What is a notary public?

A notary public is a qualified lawyer, appointed and regulated separately from solicitors, whose role is to authenticate documents and signatures so they will be recognised and accepted in another country. If you need to sign something in England or Wales for use abroad - a power of attorney, a company document, a certificate - it is usually a notary, not a solicitor, who needs to be involved.

What a notary public actually does

When you visit a notary, they check your identity and, where relevant, your authority to sign (for example, as a company director). They witness you signing the document, then attach a notarial certificate and their official seal, confirming what they have checked and witnessed. This certificate is written in a form that foreign authorities, banks, courts and registries recognise, which is what makes the document usable outside the UK.

This is a different job to simply "witnessing a signature." A notary's certificate carries international standing precisely because notaries are independently regulated and their signatures are registered with the Foreign, Commonwealth & Development Office (FCDO) - which is what allows a document to go on and receive an apostille.

How notaries are regulated

Notarial practice is one of the oldest branches of the legal profession, dating back to Roman times. In England and Wales, notaries are appointed by the Court of Faculties of the Archbishop of Canterbury and regulated by the Master of the Faculties. To qualify, a notary must complete further training and a period of supervised practice on top of any earlier legal qualification, and must hold professional indemnity insurance and fidelity cover to protect clients.

Notary public vs solicitor

Most notaries in England and Wales either are, or have been, solicitors - but the two roles are not interchangeable. A solicitor handles legal matters within the UK system: property, contracts, wills, disputes. A notary's core job is authenticating documents for use outside the UK. For most overseas paperwork, a solicitor's certification is not sufficient on its own - the receiving country will expect a notarial certificate, usually with an apostille on top. See our full guide: notary public vs solicitor - what is the difference?

When you need a notary public

As a rule of thumb: if a document is going to be used outside the UK, you probably need a notary. Common situations include:

• Buying, selling or mortgaging property abroad
• Giving someone power of attorney in another country
• Company documents for an overseas transaction, tender or branch registration
• Educational certificates and transcripts for study or work abroad
• Marriage or civil partnership documents for use in another country
• Any document that needs an apostille from the FCDO

If the document is staying in the UK, you usually do not need a notary - a solicitor or commissioner for oaths is often enough. Our full checklist covers this in more detail: do I need a notary public?

What happens at your appointment

1. You bring the document, photo ID, proof of address, and anything else relevant to the matter.
2. The notary checks your identity and authority, and witnesses you signing (or confirms you have already signed).
3. The notary applies their certificate and seal.
4. If the destination country requires it, the document is sent for an apostille from the FCDO and, for some countries, legalisation at that country's embassy.

Apostilles and legalisation

Notarisation is usually the first step, not the last. Most documents going abroad also need an apostille, and some countries require an extra layer of embassy legalisation on top. Our guide explains both: what is an apostille and how do you get one?

Still not sure if you need a notary?

Tell us what the document is and which country it is for. We will confirm whether a notary is needed, connect you with one near you, and arrange any apostille or embassy legalisation on top - with a free estimate before you commit.

Request a quote or call 0800 058 1180.

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