If you've never been to a Notary Public before, the process might seem unfamiliar or even intimidating. In reality, notarisation is a straightforward procedure — but it must be done correctly for the document to be legally valid. This guide walks you through exactly what happens before, during, and after a notarisation appointment in Ireland, so you can arrive prepared and confident.
What Is Notarisation?
Notarisation is the official process by which a Notary Public authenticates a document for international use. The Notary Public — a legal professional appointed by the Chief Justice of Ireland — performs a "notarial act," which typically involves verifying the identity of the person presenting the document, witnessing signatures, and affixing their official notarial seal.
Notarisation is distinct from simply having a document witnessed by a solicitor or Commissioner for Oaths. The notary's seal carries international recognition, meaning the document will be accepted by authorities, courts, and institutions in countries around the world. This international dimension is what makes notarisation essential for documents intended for use abroad.
The notarisation process in Ireland follows long-established practices rooted in centuries of notarial tradition, combined with modern requirements for identity verification and fraud prevention.
Before Your Appointment
Step 1: Contact the Notary
Begin by contacting the Notary Public's office to explain what you need. Provide details about the document(s) to be notarised, the country where they will be used, and any specific instructions from the requesting party. This allows the notary to advise you on requirements and prepare for your appointment.
Step 2: Gather Your Documents
You will need to bring the following to your appointment:
- The document(s) to be notarised — unsigned if they require your signature (you must sign in front of the notary)
- Valid photo identification — a current passport is preferred; a driving licence is also acceptable
- Proof of address — a utility bill or bank statement dated within the last three months
- Any instructions from the requesting party — the letter, email, or form from the foreign authority explaining what is required
- The original document — if you need a certified/notarised copy, bring the original so the notary can compare it
For more details, see our guide on what documents to bring to a notary.
Step 3: Do NOT Sign the Document
This is perhaps the most important instruction: do not sign the document before your appointment. The Notary Public must witness your signature being made. If you arrive with a pre-signed document, the notary cannot verify that the signature is yours and was made voluntarily, and the document may need to be reprinted for you to sign again.
During the Appointment
Here is what happens during a typical notarisation appointment:
Identity Verification
The Notary Public will first verify your identity. They will examine your photo identification, compare it to your appearance, and check your proof of address. This step is essential — the notary must be satisfied as to your identity before proceeding. In some cases, if the notary does not know you personally, they may ask additional identifying questions.
Document Review
The notary will review the document to ensure it is complete, properly formatted, and appropriate for notarisation. They will check that it meets the requirements of the destination country and that there are no obvious errors or issues that could cause problems later.
Understanding and Consent
The notary must be satisfied that you understand the document you are signing and that you are acting voluntarily, without coercion or undue influence. They may ask you questions about the document's content and purpose. If the document is in a language you do not understand, a certified translation or interpreter may be required.
Signature
Once the notary is satisfied, you will sign the document in their presence. The notary watches you sign and notes the time and date.
Notarial Certificate
The notary will then prepare a notarial certificate — a formal document that records the details of the notarial act. This certificate identifies the document, the person who signed it, the notary, the date and place of the act, and any other relevant details. The notarial certificate is either attached to the document or forms part of it.
Seal and Signature
Finally, the Notary Public affixes their official notarial seal and signature to the document and/or the notarial certificate. The seal is a unique embossed or stamped mark that identifies the notary and is registered with the Department of Foreign Affairs. It is this seal that provides the international recognition.
After Notarisation
Once notarisation is complete, you have a notarised document that carries international recognition. Depending on the destination country, you may need additional steps:
- Apostille: For Hague Convention member countries, submit the notarised document to the Department of Foreign Affairs for an apostille.
- Consular legalisation: For non-Hague countries, the document may need to be legalised by the relevant embassy.
- Translation: Some countries require a certified translation of the notarised document.
The Notary Public will record the notarial act in their official notarial register (protocol). This register is a permanent record that can be referred to in the future if any questions arise about the notarisation.
The Notarial Seal
The notarial seal is the key to international recognition. It is a unique mark that identifies the Notary Public and is registered with the Department of Foreign Affairs. When the DFA receives a notarised document for apostille, they can verify the seal against their records and confirm the notary's identity and authority.
The seal typically includes the notary's name, their title (Notary Public), and a unique identifier. It may be an embossed seal (creating a raised impression on the paper), an ink stamp, or both. The notary's handwritten signature accompanies the seal.
Tips for a Successful Notarisation
- Don't sign beforehand — this cannot be emphasised enough
- Bring the right ID — a valid passport is the gold standard
- Bring the instructions from the foreign authority so the notary can check all requirements are met
- Allow enough time — don't rush the appointment
- Ask questions — if you're unsure about anything, ask the notary before signing
- Check the destination country's requirements in advance — some countries have specific formatting or certification requirements
Frequently Asked Questions
What happens during notarisation?
The Notary Public verifies your identity, reviews the document, ensures you understand what you're signing, witnesses your signature, and affixes their official notarial seal and signature. They may also prepare a notarial certificate recording the details of the act.
Do I need to sign the document before seeing the notary?
No. You must NOT sign the document before your appointment. The Notary Public must witness your signature being made.
How long does a notarisation appointment take?
A straightforward notarisation typically takes 15-30 minutes. More complex matters may take longer.
Need a Document Notarised in Cork?
Hugh Phelan is a Solicitor and Notary Public practising from East Douglas Street, Douglas, Co. Cork, who provides professional, efficient notarisation services for documents intended for use anywhere in the world.
Contact Hugh Phelan's office at 021-489-7134 or email info@phelansolicitors.com to book an appointment.
Looking for a Notary Public in Cork?
Hugh Phelan is a Solicitor & Notary Public appointed by the Chief Justice of Ireland. Same-day appointments available.
Notary Public Cork — Book Now📞 +353-21-489-7134 · East Douglas Street, Douglas, Cork