Notary Public Online: How Does Online Notarisation Work in the UK?

The way people handle legal and international documents has changed considerably in recent years. Many processes that once required multiple visits and appointments can now begin or, where legally appropriate, be completed through secure online systems. Notarisation is one area where remote technology can make the process more convenient, particularly for people dealing with documents intended for use overseas.

A notary public online service allows certain notarial work to be handled remotely through video technology rather than requiring the client to attend the notary's office in person. However, online notarisation is not suitable for every document or situation. The notary must consider the type of document, the location of the person signing, the law of the receiving country and whether the resulting document will actually be accepted.

In England and Wales, notaries are specialist lawyers appointed and regulated through the Faculty Office of the Archbishop of Canterbury. Their principal role includes authenticating documents for use abroad.

What Is Online Notarisation?

Online notarisation generally involves a qualified notary carrying out an appropriate notarial act using remote communication technology, such as a secure video call.

Instead of travelling to an office, the client may communicate with the notary remotely. Depending on the circumstances, the process can involve reviewing documents in advance, confirming identity, observing the signing or other required act, and completing the relevant notarial formalities.

The important point is that online notarisation is not simply uploading a document and receiving a notary stamp by email. A genuine notarial process requires the notary to assess whether the requested act can properly be carried out and whether the resulting document is likely to be accepted where it will be used.

The Notaries Society's guidance on remote notarisation states that notaries should consider whether remote procedures are permitted by the law of the foreign jurisdiction, comply with data-protection requirements and will result in acceptance in the receiving jurisdiction.

How Does a Notary Public Online Service Work?

Although procedures vary between notaries and documents, the process commonly follows several stages.

1. Explain What You Need

The first step is to tell the notary what document you need notarised and where it will be used.

This information matters because a document being prepared for a UK transaction may have different requirements from one being submitted to an overseas government authority, court, employer, bank or property organisation.

You should provide details about:

• The type of document
• The country where it will be used
• The organisation requesting it
• Whether there is a deadline
• Whether an apostille or legalisation is also required

Providing this information at the beginning gives the notary an opportunity to identify potential requirements before the appointment.

2. Provide the Documents

The notary will normally need to see the relevant paperwork before the appointment.

Depending on the service, you may be asked to provide a scanned copy or electronic version of the document, together with identification documents. This allows the notary to review the paperwork and determine whether remote notarisation is appropriate.

Do not sign a document in advance unless the notary specifically instructs you to do so. Some documents need to be signed or acknowledged in the presence of the notary.

3. Verify Your Identity

Identity verification is an important part of the notarial process.

The notary needs to establish who you are and, where applicable, confirm that you understand the document and are acting voluntarily. The identification requirements can vary depending on the notary, document and circumstances.

A valid passport or other acceptable identification may be requested, along with additional information where necessary.

4. Attend the Video Appointment

If the document is suitable for remote handling, you may be invited to join a secure video meeting.

During the appointment, the notary may confirm your identity, discuss the document and observe the relevant signing or declaration. The exact procedure depends on the type of notarial act being performed.

Remote notarisation guidance for England and Wales emphasises that the notary must consider whether the procedure is legally appropriate and whether the receiving jurisdiction will accept the resulting document.

5. The Notarial Act Is Completed

Once the notary has completed the necessary checks and formalities, the document can be finalised according to the applicable procedure.

Depending on the document and service, you may receive an electronic document, a physical notarised document or both.

If the document is going overseas, there may be additional steps after notarisation.

What Documents Can Be Notarised Online?

There is no universal list of documents that can always be notarised remotely. Suitability depends on the document, the applicable law and the requirements of the organisation or country receiving it.

Potential examples can include:

• Powers of attorney
• Certain commercial documents
• Company documents
• Some declarations
• Certified copies
• International business paperwork
• Documents connected with overseas property
• Certain personal documents

However, you should not assume that because a document can be notarised, it can automatically be notarised online.

For example, some notarial acts may require physical presence or may be unsuitable for remote procedures. A professional notary must assess the circumstances before confirming that a remote appointment is appropriate.

The Faculty Office's previous remote-notarisation regulations also demonstrate why the location of the person appearing before the notary and the nature of the act matter.

Can You Use Online Notarisation for Documents Going Abroad?

International documents are one of the main situations in which people may consider remote notarisation.

A foreign authority may require a UK document to be notarised before it can be used. GOV.UK explains that authorities in other countries may request notarised documents for purposes such as getting married, opening a bank account or buying and selling property.

However, notarisation may only be one part of the process.

Depending on the destination, you may also need:

• An apostille
• Embassy or consular legalisation
• Certified translation
• Additional certification
• Specific document formats
• Further authentication

GOV.UK also explains that the Legalisation Office can legalise documents signed by UK notaries by checking the relevant signature, stamp or seal and issuing an apostille where the requirements are met.

This is why it is important to identify the complete document route before arranging notarisation.

Online Notarisation and Apostille: Are They the Same?

No. Notarisation and apostille certification are separate processes.

