Updated
GL-N-08
01 / In 30 seconds
The short answer
- What it is
- Certification by a notary of a signature, a copy of a document or a fact
- What it confirms
- That the signature was made by this particular person, or that the copy matches the original
- What it does not confirm
- That the content of the document is true — the notary does not check the facts on the merits
- Why it is needed
- It is often the first step before an apostille and legalisation
- What matters
- The form of certification must meet the receiving country’s requirements
02 / In plain words
What Notarization means
Notarisation is certification by a notary of a particular fact: that a signature on a document was made by this particular person, that a copy matches the original, or that a document was signed in the notary’s presence. Put simply: the notary vouches for the form and for the person’s identity, not for the content.
This is an important distinction. When certifying a signature on a statement, the notary does not check whether the text is true: the signatory is responsible for its accuracy. When certifying a copy, the notary confirms that it matches the original, not that the document itself is lawful. Understanding this boundary removes many false expectations.
In international procedures a notarial act is usually the first step in a long chain: certification, then an apostille or consular legalisation, then translation. Form requirements differ from country to country, so before visiting a notary you confirm exactly what must be certified and with what wording — redoing it costs more than asking.
A case from practice
A client had copies of documents certified, but the programme required certification of the signature on an application in a specific form. The set was returned. One clarifying question before visiting the notary would have saved a trip and a week.
When a notary is needed
- Certifying copies of documents
- A power of attorney for a representative
- The other parent’s consent for a child to travel
- Statements and affidavits
- A company’s constitutional documents
- Real estate transactions
03 / What it covers
What a notary certifies
Identity
- Who signed the document
- The signatory’s legal capacity
- That it was signed in their presence
Copies
- Match with the original
- Completeness of the copy
- Certification mark
What it does not do
- Does not check whether the text is true
- Is not responsible for the content
- Does not guarantee the document will be accepted
Form
- The receiving country’s requirements
- The language of the certification wording
- Government fee
04 / How it works
How it usually works
Confirm the authority’s requirements
Prepare the document and passport
Notarisation
Apostille where required
Translation and filing
05 / Key facts
What you need to know
01
A notary certifies a signature or a copy, not the truth of the text
02
The form of certification depends on the receiving country’s requirements
03
A notarial act is often the first step before an apostille
04
The original and a passport are usually required
05
Foreign documents may need to be translated before certification
Common mistakes
- Going to a notary without confirming the authority’s requirements
- Expecting the notary to check the content of the document
- Certifying a copy when the original is required
- Not taking into account the language of the certification wording
- Assuming that certification automatically gives recognition abroad
06 / Expert advice
How to prepare in advance
Before the visit, find out from the receiving side exactly what must be certified — a signature, a copy or the document itself — and with what wording. Bring the originals and your identity document. If the document is going abroad, plan the next steps straight away — the apostille and translation — so as not to go to the notary twice.
What we do for you. We give the client a precise list: which document, in what form and with what wording to certify. This removes the most common scenario — when a person has done everything conscientiously but not in the form the receiving side expects.
Anna KovalevskayaLead lawyer for EU citizenship and residency, 12 years of practice
07 / Questions
Frequently asked questions
A particular person’s signature, that a copy matches the original, or that an act was performed in the notary’s presence. The notary does not check the content of the document on the merits.
The signatory is responsible for the accuracy of the content. The notary vouches for the form and the person’s identity, and this is important to understand.
For use abroad — as a rule, yes. A notarial act on its own does not make a document recognised in another country.
It depends on the country’s rules and the language of the document. Sometimes a translation is required first. This is confirmed in advance.
The original documents and your identity document. The exact list depends on the type of notarial act.
No. The receiving authority looks at the whole set: the form, the legalisation, the translation and compliance with its own requirements.
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