29th October 2026 edition

VISITING A NOTARY PUBLIC AND MY TERMS OF BUSINESS

1. Why a notary? It is almost always the case that you have been asked to see a notary because you have a document that needs to be used abroad. Seeing a notary is never a mere rubber-stamping exercise. The international duty of a Notary involves a high standard of care. This is not only towards the client but also to anyone who may rely on the document and to Governments or officials of other countries. These people are entitled to assume that a Notary will ensure full compliance with the relevant requirements both here and abroad; and to rely on the Notary’s register and records. Great care is essential at every stage to minimize the risks of errors, omissions, alterations, fraud, forgery, money laundering, the use of false identity, and so on.
   
   I offer appointments during business hours and occasionally outside of business hours in exceptional circumstances. I am also prepared to make home visits or visit corporate clients at their place of business. If the notarial appointments take place outside of my office, I will make an additional charge to cover travelling time and expenses. Occasionally I may not be able to see you within the timeframe you require, or I may decide that I am not able to act for you in which case I will advise you that that is the case and will provide you with the necessary information to locate an alternative notary.

2. Signatures: The Notary should normally witness your Please do not sign the document in advance of your appointment with me.
3. Papers to be sent to me in advance: It will save time, expense and mistakes if, as long before the appointment as possible, you can let me have the originals or photocopies of:
   • The documents to be
   • Any letter or other form of instruction which you have received about what must be done with the
   • Your evidence of
4. Identification: I will need you to produce by way of formal identification the original of (in preferred order):
   • Your current passport (or, if not available).
   • A current new driving license (with photo) or national identity card

   If neither of the above are available, at least two of the following

   • A current government or police issue certificate bearing a photo or other formal means of
   • A utility bill, credit card or bank statement showing your current address which should not be more than 3 months old or council tax bill.

   You must also bring any other means of ID which may be referred to in the papers sent to you as being required such as a foreign Identity Card. I may also ask to see further evidence of identity such as marriage certificates etc. and will advise you of this if necessary.

5. Proof of names: In a case where the name on the document is different from the name you are currently using, or there has been a variation in the form of spelling of the name over the years, please provide me as appropriate with Certificates of Birth, Marriage or Divorce Decree or Change of Name Deed showing all the different names that you use. If there has been a change of name, then I will need to see a copy of the Deed Poll or Statutory Declaration which dealt with it.
6. Advice on the document: If you bring a document to me for authorization as a Notary, I will advise you as to the formalities required for completing it. However, I will not be attempting to advise you about the transaction
7. Written Translations: It is essential that you understand what you are signing.

   If the document is in a foreign language which you do not understand sufficiently, I may have to insist that translation be obtained. If I arrange for a translation, a further fee will be payable, and I will provide you with details of this.

   • If you arrange for a professional translation, the translator should add his/her name, address, relevant qualification, and a certificate stating: “Document X is a true and complete translation of document Y, to which this translation is “

Oral Interpreter: If you and I cannot understand each other because of a language difficulty, we may have to decide for a competent interpreter to be available at our interview and this may involve a further fee.

8. Companies, Partnerships etc.: If a document is to be signed by you on behalf of a company, a partnership, a charity, club or other incorporated body, there are further requirements on which I may have to. Please be prepared for these and telephone with any point of difficulty before attending on the appointment.
   
   In each case:

1. Evidence of identity of the authorized signatory (as listed above).
2. A copy of the current letterhead (showing the registered office if it is a company).
3. A Letter of Authority, Minute, Resolution or Power of Attorney, authorizing you to sign the

Additionally, companies: Certificate of Incorporation and of any Change of Name, a copy of the Memorandum and Articles of Association, Details of Directors and Secretaries. In all instances I will be carrying out various company searches, which may influence the level of fees charged.

Additionally, partnerships. clubs, etc.: A Partnership Agreement; or relevant Trust Deed; or Charter; or Constitution/Rules.

