In this globalised world, there are many reasons for the notarisation and legalisation of documents. Whether it’s processing your visa application, conducting business with overseas companies, or handling personal matters, obtaining and verifying the authenticity of your documents to meet other countries’ legal standards becomes crucial. To notarise documents Singapore and ensure their acceptance abroad, a clear understanding of the steps involved and their significance is essential. This blog will guide you through everything you need to know about the notarisation and legalisation of documents in Singapore.
Understanding Notarisation in Singapore
Notarisation involves a notary public certifying a document. A notary public, authorised by law, authenticates documents or signatures. In Singapore, this certification is often necessary for documents going abroad, including legal contracts, property deeds, and personal identification papers.
Why Notarisation is Necessary
- International Validation: most countries demand notarized documents for legality
- Fraud Prevention: notarizing prevents fraud since the authenticity of the signature and documents is proved
- Legal compliance: in many legal procedures, notarized documents are often required
How to Notarise Documents in Singapore
Notarising a document in Singapore follows several steps. The following steps ensure your documents are valid internationally.
- Approach a Notary Public: First, locate a notary public in Singapore. Ensure that the person you choose is authorised to conduct notarisation.
- Prepare Your Documents: Prepare all your documents well in advance of actually going to see the notary. This might include contracts, birth certificates, and other legal agreements.
- Visit the Notary Public: Take your documents to the notary public for scrutiny. He will check your identity and witness your signature.
- Notarization by Notary Public: After verification, he or she will stamp and sign the document to show that this is authentic.
- Make Copies: Always retain a copy or copies with you for your record purposes.
Legalisation of Documents in Singapore
While notarization, in essence, gives credence to the authenticity of the legalisation of documents Singapore, legalisation is another process altogether that ascertains that documents are valid for use overseas. Legalisation validates the notary public’s certification to foreign authorities to give recognition to a document.
Legalisation: Its Importance
- Recognition Abroad: Legalisation ascertains and ensures recognition by foreign governments of documents originating from Singapore.
- Compliance with Foreign Laws: Many countries have their regulations in terms of legislation that allow them to comply with their respective domestic laws.
- Facilitates International Business: Legalisation is necessary for contracts, agreements, and other dealings done with other nations.
The procedure of Document Legalisation in Singapore
Document legalisation in Singapore comprises several stages after notarization. These stages ensure the authenticity of the document outside Singapore is verified legally.
- Notarise the Document First: You must have your document notarised by a notary public before you can proceed with legalisation.
- Submit to SAL: You have to submit the notarised document to the Singapore Academy of Law for authentication.
- Authentication by SAL: SAL will check with SAL that the notary public is genuine and notarization has been done correctly.
- Legalisation by the Ministry of Foreign Affairs: The last procedure will be legalisation by the MFA after authentication by SAL. The MFA attaches a certificate stating the document is ready for use overseas.
- Kept Legalised Copy: Once done, keep a copy for future use if required.
Distinguishing Between Notarization and Legalisation
While the terms notarization and legalisation sound similar, they serve different purposes. Here is a brief comparison:
- Notarization: It confirms that a document or signature is genuine in Singapore.
- Legalisation: Moreover, it confirms that a notarized document will be accepted and is valid internationally.
Why You Need Both
You need both in most instances for use abroad. First, notarization confirms the authenticity of the document, and then legalisation completes the procedure, ensuring that the job of the notary is verified for international use.
Key Documents That Usually Undergo Notarisation and Legalisation
Some documents usually require both notarisation and legalisation, especially when needed for overseas use. These typically include:
- Marriage and Birth Certificates: These usually come in handy during the processing of visa applications, among other foreign-based legal issues.
- Educational Diplomas and Certificates: Students applying to foreign universities or seeking work abroad usually need these documents.
- Contracts and Legal Agreements: International business transactions often require these documents.
- Property Deeds: Property issues in another country typically require these documents.
- Power of Attorney: Individuals need these documents when granting authority for legal or financial matters in another country.
When Do You Need to Notarise and Legalise Documents in Singapore?
- Visa and Immigration Purposes: When applying for visas, especially for countries like the US or Canada, notarised and legalised documents such as birth certificates, marriage certificates, or educational qualifications are often required.
- Employment Abroad: Employers overseas may request notarise documents in Singapore and legalised copies of their degree or professional certifications.
- Opening a Bank Account Overseas: Some banks require notarised and legalised documents when you’re opening an account abroad.
- Inheritance or Legal Disputes: Legal matters, such as inheritance claims in a foreign country, often require both notarisation and legalisation.
How Long Does the Notarisation and Legalisation Process Take?
- Notarisation Timeline: Notarising documents can typically be done within a day, depending on the notary public’s availability.
- SAL Authentication: After notarisation, the authentication process at the Singapore Academy of Law (SAL) can take 1-3 business days.
- MFA Legalisation Timeline: Once authenticated, the Ministry of Foreign Affairs (MFA) can usually complete legalisation within 2-4 business days.
- Expedited Services: Some notaries or agencies offer expedited services for an additional fee, significantly shortening the timeline.
Common Problems and How to Prevent Them
Despite the simplicity and straightforwardness of the notarization and legalisation process in Singapore, you are likely to face a couple of problems. Here’s how you can avoid some hitches:
- Incomplete Documents: Have all your documents ready to present to the notary public or when submitting for legalisation. Incomplete paperwork creates delays.
- Information Errors: Scrutinise all information on your documents before you seek notarization and legalisation. Errors may result in foreign authorities rejecting your documents.
- Not Using Official Notary: Ensure that you utilise a licensed notary public. If the notary is unauthorised, then all the notarizations are invalid.
- Skipping the Legalisation Step: As notarising your document is not crucial, failing to legalise it afterwards will significantly delay sending your document, especially abroad. You must always complete the requirements to avoid any issues.
How Much Does Notarising and Legalising Documents Cost?
The fee for notarisation and legalisation depends on the complexity of the documents and the fee of the specific notary. However, you will be looking at these approximate fees:
- Notarisation: Depending on the document, fees vary between SGD 50 and SGD 200.
- Legalisation by SAL: The Singapore Academy of Law charges about SGD 85 for each document.
- Legalisation by MFA: Generally, the Ministry of Foreign Affairs charges around SGD 10 for each document.
Conclusion
Understanding how Singapore handles notarisation and legalisation of documents is crucial for managing international legal matters, business issues, and personal affairs. Moreover, fully understand the relevance of each step involved and follow the proper procedures to have your documents valid and acceptable in Singapore and internationally. Always verify your notary public, check your documents a second time, and complete both steps of notarisation and legalisation to avoid any unnecessary complications.
