Moving abroad for work often requires notarised employment references. Whether you are applying for a work visa, transferring a professional licence, or starting a government position in another country, foreign authorities frequently require authenticated proof of your employment history.
When Are Notarised Employment References Required?
- Work visa applications: Many countries (UAE, Canada, Australia, among others) require notarised employment references as part of the visa process
- Professional licence transfers: Engineers, doctors, nurses, and other regulated professionals often need authenticated references to register in another country
- Government employment: Public sector jobs abroad frequently require notarised documentation
- Academic positions: Universities abroad may require notarised employment history
- Credential evaluation: Foreign credential evaluation services may require notarised references
Step 1: Determine What the Foreign Authority Requires
Contact the foreign employer, visa authority, or professional body to find out exactly what they need. Common requirements include:
- Reference letter on company letterhead
- Specific information (dates of employment, job title, duties, salary)
- Signature of a specific person (HR manager, direct supervisor, company director)
- Notarisation and/or apostille
- Certified translation
Step 2: Obtain the Reference Letter
Request a reference letter from your employer (or former employer) that includes:
- Company letterhead with address and contact details
- Your full name as it appears on your passport
- Your job title and dates of employment
- A description of your duties and responsibilities
- Salary information (if required by the foreign authority)
- The name, title, and signature of the person providing the reference
Make sure the letter is an original with a wet-ink signature — most foreign authorities will not accept photocopied signatures.
Step 3: Book a Notary Appointment
Bring to your appointment:
- The original reference letter
- Your passport or photo ID
- Written requirements from the foreign authority
- Any forms provided by the foreign authority
If the foreign authority requires the signature to be witnessed by a notary, the person signing the reference may need to attend the appointment. Confirm this in advance.
Step 4: Notarisation
The notary will typically:
- Verify your identity
- Certify a copy of the reference letter as a true copy of the original
- Or, if the signatory is present, witness the signature and authenticate it
- Prepare a notarial certificate
- Attach the notarial seal and signature
Step 5: Apostille
If the destination country is a Hague Convention member, submit the notarised document to the Department of Foreign Affairs for an apostille.
Step 6: Translation and Submission
If required, get a certified translation and submit the complete package to the foreign authority.
What If Your Employer No Longer Exists?
If your former employer has closed down, you may need to provide alternative evidence:
- Revenue records: Employment detail summaries (formerly P60) or payslips showing the employer
- Social welfare records: PRSI contribution records from the Department of Social Protection
- Statutory declaration: A sworn statement by you (or a former colleague) confirming your employment history
- Companies Registration Office: Records showing the company existed and its directors
A notary can prepare a statutory declaration combining these elements and present them as authenticated evidence of employment.
Multiple References
If you need references from several employers notarised, you can handle them all in one notary appointment. Each reference will receive its own notarial certificate, and each will need a separate apostille.
Frequently Asked Questions
Why do I need to notarise an employment reference?
Many countries require notarised references for work visas, professional licence transfers, or government employment. Notarisation confirms the document is genuine.
Can I notarise a reference from a former employer?
Yes. The notary can certify a copy of the original reference letter or authenticate the signature if the employer signs in the notary’s presence.
Do I need my employer to come to the notary appointment?
Not necessarily. If you have the signed reference on company letterhead, the notary can certify a copy. Only if the foreign authority requires the signature to be witnessed does the signatory need to attend.
What if my employer has closed down?
Alternative evidence such as Revenue records, payslips, or PRSI records can be combined with a statutory declaration. A notary can advise on what would be acceptable.
Get Your References Ready
Hugh Phelan, Solicitor and Notary Public, practises from East Douglas Street, Douglas, Cork. He helps professionals notarise employment references for international use.
Contact: 021-489-7134 or info@phelansolicitors.com.
Moving Abroad for Work? Get Your Documents Ready
Hugh Phelan is a Solicitor & Notary Public appointed by the Chief Justice of Ireland.
Notary Public Cork — Book Now📞 +353-21-489-7134 · East Douglas Street, Douglas, Cork