10. Notarial charges and expenses: Details of my charges are set out below. Please note that if I must make payments on your behalf such as legalization fees, translator or interpreter fees, or other costs such as travelling expenses, your approval to these will be obtained and you are normally required to make payment in advance of any such amounts.
    • Charges: If the matter is simple, I will endeavor to charge a fixed fee to include disbursements such as legalization fees, postage, consular agent fees, courier fees, travelling expenses, translating costs and so on. VAT is payable on my fees. For more complicated or time-consuming matters, the fee will be based on my hourly rate of £140.00, plus VAT, subject to a minimum fee of £140.00, plus disbursements and VAT. The fee charged may include time spent on preliminary advice, drafting and preparation time, making and receiving telephone calls, correspondence written and received in all formats, arranging legalization and record keeping.

    10.2 Notary Public Certification Fees

    • For each document traditionally certified in hard copy is £100.00, Plus VAT of £20.00, total of £120.00; and
    • For each Electronic certificate, the fee is £90.00, plus VAT of £ 00, total of £108.00.
    • Disbursements (at cost) are:
    • Paper Apostilles £70.00 (No VAT)
    • Electronic Apostilles £45.00 (No VAT)
    • UK Return Postage £22.00 (No VAT)
    • Embassy fees (No VAT) vary and will be quoted and accepted before each new instruction is
    • Some documents require legalization before they will be accepted for use in the receiving jurisdiction by obtaining an apostille through the UK Foreign Commonwealth & Development Office.
    • For some countries, additional legalization is required through the relevant embassy or consulate.
    • For more complicated or time-consuming matters, the fee will be based on my hourly rate of £140.00, plus VAT, subject to a minimum fee of £140.00, plus disbursements and VAT. The fee charged may include time spent on preliminary advice, drafting and preparation time, making and receiving telephone calls, correspondence written and received in all formats, arranging legalization and record keeping.

    Payment can be made by bank transfer or by credit or debit card. Payment of my fee and disbursements is due when the document has been prepared which I may retain pending payment in full.

    Occasionally unforeseen or unusual issues arise during the matter which may result in a revision of my fee estimate. Examples of this could include where additional documents are required to be notarized, additional translations or legalizations are needed to meet the requirements of the receiving jurisdiction, third party fees are adjusted to reflect external factors such as fuel price changes and so on. I will notify you of any changes in the fee estimate as soon as possible.

11. Typical Stages of a notarial transaction: Each notarial matter is different, and the requirements and timescales will vary greatly according to whether the client is a private individual or a company and according to the processing times of third parties such as the Foreign Commonwealth & Development Office, legalization agents, translating agencies and couriers, etc. Some of the typical key stages are likely to include:
    • Receiving and reviewing the documents to be notarized together with any instructions you may have received
    • Liaising with your legal advisors or other bodies to obtain the necessary documentation to deal with the document (e.g. information from Companies House or foreign registries, powers of attorney etc.)
    • Checking the identity, capacity and authority of the person who is to sign the document
    • If a document is to be certified, checking with the issuing authorities that the document/award is In the case of academic awards, this would entail checking with the appropriate academic institutions.
    • Meeting with the signatory to verify their identity and to ascertain that they understand what they are signing and that they are doing so of their own free will and ensuring that the document is executed correctly
    • Drafting and affixing or endorsing a notarial certificate to the document
    • Arranging for the legalization of the document as appropriate
    • Arranging for the storage of copies of all notarized documents in accordance with the requirements of the Notarial Practice Rules 2019.
12. Notarial Records and Data Protection: When I carry out my work for you, I am required to make an entry in a formal register, which is kept by me as a permanent I will retain a copy of the notarized documentation with that record. My practice is a registered with the Information Commissioner’s Office. Personal data received from clients is held securely and not capable of being accessed externally. Data collected as part of notarial records is used solely for the purposes of meeting our professional legal responsibilities as Notaries Public. For full details of my PRIVACY POLICY and data processing terms please see my website: www.otlowry.co.uk
13. Insurance: In the interests of my clients, I maintain professional indemnity insurance at a level of at least

£1,000,000.00 per claim.

14. Termination/ Your Right to Cancel: You may terminate your instructions to me at any time by giving me reasonable written notice. All fees and disbursements incurred up to the date of termination will be charged.
    
