NOTARIZATION SERVICES

Notary Public's Duties and Functions

A Notary Public may prepare, attest, authenticate and certify (for use anywhere in the world), deeds and other documents, under the signature and official seal of the Notary.

NOTARIZATION & DECLARATIONS IN HONG KONG

We can help our clients to have their legal documents notarized and authenticated. Our scope of service:

  • Notarization of or witness to Power of Attorney, trust deed, assignment of property, letter of guarantee, contracts and agreements.
  • Notarization of Birth Certificate, Death Certificate, Marital Status Declaration, academic and professional qualification certificates, Affidavit of Financial Support, Guardianship Declaration, Immigrant Visa, Passport, and other documents that are required for immigration, studying, visiting family members and tourism in foreign countries.
  • Certified True Copy of document, notarization of the consistency between the photocopy duplicate and the original, and between the translation and the original version.
  • Notarization of or witness to documents for adoption of children, inheritance of estate, disclaiming inheritance right.
  • Notarization of or witness to documents for insurance claim, and Proof of Loss Declaration, receiving pension, old age security payments.
  • Notarization and authentication of Canadian government official signatures and seals on documents.
  • Other notarization matters undertaken upon request and in accordance with international practices.

Notarial Services

We provide a wide range of notarial services, which include the following:

  • Certified True Document
  • Witness Signature
  • Consent to Travel
  • Passport Application
  • Permanent Resident Card Application
  • Statutory Declaration for Passport Application
  • Affidavit of Marital Status (Non-spouse)
  • Succession Declaration & Authorization
  • Succession Right Disclaiming Declaration
  • Custodianship Declaration
  • Declaration of Identity
  • Declaration of Birth
  • Power of Attorney Certified Translation
  • Affidavit of Financial Support / Letter of Invitation for Temporary Resident Visa

Proof and Identification, Documentation and Consultation

Proof and Identification: Individuals or Companies

In order to meet the high standard of Notarial acts, the Notary is required to obtain proof (to his discretion and satisfaction) of:

  • identity
  • any represented legal capacity and authority
  • clients understanding of documentation, interpretation/or translation into or from other languages
  • effectiveness of documentation
  • validity, signature and witnessing
  • observance of required formalities both in Hong Kong and abroad
  • and the requirements of the Court and/or any relevant consular or similar authorities.

PROOF OF IDENTITY: INDIVIDUALS

In the case of individuals, proof may be required, with production of appropriate certificates where applicable, of birth, baptism, marriage, divorce, deed poll on change of name, or statutory declaration. Identification of individuals will be required.

Individuals should produce a current passport or, in exceptional cases, other proof of similar validity and reliability, which may include identification by third parties known both to the individual and to the Notary.

PROOF OF IDENTITY: COMPANIES

In the case of companies, details of the proof and information required, depending on the circumstances and service required, should be discussed in advance with the Notary. Notarial attendance at a company board meeting may be required in some cases, which may be arranged at our offices if required.

Company searches may be required in support or proof of certain corporate acts. It is required that these are obtained direct from Companies House by the Notary, at the cost of the client. Time should be allowed to obtain these in advance of any personal attendance.

Apostille (and/or the endorsements of the relevant High Commission/Embassy/Consulate of the country in which it is proposed to use the document the subject of a Notarial act), is required in some cases for use abroad, as an additional authentication to notarised documents. This is usually obtained by the Notary at the expense of the client and is usually applied for by personal attendance or by the notary's representation.

Documentation

Preparation of documentation for Notarial action is formal and prior preparation of documents or draft documents may be required.

Early discussion of outline requirements with the Notary is advised.

Time, expense, and error, may be saved if clients, or their advisors, provide, in advance of any personal consultation, the originals or exact and complete photocopies of:-

  • all documents to be notarised
  • covering correspondence or forms of instructions from the country to which the documentation is to be provided that relate to that act
  • identification evidence (as referred to above)
  • Copies of documents produced ancillary to or in support of Notarial acts may be required for retention, as will copies or original duplicates of Notarial acts, to form part of the required Notarial register/record.

Documents to be notarised should not be bound, as the Notary may have to re-bind them with a covering Notarial Certificate.

Translations may be required of documents before and/or after or as part of a Notarial act. The Notary can usually arrange or advise on this aspect if required.

Consultation and Personal Attendance

An initial appointment and an appointment to finalise the Notarial act may be required, particularly if documentation has to be prepared in formal style.

Personal attendance at our office will usually be required to ensure all necessary secretarial facilities are available. However, in exceptional cases, attendance arrangements out of the office can be made.