Each notarial matter is different and the requirements and timescales will vary greatly from matter to matter.

Regardless of whether you are acting on behalf of a business or need something for yourself, some of the typical stages of a notarial transaction are likely to include: 

• receiving and reviewing the documents to be notarised, together with any instructions received with it;

• liaising with your legal advisors or other bodies to obtain the necessary documentation to deal with the matter at hand;

• checking the identity, capacity and authority of the person who is to sign the document;

• if a document is to be certified, checking with the issuing authorities that the document is genuine. In the case of an academic award, this would entail checking with the appropriate academic institution;

• meeting with the signatory to verify their identity and to ascertain that they understand what they are signing and that they are doing so of their own free will and ensuring that the document is executed correctly;

• drafting and affixing or endorsing a notarial certificate to the document; 

• arranging for the legalisation of the document, as appropriate; and

• arranging for the storage of copies of all notarised documents in accordance with the requirements of the Notarial Practice Rules 2019.

Sight of the document, and any instructions received with it, will routinely be requested prior to any meeting.

A meeting will usually be scheduled within a day or two of first contact and this will generally last less than one hour.

If the document requires legalisation, this normally takes less than five working days.

Legalisation is when a further recognised authority verifies a notarial act. His Majesty's Government's Foreign Commonwealth and Development Office are the only recognised authority for this in England and Wales. They affix a certificate called an apostille to the notarised document. Sometimes, the country receiving the notarised and apostilled document wants their consulate or embassy to legalise the document too and this adds further time onto the process.