VISITING A NOTARY PUBLIC AND MY TERMS OF BUSINESS

1. Why a notary?

It is almost always the case that you have been asked to see a notary because you have a document that needs to be used abroad. Seeing a notary is never a mere rubber-stamping exercise. The international duty of a Notary involves a high standard of care. This is not only towards the client but also to anyone who may rely on the document and to Governments or officials of other countries. These people are entitled to assume that a Notary will ensure full compliance with the relevant requirements both here and abroad; and to rely on the Notary’s register and records. Great care is essential at every stage to minimize the risks of errors, omissions, alterations, fraud, forgery, money laundering, the use of false identity, and so on.

I offer appointments during business hours and occasionally outside of business hours in exceptional circumstances. I am also prepared to make home visits or visit corporate clients at their place of business. If the notarial appointments take place outside of my office, I will make an additional charge to cover travelling time and expenses. Occasionally I may not be able to see you within the timeframe you require, or I may decide that I am not able to act for you in which case I will advise you that that is the case and will provide you with the necessary information to locate an alternative notary.

2. Signatures:

The Notary should normally witness your signature. Please do not sign the document in advance of your appointment with me.

3. Papers to be sent to me in advance:

It will save time, expense, and mistakes if, as long before the appointment as possible, you can let me have the originals or photocopies of:

• The documents to be notarised.
• Any letter or other form of instruction which you have received about what must be done with the documents.
• Your evidence of identification.

4. Identification:

I will need you to produce by way of formal identification the original of (in preferred order):

• Your current passport (or, if not available).
• A current new driving license (with photo) or national identity card.

If neither of the above are available, at least two of the following:

• A current government or police issue certificate bearing a photo or other formal means of
• A utility bill, credit card or bank statement showing your current address which should not be more than 3 months old or council tax bill.

You must also bring any other means of ID which may be referred to in the papers sent to you as being required such as a foreign Identity Card. I may also ask to see further evidence of identity such as marriage certificates etc. and will advise you of this if necessary.

5. Proof of names:

In a case where the name on the document is different from the name you are currently using, or there has been a variation in the form of spelling of the name over the years, please provide me as appropriate with Certificates of Birth, Marriage or Divorce Decree or Change of Name Deed showing all the different names that you use. If there has been a change of name, then I will need to see a copy of the Deed Poll or Statutory Declaration which dealt with it.

6. Advice on the document:

If you bring a document to me for authorisation as a Notary, I will advise you as to the formalities required for completing it. However, I will not be attempting to advise you about the transaction.

7. Written Translations:

It is essential that you understand what you are signing.

• If the document is in a foreign language which you do not understand sufficiently, I may have to insist that a translation be obtained. If I arrange for a translation, a further fee will be payable, and I will provide you with details of this.
• If you arrange for a professional translation, the translator should add his/her name, address, relevant qualification, and a certificate stating: “Document X is a true and complete translation of document Y, to which this translation is attached.”

8. Oral Interpreter:

If you and I cannot understand each other because of a language difficulty, we may have to decide for a competent interpreter to be available at our interview and this may involve a further fee.

9. Companies, Partnerships etc.:

If a document is to be signed by you on behalf of a company, a partnership, a charity, club or other incorporated body, there are further requirements on which I may have to Please be prepared for these and telephone with any point of difficulty before attending the appointment.

In each case:

1. Evidence of identity of the authorised signatory (as listed above).
2. A copy of the current letterhead (showing the registered office if it is a company).
3. A Letter of Authority, Minute, Resolution or Power of Attorney, authorizing you to sign the document.

Additionally, companies: Certificate of Incorporation and of any Change of Name, a copy of the Memorandum and Articles of Association, Details of Directors and Secretaries. In all instances I will be carrying out various company searches, which may influence the level of fees charged.

Additionally, partnerships, clubs, etc.: A Partnership Agreement; or relevant Trust Deed; or Charter; or Constitution/Rules.

10. Notarial charges and expenses:

Details of my charges are set out below. Please note that if I must make payments on your behalf such as legalization fees, translator or interpreter fees, or other costs such as travelling expenses, your approval to these will be obtained and you are normally required to make payment in advance of any such amounts.

Charges: If the matter is simple, I will endeavour to charge a fixed fee to include disbursements such as legalization fees, postage, consular agent fees, courier fees, travelling expenses, translating costs and so on. VAT is payable on my fees. For more complicated or time-consuming matters, the fee will be based on my hourly rate of £200.00, plus VAT, subject to a minimum fee of £200.00, plus disbursements and VAT. The fee charged may include time spent on preliminary advice, drafting and preparation time, making and receiving telephone calls, correspondence written and received in all formats, arranging legalisation and record keeping.

10.2 Notary Public Certification Fees

• For each document traditionally certified in hard copy is £120.00, Plus VAT of £ 24.00, total of £144.00; and
• For each Electronic certificate, the fee is £95.00, plus VAT of £19.00, total of £114.00.

10.3 Disbursements (at cost) are:

• Paper Apostilles £75.00 (No VAT)
• Electronic Apostilles £47.00 (No VAT).
• UK Return Postage £25.00 (No VAT).
• Embassy fees (No VAT) vary and will be quoted and accepted before each new instruction is undertaken.
• Some documents require legalisation before they will be accepted for use in the receiving jurisdiction by obtaining an apostille through the UK Foreign Commonwealth & Development Office.
• For some countries, additional legalisation is required through the relevant embassy or consulate.
• For more complicated or time-consuming matters, the fee will be based on my hourly rate of £ 200.00, plus VAT, subject to a minimum fee of £200.00, plus disbursements and VAT. The fee charged may include time spent on preliminary advice, drafting and preparation time, making and receiving telephone calls, correspondence written and received in all formats, arranging legalisation and record keeping.

Payment can be made by bank transfer or by credit or debit card. Payment of my fees and disbursements is due when the document has been prepared which I may retain pending payment in full.

Occasionally foreseen or unusual issues arise during the matter which may result in a revision of my fee estimate. Examples of this could include where additional documents are required to be notarised, additional translations or legalisations are needed to meet the requirements of the receiving jurisdiction, third party fees are adjusted to reflect external factors such as fuel price changes and so on. I will notify you of any changes in the fee estimate as soon as possible.