In today’s fast-paced world, convenience is key. The demand for digital services has therefore grown rapidly in recent years, particularly as businesses and individuals adapt to more flexible, remote-friendly solutions. The legal sector is no exception. That’s why getting documents notarised doesn’t necessarily mean scheduling appointments and travelling across town. If you need to get your documents notarised but can’t do so in person, consider remote or online notarisation.

Whether you need to notarise a paper-based or electronic document, in person or remotely, various forms of notarisation can make the process faster and easier. Living abroad or can’t visit in person? In many cases, you can still notarise your documents securely from anywhere. Online and remote notarisation offers a practical solution for busy professionals, international clients, and those with mobility limitations, allowing them to complete essential legal processes without disruption. It also ensures faster turnaround times and provides secure digital records, making it a preferred choice for many.

Now you may be asking, How exactly does it work in the UK?

In this guide, we’ll walk you through the process of notarising your documents online and remotely − easily, securely, and efficiently.

What is Online Notarisation?

Online notarisation can mean different things to different people, and so the first step is to break down what it means.  

According to most dictionaries, online refers to an activity or service available on or done using the internet or other computer network.  Notarisation refers to certification by a notary public.  Put together online notarisation is where a notary certifies a document using the internet or other computer network. 

Nearly all notaries use computers these days, and most requests for services come through the internet. The internet is used in many ways during the notarial process.  So what does certifying a document using the internet actually mean. 

The clearest understanding is that it refers to electronic notarisation.  The standard procedure when notarising documents is for the notary to issue a physical document, signed in wet-ink, and embossed with their seal.  With the advent of electronic notarisation, notaries can now issue digital notarial certificates, complete with a digital signature and seal – the process can be done entirely online!

Other online tools may be used during the notarisation process − for example, emailing third parties, sharing scans and screen recordings, and carrying out video conferencing calls. However, for the purpose of this article, we’ll be referring to online notarisation interchangeably with electronic notarisation.  

What Is Electronic Notarisation?

Online notarisation  – also called electronic notarisation, e-notarisation, or e-notary, is simply the digital alternative to traditional notarisation, often carried out remotely using secure e-signature technology.

Rather than issuing a paper-based notarial certificate, the notary will issue an electronic certificate which has an electronic stamp and qualified-electronic signature (QES).  This electronic certificate will be emailed to you as a PDF file, and will only be valid when viewed online.  

Electronic notarisation can be carried out for most documents, including for certified copies and documents you have signed. The notary will still, however, need to complete their usual verification checks, such as seeing the original document, or checking with a university that a degree certificate is genuine. If you need to sign a document, the notary can conduct a signing process, which will involve using Docusign, third party identity verification checks, and videoconferencing technology. 

Online Notarisation v Remote Notarisation

The terms online notarisation and remote notarisation are often used interchangeably, but there are some key subtle differences between the two. As seen above Online notarisation refers to notarising electronic documents with a Qualified Electronic Signature (QES) using secure e-signature technology, typically via video call but it can also be in person. Remote notarisation, meanwhile, refers to notarising documents without requiring the client to attend the notary’s office. 

Online notarisation 

  • Location: In-person or remote
  • Document format: Qualified electronic signature (QES)
  • Identity checks: Standard in-person or advanced digital verification
  • Communication: Face-to-face, video-conferencing, or email

Remote notarisation

  • Location: Remote
  • Document format: Paper-based or qualified electronic signature (QES)
  • Identity checks: Advanced digital verification
  • Communication: Video conferencing or email

In summary: 

  • Use online notarisation if you require a qualified electronic signature or wish to get an e-apostille.
  • Use remote notarisation either if you need online notarisation or paper-based notarisation but you can’t physically visit the notary.

Key Scenarios for Notarisation

Notarisation is the certification of a document by a notary public. The certification can either be carried out in a paper-based format, or as an electronic document:

Paper-Based Notarisation

  • In-Person notarisation: If you have a document, such as a power of attorney, that needs to be notarised, you can visit a notary’s office, sign the document in the notary’s presence, and the notary will apply their seal.
  • Remote notarisation: If you can’t attend in person, you can still have paper documents notarised. For example, you can email a copy of your document (such as a bank statement or decree absolute/final order), show a screen recording of how you accessed the document, and the notary will notarise it remotely. You’ll have a scan of the document emailed to you and the original notarised document will be sent via post. 