A notary may authenticate or certify a document, depending on the notarial act being performed. An apostille is issued by the relevant competent authority to authenticate a signature, stamp or seal for use in another country under the applicable international framework.

For example, if an overseas authority requires a power of attorney to be notarised and then apostilled, completing the online notarial stage does not necessarily mean the document is ready for international submission.

You may need to arrange the apostille separately.

This distinction is particularly important when working under a tight deadline because completing one stage does not automatically complete every legalisation requirement.

What Are the Advantages of Online Notarisation?

Where remote notarisation is permitted, convenience is one of its main advantages.

Less Travel

You may not need to travel to a notary's office for an appointment, which can be useful if you live far away or are temporarily overseas.

Greater Convenience

A video appointment can make it easier to fit notarisation around work, travel and other responsibilities.

Useful for International Clients

People dealing with UK documents while outside the UK may find remote services particularly convenient, although the notary must confirm that the proposed procedure is legally appropriate.

Potentially Faster Preparation

Remote communication can make it easier to send documents for preliminary review and arrange an appointment without waiting for an in-person visit.

However, convenience should never be the only consideration. The document still needs to be legally suitable for the intended purpose.

What Should You Check Before Choosing an Online Service?

Before booking, ask whether the notary is appropriately qualified and whether they can handle the particular document you have.

In England and Wales, "notary public" is a protected professional title, and notaries are regulated through the Faculty Office. GOV.UK recommends using the relevant professional directories when looking for a UK notary.

You should also ask:

1. Can my document be notarised remotely?
2. Where must I be physically located during the appointment?
3. What identification do I need?
4. Does the document need to remain unsigned until the appointment?
5. Will the destination country accept remote notarisation?
6. Will I need an apostille afterward?
7. Is a certified translation required?
8. Do I need embassy or consular legalisation?
9. Will I receive a physical copy?
10. How long will the complete process take?

Getting these questions answered before the appointment can prevent avoidable delays.

Is Online Notarisation Accepted Everywhere?

No. One of the biggest misconceptions about remote notarisation is that a document completed online will automatically be accepted everywhere.

The receiving country, organisation or authority may have specific rules concerning how a document must be signed, witnessed, notarised or legalised.

The Notaries Society specifically advises notaries to consider the law of the foreign state or territory and whether the receiving jurisdiction will accept the document.

This means that the correct approach is to check the requirements of the authority requesting your document rather than assuming that a particular online process will be accepted.

What About Scotland and Northern Ireland?

The rules and professional arrangements are not identical across the whole of the UK.

GOV.UK distinguishes between finding notaries in England and Wales, Scotland and Northern Ireland. For England and Wales, the relevant professional route is through the Faculty Office, while Scotland and Northern Ireland have their own professional bodies.

Therefore, your location, the notary's jurisdiction and the destination of the document can all affect the appropriate process.

Need Help With Notarisation and Document Legalisation?

Online notarisation can make certain document processes more convenient, but international paperwork often involves more than one stage. Understanding whether your document needs notarisation, an apostille, certified translation or embassy legalisation before you begin can help prevent unnecessary delays.

If you need professional assistance with UK documents intended for use abroad, Legalisation4you can help you understand the available document legalisation services and the steps involved.

Visit to discuss your document requirements and get assistance with the appropriate process.

Frequently Asked Questions

1. What is a notary public online service?

It is a remote notarial service where certain eligible notarial acts can be carried out using video technology instead of requiring an in-person appointment. The notary must first establish that the remote procedure is appropriate for the document and intended use.

2. Is online notarisation legal in the UK?

Remote notarisation can be carried out in appropriate circumstances, but it is not suitable for every document or notarial act. The notary must consider applicable legal requirements and whether the receiving jurisdiction will accept the resulting document.

3. Can I use online notarisation for an overseas document?

Potentially, but this depends on the document, your location, the notary's jurisdiction and the requirements of the country or organisation receiving it.

4. Do I need an apostille after online notarisation?

You may. If the receiving authority requires an apostille, notarising the document is only one stage of the process. The specific requirements should be confirmed before proceeding.

5. Can a power of attorney be notarised online?

Some powers of attorney may be suitable for remote notarisation, but this should be confirmed with the notary. The destination country's requirements should also be checked before signing.

6. What identification do I need?

The notary will normally require suitable identification so they can verify your identity. Exact requirements can vary, so it is best to confirm them before the appointment.

7. Can I sign my document before the online appointment?

Do not assume that you should sign beforehand. Some documents need to be signed or acknowledged during the notarial appointment. Follow the instructions provided by the notary handling your document.

8. Can online notarisation be used for every country?

No. Acceptance depends on the laws and requirements of the receiving country and the organisation requesting the document. A notary should consider whether the remote procedure will result in acceptance in the relevant jurisdiction.

9. How long does online notarisation take?

The appointment itself may be relatively short once the documents and identification have been reviewed, but the overall timeframe depends on the document, preparation requirements and any additional apostille, translation or legalisation needed.

10. How do I know whether I need a notary?

The organisation requesting your document should normally tell you whether notarisation is required. If you are unsure, check the requirements before arranging an appointment so you do not pay for a service you do not need.