How Remote Notarisation Works: Step-by-Step
If you've never used a remote notary service before, it's natural to wonder what the appointment actually involves — what you'll need to prepare, how identity is verified over video, and what happens once the call ends. Here's exactly what to expect, from first enquiry to receiving your notarised document.
As specialists in remote notary services in England and Wales, we've refined this process to run smoothly whether you're calling in from down the road or from the other side of the world.
Step 1: Get in Touch
Contact us with details of your document, where it needs to be used, and your current location. This lets us begin the two checks that need to happen before anything else: whether your document type is eligible for remote notarisation, and whether there's a sufficient connecting factor to England and Wales (such as your residence, nationality, business, or the transaction concerned).
Step 2: Eligibility and Destination Check
We confirm your document is suitable for remote notarisation and take reasonable steps to check that the receiving jurisdiction or institution will accept a remotely notarised document. If there's any doubt, we'll tell you clearly rather than proceed on an assumption.
Step 3: Book Your Video Appointment
Once eligibility is confirmed, we schedule a video call at a time that works for you, wherever you're based in the world. We typically use a secure video conferencing platform such as Zoom or Microsoft Teams.
Step 4: Prepare for the Call
Ahead of your appointment, you'll need:
A stable internet connection and a device with a working camera
Your original identity document (such as a passport) — a photo or screenshot isn't sufficient, as we need to examine the physical document on camera
A private, well-lit space free from interruptions
The document to be notarised, ready to sign or already signed, as instructed
Step 5: Identity Verification and Witnessing
During the call, we verify your identity to the same rigorous standard as an in-person appointment, and either witness you signing the document or examine it as required for the specific notarial act. We'll also confirm you understand the document and are signing it of your own free will — a standard part of any notarial appointment, remote or otherwise.
Step 6: Certification
We apply our notarial certificate, seal, and — where required, such as for electronic submission to the FCDO — a Qualified Electronic Signature.
Step 7: Delivery
Your notarised document is sent to you securely, typically by email. From here, it's ready for its intended use, or for the next step in the process if it also requires an apostille or embassy legalisation.
How Long Does the Whole Process Take?
Once eligibility is confirmed and your appointment is booked, the video call itself is usually straightforward and doesn't take long. The overall timeline from enquiry to receiving your finished document depends on how quickly we can confirm the destination requirements and how soon you're able to join a call — we'll always give you a clear estimate once we've reviewed your matter.
A Note on What Can Go Wrong
The most common causes of delay are incomplete identity documents, an unstable internet connection during the call, or a document type turning out to be ineligible for remote notarisation partway through the process. We flag all of this at the outset wherever possible, which is why the eligibility check in Step 2 matters so much — it avoids surprises later on.
Our Fees
Our standard notarial fees apply whether your appointment is remote or in person:
£135 — Notarisation of a personal document (flat rate, for use in the UK or overseas)
£150 — Notarisation of a commercial or property document (flat rate, for use in the UK or overseas)
Book Your Remote Appointment
👉 Get in touch to arrange your remote notary appointment: internationalnotary.co.uk/contact-us
Wherever you're based in the world, contact us with details of your document and we'll guide you through each step from there.
Frequently Asked Questions
What do I need for a remote notary appointment?A stable internet connection, a device with a working camera, your original identity document, a private space, and the document to be notarised.
Can I use a photo of my passport instead of the original?No. We need to examine your original, physical identity document on camera during the call — a photo or scan isn't sufficient for verification purposes.
What video platform do you use?We typically use secure platforms such as Zoom or Microsoft Teams, depending on what works best for you.
What happens after the video call?Once your identity is verified and the document witnessed or certified, we apply our notarial certificate and seal, then deliver your notarised document to you securely by email.
Contact Us
Staple Inn Notaries
Fox Court, Gray's Inn Road, Holborn, London
📞 020 3488 4195
About the Author
Sheikh Najam LLB TEP MA MBA is a Notary Public for England and Wales and CEO of Staple Inn Notaries, based in Central London, specialising in remote notary services. He is also a European Attorney and a STEP-qualified International Private Wealth Lawyer, and serves as Vice President for Notarial Affairs and an Advisory Board Member at Justinian Lawyers, the Berlin-headquartered international legal network of the Association of European Attorneys. Appointed by the Court of Faculties under Royal Authority and regulated through the Faculty Office of the Archbishop of Canterbury, Sheikh Najam advises on cross-border corporate, property, and private client matters across common law, civil law, and international jurisdictions.
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