Identification Requirements

Good notarial practice means we are required to identify every person who signs before our notary public. If the notarial act is to be completed by a company, by way of the use of a company seal or signing by an officer of that company then it is the notary’s duty to identify both the company as well as any individual signing. To this end we will perform checks to determine whether a director is who they say they are and the current status of the company, if a UK incorporated company, with the UK’s Companies Registry.

In addition to these general identification requirements it is also a necessary under UK Government Regulations to properly identify individuals. These Regulations mean that notaries must insist on stricter proof of identity before being able to act.

The reason why the UK Government introduced these more stringent identification measures is:

To make it more difficult for criminals to make and keep money from their crimes;
To confiscate the proceeds of crime; and
To require notaries and other lawyers to report suspicious transactions to the National Crime Agency.

Notaries, law firms and other professional businesses are attractive to money launderers – criminals who sometimes try and hide stolen money by turning it into legitimate income. The identification requirements described above apply to all clients when they ask notaries to authenticate documents or undertake most types of work.

If you are unable to provide documentation we consider suitable to correctly identify you we will be unable to act.

We are more than happy to discuss with you what requirements are necessary in order for your documents to be notarised. 

Identification Requirements

Good notarial practice means we are required to identify every person who signs before our notary public. If the notarial act is to be completed by a company, by way of the use of a company seal or signing by an officer of that company then it is the notary’s duty to identify both the company as well as any individual signing. To this end we will perform checks to determine whether a director is who they say they are and the current status of the company, if a UK incorporated company, with the UK’s Companies Registry.

In addition to these general identification requirements it is also a necessary under UK Government Regulations to properly identify individuals. These Regulations mean that notaries must insist on stricter proof of identity before being able to act.

The reason why the UK Government introduced these more stringent identification measures is:

To make it more difficult for criminals to make and keep money from their crimes;
To confiscate the proceeds of crime; and
To require notaries and other lawyers to report suspicious transactions to the National Crime Agency.

Notaries, law firms and other professional businesses are attractive to money launderers – criminals who sometimes try and hide stolen money by turning it into legitimate income. The identification requirements described above apply to all clients when they ask notaries to authenticate documents or undertake most types of work.

If you are unable to provide documentation we consider suitable to correctly identify you we will be unable to act.

We are more than happy to discuss with you what requirements are necessary in order for your documents to be notarised. 

What we will ask from you to comply with the law

Private Individuals

Identification Requirements – We need to see and take a copy of the following original documents:

  • Photographic ID, such as a current passport of driving licence; and
  • Proof of address, less than three months old. Note that a mobile phone bill or any e-bills (invoices delivered to you by email) are currently not acceptable as proof of address.

What we will ask from you to comply with the law

Private Individuals

Identification Requirements – We need to see and take a copy of the following original documents:

  • Photographic ID, such as a current passport of driving licence; and
  • Proof of address, less than three months old. Note that a mobile phone bill or any e-bills (invoices delivered to you by email) are currently not acceptable as proof of address.

Business or Company Clients

Identification Requirements – In addition to the information needed above for a person signing we need the following documentation:

  • In the case of companies or organisations incorporated or existing in the United Kingdom, we will conduct our own checks to confirm that the entity exists; or
  • In cases where the company or organisation you represent is established overseas we may ask you to produce certain documents such as a certificate of incorporation, a certificate of good standing or other similar evidence to show that the company or organisation is validly existing.

If our notary public is required to certify your authority to represent a company or organisation then additional documentation will be needed, for example:

  • Constitutional documents (e.g. Memorandum and Articles of Association);
  • Power of Attorney appointing you as being able to sign for and on behalf of the organisation;
  • Chamber of Commerce certificate;
  • Original signed Board Resolutions authorising you sign; and
  • Authorised signatory book (in the case of banks).

If you are unsure what you need to bring please contact us and we can advise what will be required in order to satisfy the identification requirements mentioned above.

 

Business or Company Clients

Identification Requirements – In addition to the information needed above for a person signing we need the following documentation:

  • In the case of companies or organisations incorporated or existing in the United Kingdom, we will conduct our own checks to confirm that the entity exists; or
  • In cases where the company or organisation you represent is established overseas we may ask you to produce certain documents such as a certificate of incorporation, a certificate of good standing or other similar evidence to show that the company or organisation is validly existing.

If our notary public is required to certify your authority to represent a company or organisation then additional documentation will be needed, for example:

  • Constitutional documents (e.g. Memorandum and Articles of Association);
  • Power of Attorney appointing you as being able to sign for and on behalf of the organisation;
  • Chamber of Commerce certificate;
  • Original signed Board Resolutions authorising you sign; and
  • Authorised signatory book (in the case of banks).

If you are unsure what you need to bring please contact us and we can advise what will be required in order to satisfy the identification requirements mentioned above.

 

Surrey Office

Email: notary@grewalnotary.co.uk

Phone: 020 8941 7360

Address: 27 The Fairway, West Molesey, Surrey, KT8 1PB

City Office

Email: notary@grewalnotary.co.uk

Phone: 020 8941 7360

Address: 88a Whitechapel High Street, London, E1 7QX

Rickmansworth Office

Hertfordshire Office

Serving Watford, Chorleywood, Loudwater, Moor Park,
Croxley Green, Northwood, Harefield and surrounding regions

Address: COMING SOON

Surrey Office

Email: notary@grewalnotary.co.uk

Phone: 020 8941 7360

Address: 27 The Fairway, West Molesey, Surrey, KT8 1PB

City Office

Email: notary@grewalnotary.co.uk

Phone: 020 8941 7360

Address: 88a Whitechapel High Street, London, E1 7QX