What Do I Need to Bring to a Notary Appointment in England?

When attending a notarial appointment in England & Wales, one of the most common questions clients ask is:

“What documents do I need to bring with me?” 

The answer is important because a Notary is not simply witnessing a signature. A Notary is a qualified lawyer and public legal officer appointed by the Court of Faculties, whose duty is to independently verify identity, authority, authenticity, and legal capacity before performing a notarial act.

At Staple Inn Notaries, we regularly advise clients on international documents intended for use abroad, including powers of attorney, corporate documents, property documents, affidavits, declarations, visas, immigration paperwork, and certified copies. 

This guide explains what you should usually bring to your appointment — and why these documents are legally required. 

1. Proof of Identity 

The first thing a Notary must verify is your identity. 

You should normally bring: 

• Your valid passport; or 

• UK photocard driving licence. 

A passport is generally preferred for international transactions because foreign authorities frequently expect passport identification. 

Why does the Notary need this? 

A Notary has a legal and professional duty to: 

• verify the identity of the person signing; 

• ensure the individual physically appearing is the correct person; 

• prevent fraud and impersonation; 

• confirm that signatures are genuine. 

The notarial certificate issued by the Notary carries evidential weight internationally. Foreign authorities rely upon the Notary’s confirmation that the person identified truly appeared before the Notary. 

Without satisfactory identification, a Notary may refuse to proceed. 

2. Proof of Address 

You should also bring recent proof of your residential address. 

Examples include: 

• bank statement; 

• utility bill; 

• council tax statement; 

• HMRC correspondence; 

• mortgage statement. 

These documents are usually expected to be recent, typically within the last three months. 

Why is proof of address required? 

Notaries in England & Wales are subject to strict anti-money laundering and regulatory obligations. 

Address verification helps the Notary: 

• comply with UK anti-money laundering regulations; 

• maintain accurate client records; 

• reduce risk of identity fraud; 

• confirm jurisdictional and residency information. 

For certain international matters, the client’s residential address may also need to appear within the notarial certificate itself. 

3. The Original Document to Be Notarised 

You should bring the actual document requiring notarisation. 

Examples may include: 

• powers of attorney; 

• company resolutions; 

• declarations; 

• affidavits; 

• educational certificates; 

• marriage certificates; 

• commercial agreements; 

• property documents. 

Where possible, documents should be provided in advance for review before the appointment. 

Why does the Notary need the original document? 

The Notary must carefully examine the document to: 

• understand its legal nature and effect; 

• confirm it appears complete; 

• ensure there are no blank spaces or alterations; 

• determine whether it is appropriate for notarisation; 

• verify whether additional formalities are required. 

A Notary is not merely certifying a signature. The Notary is certifying a formal legal act. 

4. Supporting Documents 

Depending on the matter, the Notary may require additional evidence. 

Examples include: 

For Company Documents 

• Companies House records; 

• certificate of incorporation; 

• board resolutions; 

• proof of director authority; 

• shareholder approvals. 

For Property Transactions 

• title documents; 

• sale contracts; 

• mortgage documents; 

• foreign lawyer instructions. 

For Probate or Inheritance Matters 

• death certificates; 

• grants of probate; 

• Wills; 

• trust documentation. 

Why are supporting documents necessary? 

The Notary must often verify: 

• legal authority; 

• corporate capacity; 

• ownership; 

• authenticity of underlying transactions; 

• whether the signatory has power to act. 

In international matters, foreign authorities frequently rely heavily on the Notary’s certification. The Notary therefore has a duty to properly investigate the transaction before acting. 

5. If You Are Signing for a Company 

If signing on behalf of a company, you should bring evidence showing your authority to sign. 

This may include: 

• board minutes; 

• director resolutions; 

• Companies House records; 

• constitutional documents. 

Why is this important? 

The Notary must confirm that: 

• the company genuinely exists; 

• the company has authority to enter the transaction; 

• the individual signing has authority to bind the company. 

This is particularly important for international banking, overseas property transactions, and cross-border corporate matters. 

6. Do Not Sign the Document Before the Appointment 

Clients are often surprised by this requirement. 

In many cases, documents should be signed in the presence of the Notary. 

Why? 

The Notary may need to: 

• witness the signature personally; 

• administer an oath or declaration; 

• confirm willingness and understanding; 

• verify legal capacity at the moment of signing. 

Signing beforehand can invalidate certain forms of notarisation. 

7. Why Notaries Ask Questions About the Transaction 

Clients occasionally wonder why a Notary asks questions about the purpose of the document. 

This is because the Notary has professional duties to: 

• identify potential fraud; 

• assess legality; 

• ensure the client understands the document; 

• comply with anti-money laundering regulations; 

• protect the integrity of the international legal system. 

A Notary acts independently and impartially. Their duty is not merely to the client, but also to the integrity of the transaction itself. 

Preparing for Your Appointment 

To avoid delays, clients should ideally: 

• send documents to the Notary in advance; 

• confirm which identification documents are acceptable; 

• check whether originals are required; 

• confirm whether witnesses or interpreters are needed; 

• ask whether apostille or embassy legalisation will also be required. 

International transactions frequently involve additional formalities depending on the destination country. 

About Staple Inn Notaries 

Staple Inn Notaries is a Central London notarial practice based at Fox Court, 14 Gray’s Inn Road, London WC1X 8HN. 

The practice advises UK and international clients on: 

• international notarisation; 

• powers of attorney; 

• company and corporate documents; 

• cross-border property transactions; 

• apostille and legalisation; 

• international private client matters. 

The practice is led by Sheikh Najam, a Notary authorised to practise law throughout England & Wales, appointed by the Court of Faculties and regulated through the Faculty Office of the Archbishop of Canterbury. He is also a STEP-qualified Private Wealth Lawyer advising on international trusts, estates, tax, probate, and cross-border legal matters.