Terms & Conditions
1. The Role of the Notary
1.1 A notary public is a qualified and regulated legal professional appointed to certify documents, verify identities, and ensure that documents are valid for use abroad.
1.2 My duty is not only to you as my client but also to anyone relying on the notarial act, including overseas authorities.
2. Hours of Business and Appointments
2.1 My normal business hours are Monday to Friday, 9:00 am – 5:30 pm. Appointments are by prior arrangement and are normally held at my home office.
2.2 Where necessary, I may agree to attend at your home, business premises, or another location. Travel time and expenses will be charged in addition to my normal fees.
2.3 Evening or weekend appointments may be available on request and may attract an additional fee.
3. Your Responsibilities
3.1 You must provide complete and accurate information, instructions, and documents in a timely manner.
3.2 You must attend personally to sign documents unless otherwise agreed.
3.3 If you are acting on behalf of a company, partnership or other organisation, you must provide evidence of your authority to act.
3A Translations and Interpreters
You must ensure that you understand the contents of any document you ask me to notarise. If the document is not in a language you understand, a translation or qualified interpreter may be required. I can assist in arranging this, but the responsibility rests with you.
4. Identification and Documentation
4.1 Before I can act, you must provide satisfactory evidence of your identity. This usually includes:
a valid passport or UK photocard driving licence; and
proof of residential address, such as a recent utility bill, council tax statement, or bank statement (not older than 3 months).
4.2 If the client is a company or organisation, I may also require:
Certificate of incorporation;
Register of directors and shareholders;
Recent Companies House filings;
A board resolution authorising the transaction.
4.3 Additional documentation may be requested depending on the matter. If satisfactory evidence is not provided, I will be unable to proceed.
5. Stages of the Work
5.1 Notarial work involves more than witnessing a signature. I must identify you, ensure that you understand the document, confirm your authority to sign, and check that all formal requirements are met.
5.2 Further steps may include preparing a notarial certificate, arranging legalisation, and liaising with translators or foreign authorities.
5.3 The time required will depend on the nature and complexity of the matter.
6. Fees and Payment
6.1 If the matter is simple, I will endeavour to quote a fixed fee. Disbursements (such as legalisation fees, postage, consular/agent fees, courier fees, travelling expenses, translation costs and similar items) will usually be charged in addition, unless otherwise agreed in writing. VAT is payable on my fees at the prevailing rate.
6.2 For more complicated or time-consuming matters, the fee will be based on my hourly rate of £314 plus VAT, subject to a minimum fee of £174 plus VAT. Disbursements will usually be charged in addition.
6.3 The fee charged may include time spent on preliminary advice, drafting and preparation, making and receiving telephone calls, correspondence in all formats, arranging legalisation and record-keeping.
6.4 My fees and certain disbursements (e.g., courier charges) attract VAT at the current rate of 20%. Legalisation and related disbursements do not usually attract VAT. My VAT number is 496 4112 74.
6.5 Disbursements may include (but are not limited to):
Foreign, Commonwealth & Development Office (FCDO) fees;
Consular or embassy fees;
Agent fees;
Translation or interpreter fees;
Companies House or other registry search fees;
Courier or postage costs;
Travel expenses (where applicable).
6.6 Payment is normally required in advance, and documents will not be released until all fees and disbursements are settled in full.
6.7 Occasionally unforeseen or unusual issues arise during the course of the matter which may result in a revision of my fee estimate. Examples of this could include where additional documents are required to be notarised, additional translations or legalisations are needed to meet the requirements of the receiving jurisdiction, third party fees are adjusted to reflect external factors such as fuel price changes and so on. I will notify you of any changes in the fee estimate as soon as possible.
7. Legalisation and Apostille
7.1 Certain documents require authentication by the Foreign, Commonwealth and Development Office or by a consulate or embassy.
7.2 These services incur additional fees and may take extra time. I will advise you if this is required and can assist with the process if requested.
