Notary | Sydney CBD

As notaries appointed by the Supreme Court of NSW we can assist with notary functions that may be required for personal or corporate documentation typically for use overseas.


What we do

Notaries | IP Lawyers

We are notaries as well as lawyers in amongst other things.

We help with authenticating official, government and personal documents for use overseas, witnessing execution of documents for use in Australia or other countries, certifying copies of documents for use in Australia or other countries, administering oaths, and performing other wide ranging and useful administrative functions of a national and international nature, including applying notary seals and certificates to documents and ribboning.

We also can help with the legalisation process of notarised documents required for use abroad.

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What is a notary | notarisation?

What is a notary?

Notaries are appointed by the Supreme Court of NSW

Notaries in NSW play an important role helping people execute documents, or verify the authenticity of documents or true copies of documents that are to have legal effect in another country.

Notaries are appointed by the Supreme Court of NSW under the Public Notaries Act 1997(NSW) and the Public Notaries Appointment Rules 1998.

All Notaries in NSW are lawyers who have been appointed by the court (as notaries) and entered on the Roll of Public Notaries maintained by the Legal Profession Admission Board.

Regulation of notaries in NSW is similar to the regulation of practising solicitors in NSW. Notaries in NSW like practicing lawyers in NSW are required to hold professional indemnity insurance for the protection of clients.

A Notary is permitted to practice anywhere in NSW whilst the Notary remains on the Roll of Public Notaries. The majority of work of a Notary involves personal or corporate documentation that is required by a domestic or visiting client that will be used in a foreign jurisdiction.

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What is notarisation?

Notarisation requires a notary to do something

Notarisation generally applies to documents and it involves a notary doing something with or in relation to a document before it is sent to the requesting party so notarisation is not a unique singular act.

For example a foreign authority or institution may require the execution of a document to be performed before a notary here in Sydney before it is sent to the authority or institution in another jurisdiction or country, or it may require a notary in Sydney to certify a copy of a document that is to be sent as a true copy of an original.

If it is not self-evident from what is being requested of a notary it is the instructing party that needs to provide clear instructions exactly what it wants us as notaries to do because it is the requesting party that needs to be satisfied what it receives is in accordance with its requirements.

If required we can help identify what notarisation steps are required on behalf of a client as this is an additional service that we can provide as notaries.

Notarisation of a document generally is completed when the notary applies their signature and seal to the document which may also include a certificate setting out what the notary actually did or in relation to the notarised document.

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View sample notary certificates

For illustration purposes only examples of notary certificates can be viewed or downloaded from the dropdown panels following.

We apply a notary certificate by printing or stamping it directly on the document if room allows or we may apply it as a separate page that is fixed to the document.

We may fix a certificate to a document by a stapling process or it may be bound to the document by a ribboning process terminated by an adhesive seal.

View notary certificate for a document copy

Notary certificate for a document copy

Here is a sample notary certificate applied by us certifying a copy of a document.

After examining the original document and satisfied ourselves it has been altered we make a copy, complete the notary certificate and then apply our signature and embossing notary seal to the certificate and document.

Sample notary certifciate

Sample Notary Certificate for a copy of a document |

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View notary certificate for witnessing a signature

Notary certificate for witnessing a signature

Here is a sample notary certificate applied by us certifying witnessing the signing of a document.

After satisfying ourselves as to the identity of the proposed signatory using acceptable original photo identification documents such as a passport and preferably a drivers licence we witness the signing of the document, complete the notary certificate and then apply our signature and embossing notary seal to the certificate and document.

Sample notary certifciate

Sample Notary Certificate for a document executed before a notary |

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Legalisation | Apostille | Authentication

Legalisation | Apostille | Authentication

What is legalisation | Apostille | Authentication?

What is legalisation?

In some instances notarised documents that are to be used abroad are required by the recipient country to be legalised before they will be accepted in the recipient country as being validly effective legal documents.

Subject to the recipient country, the legalisation process is either a consular/embassy process or a simpler apostille process.

