Guide for appointments
NOTARY APPOINTMENT GUIDE - TO HELP YOU GET READY
FORMALITIES
Our terms of business, complaints process, anti-money laundering and sanctions policy and data protection and privacy policy apply. A copy of these documents is available from our website or in hard copy on request. Our email footers also include a link to them. We may also have a Framework SLA for regular corporate clients.
LEGALISATION (FCDO / EMBASSY)
Countries have differing requirements (see Free help – notary and legalisation), which can also vary depending on the documentation. This could be FCDO Apostille or legalisation (involving FCDO, Chamber of Commerce and/or Embassy). Legalisation impacts logistics, timeframes, and costs. Please contact us early to discuss.
TRANSLATIONS
An English translation will need to accompany any foreign version of the document unless the signatory can confirm they are a fluent speaker in the foreign language. We can arrange a translation if requested. (see Support Services).
DOCUMENTATION
- A copy of the documentation to be notarised and/or legalised, plus any instructions from the person who prepared it.
- Full name, position / role and address of the person signing.
SIGNING - ID
- Valid Photo ID (passport or driving licence).
- A utility or council tax or bank statement (less than 3 months old) showing residential address.
- If signing with a different name, evidence of that (such as marriage certificate).
- If signing under a Power of Attorney, the original or certified copy of the POA.
- If signing as a Trustee, the trustee deed confirming your appointment
COMPANY INFORMATION
- Proof of your authority to sign for the Company or organisation.
- If possible a signed copy of the authorising minute or resolution. We may ask to see company documents at our appointment with you, including (Last return filing if a foreign company, Articles and Memorandum of Association (or equivalent constitution/by-laws), Certificate of Incorporation
- UBE (ultimate beneficial owner) of the organisation. for AML or sanctions compliance. This may be necessary depending on the transaction, location, what we are being asked to notarise and our involvement. We use SmartSearch for this.
Onward instructions – document forwarding
Prior to the appointment, please provide the Recipient’s name, email, address and telephone number. for your documents. We need this for courier purposes.