8. Termination and Consumer Rights
8.1 Termination by You: You may terminate your instructions at any time by giving reasonable written notice. All fees and disbursements incurred up to the date of termination will be charged.
8.2 Termination by Me: I may terminate my engagement with you if I have good reason to do so, for example if you do not pay a bill, fail to provide funds on account, or fail to cooperate as reasonably expected.
8.3 Consumer Cooling-Off Period: Where the Consumer Contracts Regulations 2013 apply (typically where you are an individual consumer and our contract was concluded either at or following a meeting with you, or by distance communication), you have a right to cancel within 14 days of signing my retainer letter or otherwise continuing to give instructions, whichever is earlier.
8.4 You can cancel during this period by giving a clear written statement. I will reimburse all payments received by the same method used, at no cost to you, within 14 days of receiving your cancellation.
8.5 If you ask me to begin work during the 14-day cancellation period, you may still cancel, but you must pay for the proportion of work carried out up to the date of cancellation. This amount will not be reimbursed.
9. Document Storage and Copies
9.1 I am required by law to keep copies of notarial acts and related documents in secure storage for at least 12 years.
9.2 These may be kept electronically.
9.3 Copies may be supplied to you or to third parties entitled to them on request.
10. Confidentiality and Data Protection
10.1 I will keep your affairs confidential, subject to legal or regulatory disclosure requirements.
10.2 I am registered with the Information Commissioner’s Office and comply with UK data protection law.
10.3 My Privacy Notice is available on request or shown here.
11. Professional Indemnity Insurance and Liability
11.1 I maintain professional indemnity insurance of at least £1,000,000 per claim, as required by the Faculty Office of the Archbishop of Canterbury.
11.2 My liability to you for any claim arising from my services is limited to this amount, except for liability which cannot legally be excluded (including liability for death or personal injury caused by negligence).
12. Electronic Communication
12.1 I may communicate with you by email or other electronic means.
12.2 While I take reasonable precautions, I cannot guarantee that communications will be secure or free from interception.
12.3 By instructing me, you accept this risk.
12A. Use of Technology and Artificial Intelligence
I may use information technology systems and devices (including cloud-based services) in the course of providing notarial services. While reasonable care is taken, I cannot guarantee that such systems will always be secure or free from interruption.
I do not delegate notarial decision-making or certification to artificial intelligence tools. Any AI or digital tools I use are for administrative assistance only. All notarial certification and responsibility remain my own.
13. Urgency and Timeframes
13.1 I will endeavour to complete your matter promptly.
13.2 However, I am not responsible for delays caused by third parties such as the Foreign Office, consulates, translators, or couriers.
14. Complaints
14.1 I am regulated through the Faculty Office of the Archbishop of Canterbury:
The Faculty Office,
1, The Sanctuary,
Westminster, London SW1P 3JT
Tel: 020 7222 5381
Email: faculty.office@1thesanctuary.com
Website: www.facultyoffice.org.uk
14.2 If you are dissatisfied, please raise the matter with me first.
14.3 If we cannot resolve it, you may complain to the Notaries Society, who operate an approved Complaints Procedure. Please write (but do not enclose original documents) to:
The Secretary of The Notaries Society
PO Box 876, Chichester PO19 9ZH
Email: secretary@thenotariessociety.org.uk
14.4 Finally, you may complain to the Legal Ombudsman if dissatisfied with the outcome or if 8 weeks pass without resolution:
Legal Ombudsman
P O Box 6167, Slough SL1 0EH
Tel: 0300 555 0333
Email: enquiries@legalombudsman.org.uk
Website: www.legalombudsman.org.uk
14.5 If you decide to make a complaint to the Legal Ombudsman, you must refer your matter to the Legal Ombudsman within one year from the act/omission or within one year from when you should reasonably have known there was cause for complaint.
15. Governing Law and Jurisdiction
15.1 These Terms, and any dispute arising out of them, are governed by the law of England and Wales.
15.2 The courts of England and Wales shall have exclusive jurisdiction.