    Consumer Cooling Off Cancellation Period-Consumer Contracts Regulations 2013 (“CCR”):
    
    Where the CCR apply (typically where you are an individual consumer and my contract with you was concluded either at or following a meeting with you or by a form of distance communication) you have a cancellation period of 14 days after the date you sign my retainer letter or the date on which you continue to give me instructions, whichever is earlier.
    
    You can cancel your contract within the cancellation period by giving me a clear statement and I will reimburse all payments received from you by the same method that you used, at no cost to you, without undue delay, and not later than 14 days after the day on which you inform me of the cancellation.
    
    If you ask us to begin work during the cancellation period, you can still cancel but you must pay me an amount in proportion to the work which I have performed, and this proportion will not be reimbursed to you.

15. Termination by me: I reserve the right to terminate my engagement by you if I have good reason to do so, for example, if you do not pay a bill or comply with my request for a payment on account or you fail to give me the co-operation which I am reasonably entitled to expect.
16. Complaints: My notarial practice is regulated through the Faculty Office of the Archbishop of Canterbury: The Faculty Office

    1, The Sanctuary

    Westminster London SWlP 3JT

    Telephone 020 7222 5381

    Email: Faculty.office@lthesanctuary.com Website: www.facultyoffice.org.uk

    If you are dissatisfied about the service, you have received please do not hesitate to contact me.

    Finally, even if you have your complaint considered under the Notaries Society Approved Complaints Procedure, you may at the end of that procedure, or after a period of 8 weeks from the date you first notified me that you were dissatisfied, make your complaint to the Legal Ombudsman, if you are not happy with the result:

    Legal Ombudsman PO Box 6167

    Slough SL I 0EH Tel: 0300 555 0333

    Email: enguiries@legalombudsman.org.uk Website: www.legalombudsman.org.uk

    If you decide to make a complaint to the Legal Ombudsman, you must refer your matter to the Legal Ombudsman within one year from the act/omission or within one year from when you should reasonably have known there was cause for complaint.

17. Use of technology, devices and Artificial Intelligence:

17.1 To the extent that I use any automated decision-making technology, including artificial intelligence, in the course of my services, I do not rely upon the same without human intervention.

17.2 Before using any new technology including artificial intelligence, I carry out an appropriate risk assessment to ensure that your rights are not adversely affected by the same.

18. Email Correspondence: I use e-mail wherever possible. Where you have provided me with an e-mail address, e.g., by sending an e-mail, I will assume that I may use that address for the sending of unencrypted, sensitive or confidential correspondence or documents to I may also, during a matter, send unencrypted, sensitive or confidential information to other persons involved, unless specifically requested by them or you not to do so. All e-mails sent by me and attachments thereto should be scanned for viruses by the recipient.
19. Exclusion of Liability for USA and Canada:19.1 Scope of Exclusion: To the maximum extent permitted by law, OT Lowry Limited excludes all liability of any nature whatsoever—whether arising in contract, tort (including negligence), breach of statutory duty, or otherwise—for any loss, damage, injury, cost, or expense sustained, or alleged to have been sustained, within the United States of America (including its territories and possessions) or Canada.

    19.2 Exclusion of Claims: OT Lowry Limited shall have no liability for, and no duty to defend or indemnify against, any claim, action, demand, or legal proceeding commenced, brought, or prosecuted within the United States of America, its territories and possessions, or Canada.

    19.3 Governing Law: This agreement, and any dispute or claim (including non-contractual disputes or claims) arising out of or in connection with it or its subject matter, shall be governed by and construed exclusively in accordance with the law of England and Wales.

    19.4 Exclusive Jurisdiction: The courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim (including non-contractual disputes or claims) arising out of or in connection with this agreement or its subject matter.

I hope that these notes are of help to you in understanding what is expected of each of us.

Mr. OT Lowry – Notary Public

OT Lowry Limited

Company Registration Number: 12068127

Registered Company Address: New Broad Street House

35 New Broad Street

London

EC2M 1NH

England

Telephone: +44(0)20 3051 8003

www.otlowry.co.uk

Information Commissioner Office Registration Number: ZC 125225

VAT Registration Number: 338434785;