Electronic Notarisation (E-Notarisation)

  • Remote e-notarisation: For documents like degree certificates or Companies House documentation, the notarisation can be done entirely online. You email the notary a PDF of the document to be notarised, the notary will notarise it using a Qualified Electronic Signature (QES), and the signed PDF file will be emailed to you.
  • Remote e-notarisation with Docusign: If you need to sign a document but can’t visit in person, the notary can prepare the documentation, and send it to you via Docusign. During a Zoom call, the notary will verify your ID and you’ll sign electronically. After receiving the signed document from Docusign, the notary will apply the notary’s signature and email it back to you.
  • In-person e-notarisation: If you have a document in electronic format (such as a digital version of a passport or university certificate), you can bring the physical document to the notary’s office, where they’ll verify your identity and apply a QES. 

The flexibility of online notarisation means that you can get various documents notarised remotely or in-person. Whether you need paper documents notarised from home or an electronic document verified with a QES, there’s an option available for you.

Benefits of Online and Remote Notarisation in the UK

Since you can complete the entire process from your home or office, remote notarisation is an increasingly popular choice for many UK residents. 

Online and remote notarisation’s advantages make it ideal for:

  • Busy professionals who can’t take time off work for in-person appointments. The streamlined process fits easily into your schedule, letting you handle important business documents without disrupting your working day. No need to schedule time off or make special trips – the convenience of online notarisation and remote notarisation means you can complete it during lunch breaks or after work hours.
  • People handling international transactions who need quick document processing. Whether you’re dealing with overseas property purchases, international business contracts, or personal matters like visa applications, online notarisation and remote notarisation helps you meet tight deadlines without waiting days or weeks for a traditional appointment. The ability to process documents swiftly from anywhere makes it a must-have tool for those with time-sensitive international dealings.
  • Anyone looking to reduce traditional notary services costs. Without travel expenses and time off work, online notarisation and remote notarisation often proves more cost-effective than conventional methods. With no need to commute or hire a notary for in-person meetings, the overall cost is lower. This means businesses can also save on administrative costs while keeping the process efficient and smooth.
  • Those with limited mobility or accessibility concerns. For individuals with physical disabilities or mobility issues, online notarisation eliminates the barriers that often come with attending a physical office. This also makes the process more inclusive and accessible for people across different locations in the UK and globally.

The 5 Steps of the Online Notary Service (If Signing a Document)

1. Prepare Your Documents

Ensure your documents are ready for notarisation. Whether you’re getting a paper document notarised in person or an electronic one remotely, make sure all the information is correct and complete. You can check with your notary if you’re unsure whether your document qualifies for online notarisation. Note: Some documents might not qualify for online notarisation, particularly those requiring witnesses or in-person verification. Unsure? Look at the section (below) on which documents can be notarised online or check with your notary before proceeding.

2. Find Your Online Notary

Look for a qualified notary public who’s authorised to practise in the UK. When choosing your notary, consider:

  • Their experience with online notarisation
  • Their availability to meet your timeline
  • Reviews from previous clients

3. Verify Your Identity

Your notary will verify your identity both prior to and during the video call. You’ll need:

  • A valid form of identification (passport, driving licence, or national ID card)
  • A stable internet connection
  • A device with a working camera

Before the call, the notary will carry out advanced verification of your identity documents using an FCA-approved and Law Society affiliated third-party provider. On the call, the notary will ask to see your original identification.

Some common issues during this step include ID verification errors due to unclear photos or expired documents. To avoid delays, ensure your ID is valid and that you follow the notary’s instructions carefully. If your internet connection is unstable, consider using a wired connection or moving to a location with better Wi-Fi.

4. Complete the Notarisation Session

Prior to the session:

  • The notary will prepare the notarial certificate.
  • The documentation will be emailed to you via Docusign.

On the call:

  • Show the notary your original ID.
  • Share your screen, open the Docusign link, and sign the document.

After the call:

  • The notary receives the documentation via Docusign and completes the online notarisation.
  • You receive an email with a PDF file of the e-notarised document.

