If you need to send official documents overseas for a business transaction, property purchase, or legal proceeding, a standard Justice of the Peace (JP) or lawyer cannot help you. You will require the services of a Notary Public. Appointed by the Supreme Court of Victoria, a Notary Public is internationally recognised to verify identities, witness signatures, and certify documents for global use. Flint Lawyers provides highly experienced notarial services.
Here is a guide to how our notarial services work and what you need to know about preparing documents for overseas jurisdictions.
What is a Notary Public?
While a standard Australian lawyer or Justice of the Peace (JP) can witness documents for domestic use within Australia, their authority generally stops at the border.
A Notary Public is a senior legal practitioner appointed by the Supreme Court of Victoria. Their primary function is to authenticate documents, witness signatures, and certify true copies specifically for use in foreign countries. When a Notary Public signs and affixes their official seal or embosser to a document, foreign courts, governments, and businesses recognise that the document is authentic.
Notarial Services Flint Lawyers Provides
At Flint Lawyers, we offer comprehensive notarial services for both corporate and private clients, including:
Witnessing International Documents: We witness signatures on foreign Powers of Attorney, affidavits, and statutory declarations intended for use overseas.
Corporate Document Authentication: We verify and notarise company documents, including Certificates of Incorporation, ASIC extracts, and board resolutions, which are frequently required for international joint ventures or opening foreign bank accounts.
Certifying True Copies: We certify copies of primary identification documents (passports, driver’s licenses), birth and marriage certificates, and educational qualifications (degrees and transcripts).
Verification of Identity (VOI): We conduct formal identity verifications required by foreign embassies or financial institutions.
The Next Step: Apostilles and Authentications
In many countries, notarising a document is only the first step. Some jurisdictions require further authentication procedures to prove the Notary Public’s seal is genuine. Beyond the notary’s certificate and seal, a document may also require the following steps.
1. The Apostille (Hague Convention Countries)
If the destination country is a signatory to the Hague Apostille Convention (which includes most of Europe, the United States, and much of South America), DFAT will issue an “Apostille.” This certificate, attached to the notarised document, confirms the Notary’s signature. Once apostilled, the document is ready for use in the destination country.
2. Authentication and Legalisation (Non-Hague Countries)
If the destination country is not a party to the Hague Convention (such as China, the UAE, or Vietnam), a more complex process applies. First, DFAT must issue an “Authentication” certificate. Then, the document must be physically presented to the destination country’s embassy or consulate in Australia for final “Legalisation.”
Timeframes and Fees: DFAT processing times vary but currently take approximately 4 to 10 business days for standard lodgements. DFAT charges a statutory fee for each Apostille or Authentication certificate. We recommend verifying exact fees and processing times on the official DFAT website before your appointment.
Why Choose Flint Lawyers for Notarial Services?
Navigating international document requirements can be frustrating, and errors often lead to expensive rejections by foreign embassies. Flint Lawyers provides focused, expert oversight for your most critical cross-border documentation.
For prompt notarial services, contact Flint Lawyers to arrange an appointment. Please ensure you bring your original documents and current, unexpired photo identification (ideally your passport and driver’s licence) to your consultation.
Disclaimer
The information on our website is general and is not legal advice. We put lots of work into making our content insightful, but it may not apply to your personal circumstances. We’re happy to help with your individual issues; please reach out.