You have been asked to get a document “notarised by a notary public” — and you are not entirely sure what that means, how to find one, or whether you actually need one at all.
You are not alone.
Every year, thousands of people across the UK find themselves in exactly this situation — often with an urgent deadline attached. A visa application. An international property transaction. A job offer abroad. A university admission requiring verified documents. And suddenly, a notary public appears in the process and the questions begin.
What exactly is a notary public in the UK? What do they do? How is a notary different from a solicitor? And in 2026, is there a faster, easier way to get your documents notarised without booking a physical appointment?
This guide answers all of these questions clearly and completely — so you can make an informed decision and get your documents sorted without unnecessary stress.
What Is a Notary Public in the UK?
A notary public in the UK is a legally qualified professional who is authorised to authenticate, certify, and witness the signing of important legal documents — particularly those intended for use outside the UK.
Notaries public in England and Wales are regulated by the Faculty Office of the Archbishop of Canterbury — one of the oldest regulatory bodies in English law. In Scotland, notaries public are regulated by the Law Society of Scotland. In Northern Ireland, by the Law Society of Northern Ireland.
Their primary role is identity verification and document authentication. When a notary public witnesses and seals a document, they are confirming three things:
- The identity of the person who signed the document has been verified
- The signature on the document is genuine
- The person signed willingly and understood what they were signing
This notarial act gives the document legal standing — particularly for use in foreign courts, government agencies, and international institutions.
How Is a Notary Public Different From a Solicitor?
This is one of the most common questions people ask — and the confusion is understandable, because many notaries public in the UK are also solicitors.
The key difference lies in what they are authorised to do:
- A solicitor provides legal advice and handles legal matters within the UK. Their signature on a document confirms they acted on your behalf in a legal capacity.
- A notary public is specifically authorised to authenticate documents for international use. Their seal and signature gives a document legal standing abroad in a way that a solicitor’s cannot.
For purely domestic UK legal matters, a solicitor is usually sufficient. For anything involving international use — visas, foreign property transactions, overseas employment, court proceedings abroad — you typically need a notary public.
What Is the Difference Between a Notary Public and a Commissioner for Oaths?
A Commissioner for Oaths can witness statutory declarations and affidavits for use within England and Wales. They are typically solicitors and their authority is more limited than a notary’s.
For international documents — particularly those destined for countries outside the UK — a notary public’s seal carries significantly more weight than a Commissioner for Oaths.
What Does a Notary Public Actually Do?
A notary public performs a range of specific legal functions. Here are the most common:
1. Document Authentication
Confirming that a document is genuine and that the person presenting it is who they claim to be. This is the most common notarial act.
2. Witnessing Signatures
Formally witnessing the signing of important legal documents — contracts, powers of attorney, deeds, and agreements. The notary’s witness seal confirms the signature is genuine.
3. Certifying Copies
Creating certified copies of original documents — such as passports, birth certificates, degree certificates, and company documents — confirming that the copy is a true and accurate reproduction of the original.
4. Administering Oaths and Declarations
Taking statutory declarations and oaths on documents that require them — such as affidavits, immigration declarations, and legal statements.
5. Preparing Notarial Acts
Drafting formal notarial documents such as bills of lading, ship’s protests, and powers of attorney for international commercial use.
6. Apostille Preparation
A notary public often prepares documents that then need an Apostille — a certificate issued by the UK Foreign, Commonwealth & Development Office (FCDO) that authenticates the document for use in countries that are part of the Hague Apostille Convention.
If you need your document accepted in a country that is part of the Hague Convention, you will typically need: notarisation first, then an Apostille. Notrexon handles both — you can explore the Notrexon Apostille service for express processing that takes as little as 1.5 days, versus the standard 25-day government turnaround.
When Do You Actually Need a Notary Public?
This is the practical question most people want answered. Here is a clear breakdown of the most common situations that require notarisation in the UK:
Visa and Immigration Applications
Many countries require notarised supporting documents as part of visa applications — particularly for long-stay visas, work permits, and residency applications. Sponsorship letters, financial statements, and identity documents often need notarisation.
International Property Transactions
Buying or selling property abroad — particularly in countries like Spain, Portugal, France, Italy, UAE, and many others — typically requires notarised documents including powers of attorney, ID verification, and sale agreements.
Employment Abroad
Many international employers require notarised copies of degree certificates, professional qualifications, and identity documents as part of their hiring process, particularly in the Middle East, USA, Canada, and Australia.
University Admission Abroad
If you are applying to a university outside the UK, your degree certificates, transcripts, and other academic documents may need to be notarised and potentially apostilled. Notrexon offers a specific university degree apostille service for exactly this purpose.
Powers of Attorney for Overseas Use
If you need to grant someone authority to act on your behalf in a foreign country — for property, financial, or legal matters — that power of attorney will almost certainly need to be notarised.
Court Proceedings in Foreign Countries
Documents submitted to foreign courts typically need to be notarised and often apostilled as well.
Company Formation and International Business
Registering a company abroad, entering international contracts, or authenticating company documents for overseas use often requires notarisation.
US Child Passport and Family Documents
Documents related to child passports, parental consent for travel, and family legal matters destined for the USA or other countries often require notarisation. Notrexon has specific expertise in handling US child passport and consent documentation.
Do You Always Need a Notary Public?
