This document sets out the terms upon which I will act on your behalf as a notary. My contact details are set out below including direct fax and telephone numbers and my email address. I practice from offices of Barlow Robbins LLP at The Oriel, Sydenham Road, Guildford.
Work will be undertaken on a time spent basis calculated at a rate of £250 per hour. There is no VAT charged on my fees. You should allow at least half an hour when making an appointment to see me.
In addition you will be charged for any fees that I incur on your behalf and these will be discussed with you prior to incurring the same. These may include company search fees, Foreign & Commonwealth Office fees, embassy fees, courier fees and translator’s fees etc depending upon the nature of the work you ask me to carry out.
I am happy to visit you to deal with a notarial appointment but I will charge you for the time spent travelling to and from your premises or other location at my hourly rate plus any car park charges (where applicable).
My fees are payable on collection of the document or delivery of the same to you or to a third party. If I have to incur significant disbursements in advance you will be asked to make a payment on account of costs.
At each meeting you will be asked to produce a current passport to confirm your identity as well as evidence of your residential address (utility bill or bank statement will serve for this purpose). If you are signing the document in your capacity as a director or as company secretary of a company I will require evidence of your status to act. This can be achieved either by my undertaking a company search (for which you will be charged £23.50) or by you providing a copy of the company’s statutory books and a copy of the latest filed annual return.
Documents to be sent to a number of countries may require additional confirmation other than the notary’s seal. Depending on the type of document and its ultimate destination it may require a seal from the Foreign & Commonwealth Office and, possibly, the embassy of the country where the document will be sent. You will be advised of any special requirements.
It would be helpful if you could let me have a copy of any document to be notarised in advance of our meeting.
I will keep a copy of the document that I notarise for you. I also maintain a register of names and addresses of my clients but this information is maintained by me and is not passed to any third party. On my death my notarial records will pass to a successor notary.
In addition to the Foreign & Commonwealth Office’s certificate, the Consulate or Embassy of the receiving country may also need to add its own verification. It will do this after the Foreign & Commonwealth Office have affixed their verification. If the receiving country is a signatory to the Hague Convention of 5 October 1961 then it will not be necessary to submit the document to the embassy of the receiving country and it will be sufficient to obtain an Apostille only. The Notary will advise on which country needs which form of Legalisation.
