In advance of our first meeting
Before I meet you in person, it would be helpful to receive all the background documents relating to your transaction in advance. This will enable me to progress your case more quickly, check what is required, possibly with foreign lawyers or other contacts, and assess any potential difficulties in advance of our first meeting.
Ideally, I will need in advance:
- A detailed summary of the transaction you wish me to deal with.
- Copies of all relevant documents. Electronic documents by email, and photocopies of other documents by post or fax. Before sending, please double check all documents for any errors eg in your name, dates, spellings, passport number etc.
- Contact details in your possession for any foreign lawyers or authorities abroad who are dealing with your case.
At our first meeting
One of my legal duties is to meet you in person to confirm your identity, and your ability and willingness to perform whatever actions are required. I also need to be clear of the exact requirements of the appropriate foreign authority.
Therefore you need to bring to the meeting:
- Evidence of identity – this should be your passport, or if you have no passport, any other government-issued document which includes your photograph, such as an EU photographic driving licence.
- Proof of residence – a document which confirms where you live, such as a recent utility bill or bank statement. If you cannot provide this, we will need to discuss other
- The document or documents which require my seal and signature. Please do not sign or have them witnessed beforehand. Everything MUST be done in my presence.
- All relevant instructions relating to the documents eg. signature requirements, the colour of the ink etc.
Authentication
Foreign language issues
It is in everyone’s interest that you fully understand the documents you are signing and their future implications. To be able to check this, I need to have at least a basic understanding of the documents myself. Therefore if the documents are mainly in a language other than English, I may need to obtain a translation and/or ask you to consult the organisation or lawyer who sent you the documents from abroad.
Third party verification
One of a Notary’s duties is to check and obtain independent verification of the facts presented to him/her. This sometimes involves obtaining evidence or proof from sources independent of the client. This does not imply mistrust in any way and is simply part of the legal authentication process. I would appreciate your full cooperation and assistance in this.
In some cases, we may ask you to provide additional documents. For instance, companies or organisations based abroad may be asked to produce a certificate of incorporation or good standing certificate. Without these, we may have to commission specialist agents abroad to provide appropriate authentication. Obviously this would incur additional costs.
Completion
How long will my case take to complete?
Sometimes, in urgent cases, it is possible for me to complete your transaction within a few hours of the first instruction.
If a document is straightforward, already prepared and correctly worded, my work is usually completed in one or two days. If the documents are complex or if I have to draw up new documents or undertake other work, it will take longer.
Occasionally it is necessary to have the document ‘legalised’ by the Foreign and Commonwealth Office and/or the appropriate Foreign Embassy. This will take several days.
When do I get the documents?
Your documents will be released once your fees are paid. The documents can either be handed back to you or sent to a lawyer or organisation, at home or abroad, by post or courier, as you wish.
Is a copy kept?
A Notary is required by law to keep a copy of all the transactions carried out on your behalf for at least 12 years, and in some cases, permanently.
Charges
Charges for notarial services are normally time based plus expenses. Charges by the Foreign and Commonwealth Office are subject to change so please contact us to find out the latest fees.
As a guide, a single document requiring no further amendment or explanation will normally take about 20 minutes to deal with and a further 10 minutes if an apostille is required.
To learn more about using the services of a Notary, please contact us.