Legalisation | authentication | consular/embassy process

The consular/embassy legalisation process involves two principal steps.

The first step requires the notarised documents to be submitted to the Australian Department of Foreign Affairs and Trade (DFAT).

DFAT will verify the signature and seal of the notary that has been applied to the documents by applying their own certificate to the notarised documents, this is referred to as an authentication certificate.

The authentication certificate may be a physical certificate or it may be a stamp with a signature or something similar.

The second step requires the notarised documents with the attached DFAT authentication certificate to be submitted to the relevant consulate or embassy in Australia of the recipient country.

The consulate/embassy will complete the legalisation process by verifying the DFAT authentication certificate as being valid by applying their own certificate to the notarised documents.

The consulate/embassy certificate may be a physical certificate or it may be a stamp with a signature or something similar.

Legalisation | apostille process

Some countries (by international agreement) have replaced the requirement of the consular/embassy two step legalisation process by a simpler one step legalisation process known as an apostille process or apostille legalisation process.

The apostille process removes the involvement of the relevant consulate/embassy in the legalisation process.

The apostille process requires the notarised documents to be submitted to DFAT.

DFAT will verify the signature and seal of the notary that has been applied to the documents by applying their own certificate to the notarised documents, this is referred to as an apostille.

The apostille certificate may be a physical certificate or it may be a stamp with a signature or something similar.

Notarisation | Legalisation

It must be appreciated that notarisation is a separate process to legalisation. Notarisation is undertaken by a notary, and legalisation of the notarised documents is undertaken by DFAT and possibly the consulate/embassy in Australia of the recipient country.

Notaries can of course complete the legalisation process on behalf of a client if required by attending to the DFAT and consulate/embassy steps as required.

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Is legalisation required?

Is legalisation required?

To avoid any doubt about whether legalisation is required for its intended purpose, your instructor requesting the document (‘the instructor’) should expressly specify whether legalisation of the documents is required, and if required, whether consulate/embassy legalisation is required or an apostille process is required to meet the requirements of the recipient country.

The consulate/embassy in Australia of the recipient country may also be able specify which of consulate/embassy legalisation or an apostille legalisation process is required to meet the legal requirements in the recipient country.

A notary is not in a position to know if legalisation of the notarised documents is required until the notary has had an opportunity to peruse the instructions you were given by the instructor.

If the instructions are unclear then clarification must be obtained from the instructor as legalisation may be a completely unnecessary additional expense or the legalisation steps undertaken may not meet the requirements of the recipient country/organisation.

In any event the onus is on the instructor to clearly state the legalisation steps that are required to satisfy the requirements of the recipient county/organisation however we can on your behalf consult your instructor if required as an additional service.

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View sample apostille | authentication certificates

Sample apostille | authentication certificates issued by DFAT

Select following drop down panels to view self explanatory sample apostille | authentication certificates issued by Australian Department of Foreign Affairs and Trade (DFAT).

View sample DFAT apostille

Sample apostille

Here is a sample apostille that would be applied to the relevant documents by DFAT.

DFAT assigns a unique registration number to each apostille it issues and for those issued on or after 14 December 2015 the Australian apostille can be publicly verified online if required.

Sample Apostille

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View sample DFAT authentication

Sample authentication

Here is a sample authentication stamp that would be applied to the relevant documents by DFAT.

Sample Apostille

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By appointment | No appointment

Appointments

Our notaries are in legal practice so an appointment is recommended to see a notary.

Short notice service

Subject to the availability of the notary we also offer a short notice service for those who require short same day notary service.

After hours service

We also can arrange an after hours service if required.

Make an appointment

To ensure the availability of a notary make an appointment.

What to send us before appointment

Documents we require before your appointment

Documents we request in advance of your appointment will:

  • provide us an opportunity to process and prepare your paperwork;
  • minimise your attendance duration; and
  • allow us to complete your requirements without a return visit.
Quality of copies

Document copies we request in advance should be print quality.

