How to get a document notarised in the UK

Having a document notarised adds an extra layer of security to contracts and other documents by requiring a witness to verify the identity of the signer. This witness attests that the signer is not signing under duress and that they are aware of the contents of the document they are signing.

But what exactly does it mean to have a document notarised in the UK?

Let’s explore how to notarise a document, who can notarise it, and how the process is evolving in the digital age with remote notarisation, improving security, privacy, and convenience.

What does it mean to notarise a document and what is a notary?

Notarisation is an identity-based, anti-fraud measure performed by a government-authorised individual known as a notary public. Their role is to verify the signer's identity, witness the signing of the document, and ensure the signer has the mental capacity to understand the document. Notaries public confirm this by affixing their signature and official seal to the document. Notarised documents are considered reliable and self-authenticating, providing legal evidence that a document was properly signed.

Who can notarise a document?

In the UK, only a notary public can notarise a document. A notary public is a legal professional authorised by the government to witness and authenticate documents. Many solicitors are also notaries public, and certain banks may offer notary services.

How is a document notarised?

The process for notarising a document involves the following steps:

1. Identity Verification

   The notary ensures the signer’s identity by requesting valid identification.

2. Witnessing the Signature

   The notary witnesses the signer physically sign the document.

3. Applying the Notary Seal

   After confirming all signatures, the notary applies their official seal to the document, making it legally valid.

Traditionally, notarisation is done in person, requiring the signer and the notary to meet and for the signer to provide a paper copy of the document.

What are the different types of notarisation in the UK?

In the UK, notarisation has traditionally been an in-person process. However, digital and remote options are gradually being introduced.

1. Traditional Notarisation: The most common method, where a notary public verifies the signer’s identity and applies a physical seal to a document in person.

2. Electronic Notarisation (E-Notarisation): This involves a notary applying a digital seal to an electronically signed document. It’s becoming more common, especially for international documents.

3. Remote Notarisation (RON): While still in early stages in the UK, remote notarisation uses video and audio tools to allow a notary to witness the signing process and verify the signer’s identity remotely. Electronic seals are often applied to these documents.

4. Hybrid Notarisation: A less common method, where a notary observes the signing via video call, and then the document is mailed to the notary for them to apply a seal.

Benefits of remote online notarisation (RON)

RON offers numerous benefits over in-person notarisation, including:

• Convenience and Access

  RON removes the need for signers and notaries to meet in person, making it accessible to people in remote locations, those with limited mobility, or anyone with an unconventional schedule.

• Enhanced Security

  RON uses advanced identity verification technologies to ensure the signer’s identity, such as government-issued ID checks and knowledge-based authentication (KBA), which adds a layer of security not always present with in-person notarisation.

• Authenticity and Security

  RON documents are secured with tamper-evident digital seals, and the process is recorded in an audit trail, ensuring document integrity and helping to prevent fraud.

Which types of documents need notarisation?

Notarising documents is relatively common in business situations but is also required for documents outside the office, including:

• Power of Attorney

• Affidavits

• Contract for deed

• Liability waivers

• Passport applications

• Mortgage documents

• Trust certifications

• Life and annuity claims

• Spousal consent

• Lien release

• Acknowledgements

Simplify notarised documents with Docusign

Want to make remote notarisation easier? With Docusign, you can streamline the process of notarising documents quickly and securely.

Legal Disclaimer: This information is provided for general guidance only and does not constitute legal advice. For advice on your specific situation, please consult a qualified legal professional.