An overseas bank, lawyer or government office has asked you to have a document notarised. Before arranging an appointment, find out exactly what the recipient needs. The document, its purpose and the receiving jurisdiction determine the work required. Bringing a complete set of instructions at the outset can avoid a second appointment, unnecessary expense and delay in the transaction or application you are trying to complete.
Start with the recipient's instructions
Ask for the requirements in writing, including the document list and any prescribed wording or form. Confirm whether the recipient needs an original, a certified copy, a witnessed signature or another form of certificate. The notarial training materials emphasise that the certificate must address the particular circumstances and the requirements of the receiving jurisdiction. [N1]
Send the full instructions to the notary together with a clear copy of the document for preliminary assessment. Include attachments and any pages referring to execution requirements. A cropped photograph of the signature page may omit information needed to understand the request. If the recipient has supplied a sample certificate, provide that as well rather than paraphrasing what it says.
Check before signing
Ask whether you should sign at the appointment. Where the requested act involves witnessing execution, the notary needs to assess the process before it happens. Tell the notary if the document has already been signed rather than assuming another signature or a stamp will resolve the issue. The appropriate response depends on the act required. [N1]
Bring the identification and originals requested for your matter. Identity checking is a fundamental part of notarial practice, and the notary exercises professional judgment about the evidence required. [N2] If your name differs between documents, explain the difference in advance and ask what supporting material to bring. Do not wait until the appointment to raise a known discrepancy.
Identify the remaining steps
Notarisation and DFAT legalisation are distinct processes. Depending on the document and destination, an apostille or authentication may be relevant, and further steps may need confirmation. [N3] Ask the receiving authority to specify its requirements. Avoid assuming that a process accepted for a previous document or another country will be sufficient for this one.
Create a simple checklist showing the document, person signing, required certificate, any translation and the delivery deadline. This is particularly useful where a family or company is assembling several documents. It helps identify which items are ready and which still require clarification, so appointment time is spent on work that can properly proceed.
Explain the purpose and timetable
Tell the notary what the document will be used for and when the recipient needs it. Distinguish your preferred completion date from an external deadline. If another professional overseas prepared the document, provide their contact details and ask whether they can clarify requirements if needed. Agreement on the process is more valuable than an early appointment booked on incomplete information.
Call Ardian Law on 02 8111 7700 to discuss your document, its destination and the recipient's instructions. We can then identify what should be reviewed and what you need to prepare for a notary appointment.