How to Check If Your Notarised Document Is Valid

Whether you’ve received a notarised document from someone else or you want to verify your own document before sending it abroad, knowing how to check validity is important. This guide explains what makes a notarised document valid and how to verify its authenticity.

Elements of a Valid Notarised Document

A properly notarised document from Ireland should contain all of the following:

1. The Notarial Certificate

A separate certificate (or endorsement) attached to or written on the document, which states:

• The type of notarial act performed (e.g., “witnessed signature,” “certified true copy,” “administered oath”)
• The date and place of the notarial act
• The name and capacity of the person who appeared before the notary
• That the person was identified and signed voluntarily

2. The Notary’s Seal

An official seal, which may be:

• Embossed seal: A raised impression pressed into the paper
• Inked seal: A rubber stamp with the notary’s details

The seal should show the notary’s name and the words “Notary Public” (or the Latin equivalent).

3. The Notary’s Signature

The notary’s handwritten signature, which should match the name on the seal.

4. Physical Integrity

The document and certificate should be physically attached (typically stapled or bound) with no signs of tampering, page removal, or alteration.

How to Verify the Notary Is Genuine

In Ireland, you can verify a Notary Public’s appointment through:

• The Faculty of Notaries Public in Ireland: The professional body representing notaries. They maintain a register of all appointed notaries
• The Courts Service: Notaries are appointed by the Chief Justice, and records are maintained
• The Law Society of Ireland: If the notary is also a solicitor, their practising status can be verified

Checking an Apostille

If the document has an apostille from the Department of Foreign Affairs, you can verify:

• The apostille number with the DFA
• The date of issue
• The name of the notary whose seal was authenticated
• Some countries’ apostilles can be verified online through the e-Apostille Programme

Red Flags: Signs of a Potentially Invalid Document

• No physical seal (only a printed or photocopied image)
• Seal and signature don’t match
• Certificate is detached or appears reattached
• Pages appear to have been added or removed
• The notary’s name cannot be verified through official registers
• The date on the certificate is inconsistent with other dates on the document
• The certificate uses the title “Commissioner for Oaths” rather than “Notary Public” for a document intended for international use

Does a Notarised Document Expire?

The notarisation itself does not have an expiry date — it is a permanent record of an act performed on a specific date. However:

• Some foreign authorities require documents to be recently notarised (within 3–6 months)
• The underlying document may have its own validity period (e.g., a medical certificate, financial statement)
• An apostille does not expire, but the underlying document’s content may become outdated

Frequently Asked Questions

How can I tell if a notarised document is genuine?

Check for the physical seal, signature, notarial certificate, and verify the notary through the Faculty of Notaries Public in Ireland.

Does a notarised document expire?

The notarisation itself doesn’t expire, but some authorities require recent notarisation and the underlying document may have its own validity period.

What if I suspect a document is fake?

Contact the Faculty of Notaries Public in Ireland and/or the DFA to verify. Fraudulent notarisation is a criminal offence.

Can I verify an apostille online?

Some countries participate in the e-Apostille Programme for online verification. For Irish apostilles, contact the DFA directly.

Verification Assistance

Hugh Phelan, Solicitor and Notary Public, practises from East Douglas Street, Douglas, Cork. Appointed by the Chief Justice and commissioned for life, he can advise on document validity questions.

Contact: 021-489-7134 or info@phelansolicitors.com.