The notary creates a secure digital record of the session, including the date, time, and location of the notarisation. This ensures you have a complete audit trail of the notarisation process, which may be required by institutions or authorities accepting your notarised document.

Most online notaries use secure platforms like Docusign, Adobe Sign, or other UK-approved electronic signature services to guarantee compliance with legal requirements. These platforms encrypt your data to prevent tampering and ensure the validity of your document.

5. Receive Your Notarised Documents

Once complete, you’ll get your notarised documents in digital format. You can download them as needed. Store these documents securely as they’re legally binding and should only be shared with authorised parties.

A note on the legal framework for data protection: UK law recognises online notarisation through the Electronic Communications Act 2000, which establishes electronic signatures as legally binding. The process also complies with United Kingdom General Data Protection Regulation requirements, ensuring your personal information remains protected throughout.

Which Documents Can Be Notarised Online?

Many common documents can be e-notarised, including:

  • Degree certificates
  • Business contracts
  • Companies House filings

However, certain documents, such as birth, death, marriage and adoption certificates, police clearance certificates, and Disclosure and Barring Service certificates, cannot be e-notarised due to their physical security features. These documents require a physical stamp, embossed seal, or other security markings that cannot be replicated digitally.

While electronic notarisation is widely accepted, some institutions may still require physical notarisation for certain documents. We always strongly recommend checking with the ultimate receiving party as to whether they will accept online notarisation before proceeding.

How We Can Help You

At Notary.co.uk, we’ve built our reputation on making document notarisation straightforward. Our electronic notarisation services combine cutting-edge technology with expert guidance, ensuring a smooth process from start to finish. Whether you’re in the UK or abroad, our team provides clear, step-by-step support throughout your notarisation journey, including next-day service options when time is critical.

The documents we notarise vary widely, and we understand that each client’s needs are unique. That’s why we offer both e-Notarisation and e-Apostille services, providing a convenient, cost-effective alternative to traditional methods. Our notaries use either Advanced Electronic Signatures (AES) or Qualified Electronic Signatures (QES), meeting the stringent requirements of UK law and the EU eIDAS (electronic IDentification, Authentication and trust Services) regulation.

Apostille Services and Legalisation

If your document needs to be legalised for use abroad, we also offer e-apostille services to ensure it meets international requirements. If you have had your document notarised online using an electronic signature, you’ll only be eligible to apply for an e-apostille. A regular, paper-based apostille is only available where you have requested a paper-based notarisation. Apostille certification confirms the authenticity of the document, making it valid for use in foreign countries. If your document requires additional legalisation, our notary public service can guide you through the process.

Reach out to us for:

  • Expert guidance through every step of your notarisation journey
  • Rapid turnaround times, including next-day service options
  • Consistent, accurate documentation
  • Dedicated support for both UK and international clients

Conclusion

Online or remote notarisation make document authentication simple, secure, and convenient. Whether you need a paper document notarised or an electronic one, whether in person or remotely, our team of qualified notaries is here to assist you with a service tailored to your needs.

For hassle-free e-notarisation, get in touch with Notary.co.uk on 020 7630 1777, or email us at info@notary.co.uk with questions or to schedule your e-notary appointment.

Frequently Asked Questions

How long does the process take? 

Online notarisation can typically range from between 20−30 minutes. For more complex matters, it may take longer.

Will other countries accept my online notarised document? 

Yes, many countries recognise UK online notarisation − but not all.  Always check with the receiving party to see if they will accept e-notarised and e-apostilled documents before proceeding.

What if I’m not sure my document qualifies? 

Get in touch with our team. We’ll confirm whether your document is eligible for online notarisation and guide you through any special requirements.

How much does online notarisation cost?

The cost varies depending on the document type and service speed. Basic online notarisation starts at around £120, but complex cases may cost more.

What if I have technical difficulties during a videoconferencing session?

Ensure you have a strong internet connection and a functioning camera. If issues arise, your notary can reschedule or guide you through troubleshooting.

How does online notarisation prevent fraud?

Online notaries use identity verification tools, encrypted digital signatures, and video recordings to prevent fraud. This makes the process arguably as secure − if not more so − than traditional notarisation.