Print quality means what you send us will be what we print and attach to the notary certificate as received.

If we cannot work with the print quality you send us then as an additional service we may have to enhance/manipulate the copies or scan the original documents.

Scan service

As an additional service we can scan original documents if required .

What to send before appointment if you are signing documents

Verifying your identity

If you are signing documents before a notary we will have to first verify your identity.

Photographic identification

In our notary certificate we will include a copy of identification documents that we use to verify your identity.

We recommend that you provide a passport and driver's licence with a photograph to verify your identity.

We may accept other forms of identification however that is not to say it will unequivocally meet the recipient's requirements.

If there is any doubt about acceptable forms of identification check with the recipient as to their requirements or we can do this as an additional service if required.

Documents required in advance of appointment

Before your appointment we will require you to send us a print quality copy of:

  • the document to be signed, preferably as a pdf;
  • your passport, preferably as a jpeg;
  • your driver's licence preferably as a jpeg.

In the case of multiple proposed signatories then we will require these documents for each proposed signatory.

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What to send before appointment if you require certified copies

Documents required in advance of appointment

Before your appointment we will require you to send us:

  • if the original document was issued in hardcopy form, then we will require a print quality copy of the document, preferably as a pdf;
  • if the original document was issued as a digitally signed soft copy, then we will require a digitally signed soft copy (not just a printed version) and preferably a link where we can download our own digitally signed soft copy from the issuing authority if required.

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What to bring to your appointment

What to bring to appointment

If we have requested copies of documents in advance of the appointment then subject to the nature of the documents and what is requested of us to do as notaries with the documents then will require to view the originally issued documents before we will release notarised versions.

Originals issued in hardcopy form

If the original document was issued in hardcopy form then will require to view the original hardcopy document at your appointment before we will release the notarised version.

Originals issued in electronic form

If the original document was issued in electronic form for example academic transcripts, certificates of incorporation and the like, then specific requirements will apply before you attend the appointment as we not in a position to accept or certify an electronic copy as an original unless we have been instructed to source the electronic document ourselves from the issuing authority.

What to bring to your appointment if you are signing documents

What to bring to your appointment if you are signing documents

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What to bring to your appointment if you require certified copies

What to bring to your appointment if you require certified copies

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Short notice service

Short notice service | No appointment

We do have a short notice service available that is subject to the availability of the notary.

The short notice service requires the relevant documents to be left with us for preparation and notarisation.

When the documents are ready for pick up we can give you a call if required.

If documents are left with us before midday we endeavour to have the documents ready for pick within 2 hours if not sooner.

If documents are left with us after midday unless we indicate otherwise they will be available for pick up the next business day.

Documents we require

If for any reason you cannot provide us documents we request then please let so we can discuss alternatives that maybe available.

What we require if you are signing documents

Verifying your identity

If you are signing documents before a notary we will have to first verify your identity.

Photographic identification

In our notary certificate we will include a copy of identification documents that we use to verify your identity.

We recommend that you provide a passport and driver's licence(with a photograph) to verify your identity.

We may accept other forms of identification however that is not to say it will unequivocally meet the recipient's requirements.

If there is any doubt about acceptable forms of identification check with the recipient as to their requirements or we can do this as an additional service if required.

Documents we require

We will require from you:

  • the document to be signed;
  • your passport;
  • your driver's licence

In the case of multiple proposed signatories then we will require these documents for each proposed signatory.

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What we require if you want certified copies

Documents required

We will require:

  • if the original document was issued in hardcopy form, then we will require the original document; and
  • if the original document was issued as a digitally signed soft copy, then we will require a digitally signed soft copy (not just a printed version), and preferably a link where we can download our own digitally signed soft copy from the issuing authority if required.
Quality of copies

We will scan and print (in colour) copies of the original documents that will form the basis of the certified copies. However if you have specific requirements about the quality of the copies then please provide us your own copies that we can use as the basis of the certified copies.

