need an apostille (FCDO legalisation)?

If the instruction includes:

• “apostille”
• “legalisation”
• “FCDO”
• “Hague Apostille Convention”
  you’re likely looking at a notary + apostille route (sometimes additional embassy steps too).

Who can notarise documents in the UK (by nation)

The UK isn’t one single notary system. The rules and routes differ across the home nations.

England & Wales

• Notarisation is carried out by a Notary Public (a distinct regulated profession).
• Many notaries are also solicitors, but the notary role is separate.

Scotland

• Notarial work is carried out by Scottish solicitors who are entitled to act as notaries (not every solicitor actively offers it, so you still need to find the right person).

Northern Ireland

• Notaries are typically solicitors appointed/recognised to act as notaries, with professional lists available via local bodies.

If you’re unsure, the fastest approach is simply:

• confirm the receiving authority’s exact requirement, then
• use a local provider experienced with that destination country.

Notary vs solicitor: side-by-side comparison

What you need	Often OK with a solicitor	Usually needs a Notary Public
UK-certified true copy for bank/HR/mortgage	✅	✅
Witnessing a UK signature (where accepted)	✅	✅
Statutory declaration / affidavit for UK use	✅	✅
Document for overseas use (general)	⚠️ sometimes rejected	✅
Notarial certificate + official seal	❌	✅
Power of attorney for use abroad	⚠️ depends	✅
Company documents for overseas transactions	⚠️ depends	✅
“Notarised and apostilled” requirement	❌ (unless also notary)	✅

Common documents: who should you use?

Personal documents

Often requires a notary when used abroad:

• powers of attorney
• adoption/guardianship paperwork
• overseas marriage packages
• foreign visa/employment packs
• declarations for foreign courts
• certified copies of passports/ID for overseas institutions

Often OK with certification in the UK (if the organisation accepts it):

• proof of address packs
• bank statements used for UK checks
• UK application supporting evidence

Business / corporate documents

Notaries are frequently used for:

• certificates of incorporation / good standing packs
• board resolutions and shareholder resolutions
• director/officer declarations
• commercial contracts to be relied upon overseas
• overseas bank onboarding and compliance packs

Academic and professional documents

If your destination is overseas, you may need:

• notarisation of a copy of a diploma
• notarisation of a translation (if required)
• an apostille after notarisation/certification

When you’ll need an apostille (and what it actually does)

An apostille is an official certificate that confirms the authenticity of a UK signature/seal so it’s accepted abroad (in countries that recognise the apostille process). Sometimes it’s paper-based; sometimes it can be electronic depending on the document route.

Practical examples:

• A notary notarises your power of attorney → you then obtain an apostille so it’s accepted by the foreign authority.
• A UK public document (like a certificate) may sometimes go directly to apostille depending on the document type and what the Legalisation Office accepts.

If your instruction says “apostille + embassy attestation”, expect an extra step after the apostille for certain destination countries.

How the notarisation process usually works (step-by-step)

Step 1: Gather the right version of your document

• If it’s a copy, bring the original too.
• If it’s a document you must sign, don’t sign it yet—many documents must be signed in front of the professional.

Step 2: Prepare your ID and supporting evidence

Most notaries will require:

• photo ID (passport / driving licence)
• proof of address
• in some cases: evidence of authority (company role, board minutes, letter of instruction)

Step 3: The notary checks, witnesses, and certifies

Depending on the document, they may:

• witness your signature
• attach a notarial certificate
• certify a true copy
• note details in their records

Step 4: If required, arrange apostille/legalisation

If the receiving authority requires legalisation:

• you’ll submit the notarised/certified document for apostille
• then, if required, proceed to embassy/consular attestation

Want the fastest route? Start by sharing the receiving authority’s exact wording and destination country, then match you to a notary familiar with that requirement.

Why documents get rejected (and how to avoid it)

Rejections are rarely about the document itself. They’re usually about format and authority.

The most common problems

• You got a certified copy when they required a notarial certificate
• The certification wording doesn’t match what the receiving authority expects
• The certifier wrote details on a separate sheet when the authority requires wording on the copy itself
• You signed the document before the appointment
• Your ID/proof of address doesn’t meet the notary’s verification needs
• Your destination country requires an apostille (and you didn’t add it)
• Your document is in a foreign language and the notary needs proof you understand what you’re signing

Quick prevention checklist

Before paying anyone:

• confirm: “Do you accept solicitor certification, or do you specifically require a Notary Public?”
• confirm whether you need: apostille and/or embassy attestation
• confirm whether the receiving authority needs:
  • original, copy, or notarised copy
  • specific wording
  • translation + certification

Cost guide: what affects notary and solicitor fees?

Fees vary because the work varies.

What usually increases the cost

• multiple documents or multiple signers
• corporate documents needing authority checks
• urgent / same-day requests
• travel (if you need a visit)
• complex notarial certificates
• additional steps like apostille and embassy attestation

If you want an accurate figure quickly, the best approach is to share:

• the document type
• destination country
• deadline
• whether it’s a copy or needs a witnessed signature

Then you can compare providers properly.

Finding a notary near you (without wasting time)

A “notary near me” search often returns a mix of:

• notaries (great)
• solicitors who do notarial work (fine if they’re actually appointed as notaries)
• general legal services pages (not always relevant)

The fastest way to avoid wasted calls is to ask two questions up front:

1. “Are you a practising Notary Public?”
2. “Have you handled documents for [your destination country] before?”

If you want to skip the back-and-forth, you can submit your details once and have suitable providers contact you directly with next steps.

A note on online notarisation

Some documents can be handled using digital or video-led processes depending on:

• the notary’s approach,
• the document type, and
• whether the receiving authority accepts it.

If you’re relying on remote handling, always confirm acceptance in writing with the receiving authority (or their lawyer) before proceeding—especially for overseas property and corporate matters.

Ready to get it done correctly the first time?

If you’re dealing with an overseas authority, the easiest way to avoid rejection is to match with a provider who has done that exact route before (notary-only, notary + apostille, or full legalisation + embassy).

Submit your document details and destination country, and you’ll be connected with a suitable notary or solicitor-led service—so you can move forward without guesswork.

FAQs

Who can notarize a document in the UK?

In most cases, a Notary Public is the person who notarises documents in the UK, especially when the document is intended for use abroad. For some UK-only purposes, a solicitor’s certification may be accepted instead.

Can a solicitor notarise a document in the UK?

A solicitor can only notarise a document if they are also appointed as a Notary Public (where required). Otherwise, they may still be able to certify copies or witness signatures if the receiving organisation accepts that.

Who can notarise documents in the UK for use abroad?

For overseas use, you will usually need a Notary Public. Some authorities will reject solicitor certification because they expect a notarial certificate and seal.

Do I need an apostille after notarisation?

Sometimes. If the receiving country or authority asks for legalisation or an apostille, you’ll need that additional step after notarisation/certification. Always check the exact wording of the request.

Can I notarise a photocopy of my passport or ID?

Yes, a notary can often certify a copy of a passport or ID as a true copy, but the receiving authority may have specific rules about wording, format, and whether an apostille is needed.

Who can be a notary public in the UK?

Eligibility and training differ across the UK, but generally you must meet formal requirements, complete training, and be admitted/registered by the relevant professional/regulatory body in your nation.