Interestingly — not always. Here are situations where a notary public is not typically required:
- Domestic UK legal matters — contracts, wills, and agreements for use within the UK usually require a solicitor, not a notary
- Simple statutory declarations within England and Wales — a Commissioner for Oaths is usually sufficient
- Basic certified copies for UK institutions — many banks and institutions accept copies certified by a solicitor rather than a notary
- Some straightforward visa applications — depending on the destination country and the specific document, a solicitor’s certification may be accepted
The safest approach is always to check what the receiving party — whether it is a foreign embassy, government agency, or court — specifically requires. If in doubt, a notarised document is always more broadly accepted than an uncertified one.
How Does Notarisation Work in the UK?
The traditional notarisation process in the UK works roughly as follows:
- Find a notary public in your area or near your required location
- Book an appointment — often several days or weeks in advance
- Attend in person with your original documents and valid photo ID
- The notary verifies your identity, reviews the document, and witnesses your signature
- The notary applies their seal and signature to authenticate the document
- You receive the notarised document — either immediately or after a short processing period
This process, while legally sound, has significant drawbacks for many people in 2026:
- Appointment waiting times — particularly in London and major cities
- Travel costs and time — especially for people living in rural areas or those travelling from abroad
- Urgency issues — traditional notaries are rarely available at short notice
- Expat challenges — if you are a UK national living overseas, accessing a UK notary was historically very difficult
The 2026 Alternative: Online Notarisation With Notrexon
In 2026, there is a significantly faster, more convenient, and equally legally valid alternative to the traditional in-person process: Notrexon’s online notary service.
Notrexon is a UK-based online notarisation platform that allows you to get your documents notarised entirely online — through a secure video call with a licensed UK notary — without leaving your home, your office, or wherever you happen to be in the world.
How Notrexon’s Online Notarisation Works
The entire process has been streamlined into four steps:
Step 1: Upload Your Documents Visit Notrexon’s online notarisation portal and upload your document in PDF format. The process is fully encrypted and secure.
Step 2: Verify Your Identity Complete biometric identity verification using facial recognition and your government-issued ID (passport or biometric residence permit). This secure digital check replaces the in-person ID review.
Step 3: Join a Live Video Session Connect with a licensed UK notary via secure video call. The notary reviews your document, confirms your identity, ensures you understand what you are signing, and witnesses your electronic signature in real time.
Step 4: Download Your Notarised Document Once complete, your notarised document is available for immediate download — with a digital notarial seal and electronic signature. The entire process typically takes 10 to 30 minutes.
Notrexon’s Three Service Options
Notrexon offers three distinct service levels to match different needs:
Digital International Notary — 24/7, fully automated, connect to 650+ international notaries with no appointment. Notarisation completed within 10 minutes. Ideal for the vast majority of document types. Starting from £95.
Paper & Digital UK Notary — Monday to Friday, 9–5, for documents that require a UK-specific paper notary seal (required for Apostille processing). Ready same day or next day.
UK Apostille Service — Express processing via the FCDO, ready in as little as 0.5–1.5 days. Compare this to the standard FCDO public application which typically takes around 25 days.
You can learn more about all three options and get an instant price estimate via Notrexon’s online notary service page.
Is Online Notarisation Legally Valid in the UK?
Yes — when performed by a qualified, licensed UK notary through a compliant digital platform, online notarisation is legally valid under UK law.
Notrexon’s notaries are licensed professionals regulated by the Faculty Office of the Archbishop of Canterbury. Their digital seals and electronic signatures comply with UK legal standards and are accepted by courts, government agencies, banks, and international institutions.
For use abroad, a Notrexon-notarised document can be paired with an Apostille certificate — making it legally recognised in all countries that are part of the Hague Apostille Convention.
For full details on how the process works, visit Notrexon’s FAQ page.
Notary Public vs Online Notarisation: A Practical Comparison
Feature | Traditional Notary Public | Notrexon Online Notarisation |
Appointment needed | Yes — often days in advance | No — available 24/7 |
In-person attendance | Required | Not required |
Time to complete | Days to weeks | 10–30 minutes |
Available outside UK | Very limited | Yes — from anywhere in the world |
Available for expats | Difficult | Yes — fully accessible |
Apostille processing | Separate arrangement | Available as a combined service |
Cost | Variable — often high | From £95, transparent pricing |
Legally valid | Yes | Yes |
Available weekends | Rarely | Yes (Digital service) |
Common Documents That Need a Notary Public in the UK
To make this practical, here is a list of the most common document types that require notarisation:
- Passport and identity document copies
- Birth, marriage, and death certificates for overseas use
- Degree certificates and academic transcripts for international employment or study
- Powers of attorney for overseas property or financial matters
- Affidavits and statutory declarations
- Company documents for international business
- Property sale and purchase agreements for overseas transactions
- Visa support documents
- US child passport consent forms and related family documents
- Bank statements and financial documents for visa applications
- Employment contracts requiring international verification
If your document type is on this list, Notrexon’s online notary service can handle it — in most cases within the same day.
Conclusion
A notary public in the UK is a licensed legal professional whose role is to authenticate, certify, and witness important documents — particularly for international use. They are distinct from solicitors, their seal carries specific legal weight abroad, and their services are required for a wide range of situations involving foreign courts, governments, employers, and institutions.
In 2026, however, the traditional in-person notary appointment is no longer the only option — and for most people, it is no longer the best option either.
Notrexon’s online notary service offers the same legal validity, with a process that takes 10–30 minutes, is available 24 hours a day, 7 days a week, and requires no travel — whether you are in Manchester, London, or living abroad as a UK expat.
If you need a document notarised today, there is no reason to wait for an appointment.
