Remote online notarisation - in further detail
There is now more home working, and many businesses and individuals in the UK are increasingly looking (where possible) to deal with the notarisation of documents remotely over the internet using audio/video conference technology such as Zoom, Google Meet/Hangout, Facetime, Whatsapp, MS Teams, Skype or other similar online platforms. If you require the assistance of a notary but are not able to have a face-to-face appointment, I will be happy to assist if possible. Not all documents are suitable for online or remote notarisation however, so please get in touch to find out if it will be possible in your circumstances.
FAQ’s
Can a document be notarised remotely in England and Wales? Yes, in some cases it is possible. It will depend on:
- the type of document to be notarised;
- whether remotely notarised documents are acceptable in the country where the document will be used and relied upon;
- whether the notary is able to comply with the notarial practice rules and guidance on remote notarisation.
What documents can be notarised remotely in England and Wales?
The following documents could be notarised remotely depending on the circumstances.
- Certification of UK issued degree/ A level / GCSE/ other qualification certificates
- DBS / ACRO / Criminal Records Checks
- Company Documents / Certificates of good standing/ certificates of incorporation etc
- Certified copies of documents
- Certified copies of court documents e.g. Decree Absolute relating to divorce
- Documents where a signature is required to be witnessed by a notary such as:
- Powers of Attorney
- Letters of Authority
- Deeds
There are lots of different types of documents that may require notarisation, please contact me to see if your document can be notarised remotely.
Can I have an Oath, Affidavit or Statutory Declaration notarised remotely?
No. It is a requirement of the laws of England and Wales that a person swearing an oath or affidavit or making a statutory declaration must be physically present with the notary. Therefore it is not possible for these to be notarised without a face to face appointment.
How much does it cost to get a document notarised by video call?
Information about fees is available on my website. Notarisation via online video call may work out slightly more expensive than physically visiting my office due to the extra work involved in complying with the regulations on remote notarisation, redrafting documents to record the method of notarisation used and liaising with foreign advisors to ensure as far as possible that documents notarised in this way will be acceptable for their intended purpose in the foreign country.
How do I arrange a remote appointment with a notary?
Contact me and send a copy of the document that requires notarisation together with any instructions that you have received with regards to the notarisation.
In all cases it will be necessary to ensure that the recipient of the document will accept a document that has been notarised remotely. If you have obtained this confirmation from your advisor or the recipient in the receiving jurisdiction that the document can be notarised via video-conference or similar online technology, please also send confirmation of this.
Guide to remote notarisation in England and Wales
- You must be physically located in England and Wales, and be able to demonstrate that.
- Confirmation will need to be obtained to ensure that the document concerned will be acceptable in the receiving jurisdiction if notarised remotely.
- You will need to have access to a suitable video-conferencing technology (Zoom is the preferred option) and be able to apply your electronic signature to the document under my supervision as witness and attesting notary using the Docusign platform.
- You must either join a Zoom conference call and execute the document (under my supervision) using the approved Docusign platform or have access to a scanner and be able to send to me by email a legible copy of the relevant document in relation to which the notarial act is to be performed, together with documents necessary to satisfy me as to your identity and proof of address.
- I may, after observing your signature being applied either physically or by electronic means , notarise the document using Docusign or rely on a transmitted copy of the document and return it by email.
- I shall, having obtained your prior consent, record or take screen shots of the video conference and retain the recording and/or screen shots for a period of 6 years.
- I must be able to ensure compliance with all of the regulatory requirements and the relevant laws of England and Wales.
If you would like to find out more about having a document notarised via video- conference, and (if legalisation is needed) applying for an e-apostille, please contact me on 07488 275396 or at my email address Nick@nebbrownnotary.co.uk or Nicholas.Brown@bridgmorebrown.com.
Is applying to the Foreign Office for an e-apostille quicker than a paper-based apostille? Yes, the process for obtaining an e-apostille is a lot quicker than its paper equivalent - currently a matter of hours instead of 2 days; however , the client and the notary need to be sure that an e-apostille will be acceptable to the party receiving the document in the foreign jurisdiction.