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Contact us

Contact Details

Contact us now to complete your notary requirements.

SAMPARK & CO

King George Chambers

Suite 415, 375 George Street

Sydney NSW 2000 Australia

T + 61 2 9299 7731

E inquiry@notaryau com

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Or if you prefer you can send us a message!

Current Sydney Time

Sydney Time Zone

Office Hours

Monday to Friday 9 am to 5 pm | Sydney time, excluding Australian and NSW public holidays.

Our office is presently !

However our office may be open outside business hours by appointment or we can provide an out of office service if required.

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Locations | Sydney CBD | Other

Our Locations

In addition to our Sydney CBD location we have a visiting service by appointment at Brighton Le Sands and Marrickville.

However if a home visit or other location is required please call us to discuss your requirements as we can provide an out of office notary service.

Our location | Sydney CBD

Sydney CBD

SAMPARK & CO

Patent & Trade Mark Attorneys

IP Lawyers | Notaries

King George Chambers

Suite 415, 375 George Street

Sydney NSW 2000 Australia



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Location Map

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Our location | Brighton Le Sands

Our Visiting Service | Brighton Le Sands

Novotel Brighton-Le-Sands

The Grand Parade (lobby entrance is Princess Street)

Brighton-Le-Sands NSW 2216 Australia



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Location Map

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Our location | Marrickville

Our Visiting Service | Marrickville

Marrickville Library and Pavilion

313 Marrickville Rd

Marrickville NSW 2204 Australia



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Location Map

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We can come to you!

We can come to you!

We can arrange an out of office notary service at your home or other location if required should you not be able to come to our office for an appointment.

However please note we have an established visiting service in addition to our Sydney CBD location at Brighton Le Sands and Marrickville.

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Send us a message

Send us a message

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Fees

Fees

Our fees are consistent with the recommended fee scale authorised under s12 of the Public Notaries Act 1997 (NSW) which are provided below.

However we provide accurate estimates over the phone based on the information you provide us, and we can confirm in writing the estimate as a fixed fee for your approval once you provide us a copy of the relevant documents we request. So both you and we can have certainty in our fees.

Fee Scale | GST Included | AUD
Affidavits | Affirmations | Declarations
Administering an oath or affirmation or taking a declaration and signing jurat min. 138
Each additional deponent etc at the same time min. 72
Deeds | Other Unsworn Documents
Witnessing and attesting execution or signing of a deed or other document min. 138
Each additional individual etc at the same time min. 72
Verification of document copies
Examining copies (photographic or otherwise) with original for verification – per 6 minute time unit, or part thereof 66
Notarial certificate verifying copy document min. 220
Notarial Certificates | Individual
Preparing Notarial Certificate verifying execution of a document by one individual, and completing the Certificate min. 220
Each additional individual at the same time min. 88
Preparing and completing Notarial Certificate not otherwise prescribed – per 6 minute time unit , or part thereof 66
Notarial Certificates | Corporation
Preparing Notarial Certificate verifying execution of document by a corporation with declaration and exhibit, and completing the Certificate min. 413
Preparing Notarial Certificate of Corporation's Good Standing min. 440
Preparing Notarial Certificate verifying corporation's registration certificate or ASIC record or Change Of Name, and completing the Certificate min. 413
Apostille
Preparing and submitting application to DFAT for Apostille, obtaining Apostille and providing same to client or as directed min. 165
Miscellaneous attendances away from office or not otherwise provided for | Drawing and Engrossing documents | Other Matters.
For Notary's time per six minute time unit or part thereof 66
For any Clerk per hour (prorata for proportionate part) 215
Photocopying, Facsimiles in excess of 15 pages then per page 3.3
All other outlays and out of pocket expenses cost + 15%

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Foreign Consulates in NSW

Foreign Consulates in NSW

Details Of Consulates in NSW

Click following alphabetic panels to show countries.

Click country to show consulate location and contact details.

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B

C

D

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E

F

G

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I

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R

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