Step-by-Step Guide to Notarising Business Documents in Singapore

In the world of international and local commerce, ensuring the authenticity and legitimacy of business documents is a crucial step. Notarisation plays a pivotal role in confirming the veracity of these documents, providing an added layer of credibility and compliance. Whether you’re finalizing an international partnership, registering a trademark overseas, or authorizing someone to act on behalf of your business, notarisation is often a necessary requirement. This guide outlines the step-by-step process for notarising business documents in Singapore, ensuring a smooth and efficient experience.

What is Notarisation?

Notarisation is the official process by which a notary public attests to the authenticity of a document, its signature, or both. This process helps establish trustworthiness and legal standing for the document, especially when presented to foreign entities or authorities. It is important to distinguish between notarisation and legalisation; while notarisation confirms authenticity, legalisation involves additional certification to validate the document’s use internationally.

For businesses, notarisation is essential when dealing with overseas partners, securing funding, or meeting regulatory compliance for cross-border transactions.

Documents That Commonly Require Notarisation

Certain business documents frequently require notarisation, including:

  • Corporate Agreements: Contracts and partnership agreements.
  • Financial Statements: Audited accounts and letters from financial institutions.
  • Shareholder Resolutions: Records of decisions made during board meetings.
  • Power of Attorney: Authorizations for representatives to act on behalf of the business.
  • Miscellaneous Documents: Trade licenses, intellectual property filings, and employment contracts.

 

For example, a Singaporean startup expanding into the European market may need notarised financial statements and trade agreements to establish credibility with investors and partners.

Understanding the Role of a Notary Public in Singapore

In Singapore, a notary public is a seasoned legal professional designated by the Board of Commissioners for Oaths and Notaries Public. Their primary responsibilities include witnessing the signing of documents, certifying document copies, and issuing notarial certificates. The official seal or stamp of a notary public is an internationally recognized mark of authenticity, often accompanied by a notarial certificate detailing the notarisation process.

Step 1: Determine If Notarisation Is Required

Before proceeding, assess whether notarisation is necessary for your document. Factors to consider include the document type, the legal requirements of the destination country, and the specific purpose of the document. Countries that are part of the Apostille Convention may only require notarisation that comes with an Apostille certification, while non-Apostille countries may mandate additional legalisation steps.

Step 2: Prepare Your Documents

Accuracy and completeness are key to avoiding delays. Ensure all documents are finalized, signed, and accompanied by any supporting materials required. For instance, identification documents, company incorporation certificates, and board resolutions may need to be presented alongside the primary document. Common mistakes include missing pages, unsigned forms, or unclear photocopies, which can cause unnecessary delays.

Step 3: Engage a Licensed Notary Public

Finding a licensed notary public in Singapore is straightforward. The Singapore Academy of Law provides a directory of authorized notaries. Verify the credentials of the chosen notary and schedule an appointment. It’s important to choose a notary with experience handling the specific type of document you need notarised to ensure a seamless process.

Step 4: Attend the Notarisation Appointment

During the appointment, the notary public will review your documents and verify the identity of the signatories. Be prepared to present original identification (e.g., NRIC or passport) and any relevant supporting documents. Once the notary confirms the details, they will affix their official seal and issue a notarial certificate.

Step 5: Legalisation of Documents (If Applicable)

If your document is intended for use in a non-Apostille country, additional legalisation may be required. This process typically involves certification by the Ministry of Foreign Affairs and the embassy of the destination country. For Apostille countries, no further certification is required as the Apostille is included as part of the notarisation process in Singapore, streamlining the process.

Timeframe for Notarisation

The timeframe for notarisation in Singapore is typically swift, with most notary publics completing the process within one to two business days. However, the overall duration may vary depending on factors such as the complexity of the documents, the need for additional certifications, and the volume of requests handled by the notary public. For urgent cases, some notaries offer expedited services for an additional fee. If legalisation is required, the process may extend to several days or weeks, depending on the embassy or consulate involved. Planning ahead and ensuring all documents are complete can significantly reduce delays.

Tips for a Smooth Notarisation Process

  • Confirm the exact documentation standards required by the destination country.
  • Ensure all documents are complete, accurate, and properly signed.
  • Schedule appointments in advance to avoid delays, especially for time-sensitive matters.

Common Challenges and How to Overcome Them

Delays often arise from incomplete documentation or unfamiliarity with international requirements. Working with an experienced notary public or legal advisor can help resolve these issues. Additionally, planning ahead for legalisation needs minimizes unexpected setbacks.

How Premia TNC Can Help

Premia TNC provides comprehensive support for businesses requiring notarisation of their documents in Singapore. Additionally, we assist with subsequent legalisation for documents intended for international use, if required, saving businesses valuable time and effort. With our expertise in corporate services and a client-focused approach, Premia TNC simplifies the complexities of notarisation, allowing companies to focus on their core operations.

1. Can notarised documents be used internationally?

Notarised documents are commonly needed for use abroad. However, additional steps such as legalisation may be needed, depending on the destination country’s requirements.

2. Are digital signatures accepted for notarisation in Singapore?

No, physical signatures are typically required for notarisation in Singapore. Notary publics need to witness the signing of documents in person to authenticate them.

3. What happens if my document is in a foreign language?

Documents in a foreign language may require certified translation into English before they can be notarised in Singapore.

4. How long is a notarised document valid?

The validity of a notarised document depends on the legal requirements of its intended use. Some documents may require periodic updates or re-notarisation.

[Unauthorized copying and redistribution prohibited] ⓒ2024 Premia TNC. All rights reserved.
This content is protected by copyright law. Copying, redistribution, and secondary processing without prior approval are prohibited, and violations may result in legal liability.