The first thing that you need to do is to make sure you have an appointment!
As I work from home, I cannot usually accommodate walk-ins due to existing bookings, childcare constraints and other meetings.
When attending the appointment please make sure that you have everything ready, the best way to do this is to check what you have been asked for. This is always your identity documents and proof of address, but it can also include a passport size photograph, particular documents or an immigration share code. You may also need to provide supporting documents such as your child's birth certificate or a death certificate.
The reason for booking will determine what you need to bring. We typically need the same things for every travel consent we issue. This is always the non travellers identity documents (the person giving consent) and proof of address. The child's birth certificate must also be presented as an original. We will also need the child's passport details as well as those of the guardian or travelling parent together with the full details of the trip so that your consent is accurately recorded. Open-ended travel consents are not normally issued.
Some categories of documents vary wildly in format, such as powers of attorney that are being used in India. Sometimes you will need to attach photocopies of not only the donor’s identity documents, but those of the witnesses too. You will normally have to include a passport size photograph on these documents.
ID 1 forms will always need a passport size photograph as I endorse these, as well as bringing your identity documents and proof of address. However, ID5 forms utilise a screenshot of you from during our video call, which I print and attach to my ID5.
A good way to prepare for your appointment is to read the documents and instructions that you have been given. Some documents are rather lengthy, but they still do need to be read, and they will often contain legal phrases. You need to be sure of what you are signing, and this is particularly important for powers of attorney and affidavits. We often receive affidavits that have been prepared by your lawyer overseas. Now I’m sure in most cases they are completely accurate by the time they get to me, however if you sign an affidavit that contains mistake you are liable for that error so please do make sure that you have proof read everything and confirmed that everything you want to include is present. If it comes to light that something has been omitted, you will need to complete a new affidavit and that adds time and cost to your process.
I will always answer any questions that you may have regarding your documents and on the process, we will conduct, including legalisation. I often find that legalisation and the notarisation process can be confusing due to the terms that have been used interchangeably in your instructions and research. It is always a good idea for me to review the instructions that you have received from overseas to make sure that we are completing the documents as they want to receive them. This is really important to make sure that they are effective, they don't need to be repeated and reduces time and costs to your process.
If, after making your booking you have questions, please don't hesitate to contact me to discuss them. It is better to ask lots of questions ahead of the meeting rather than sitting down and discovering that we have new documents or documents need to be amended before they can be completed. If this happens during the meeting it means that we must reschedule until we have the answers, we have all documents or they have been amended for you.
I often get requests for digital documents. Mostly because it is a faster process particularly when obtaining an e-apostille. The most important thing to do is to make sure that these documents will be accepted. They are usually unsuitable when they have to be sent to the embassy for consular legalisation. This is because all the security is embedded within the PDF which means that the embassy cannot attach a digital signature to it or print it off to attach their consular stamps. Documents that need consular legalisation are almost always in printed format. Some jurisdictions will accept digital documents with e-apostilles in certain circumstances and this is always dependent on the recipient. Spain is a good example of this. If you are applying for a visa to live there, the documents I have assisted with have always been paper based. Schools or universities in various regions of Spain will accept digital documents providing evidence of your previous education. This also extends to Poland.
It is very much up to the recipient in the receiving jurisdiction to confirm what it is they want to receive so always check their instructions and guidance to make sure that they are happy to accept your documents. Don't forget things change, so guidelines may have been updated and what you have done previously may no longer be acceptable.
If you have any questions or queries in relation to notarisation in paper or digital formats, please don’t hesitate to get in touch.