Documents Commonly Required for International Business Transactions
Documents required for Overseas Business
In an increasingly global economy, businesses frequently need to provide documents for use in other countries. Whether opening a branch office overseas, entering into an international contract, or dealing with foreign authorities, documents issued in England and Wales often need to be formally authenticated before they will be accepted abroad.
This is where the services of a Notary Public are required.
A notary plays an important role in verifying documents and signatures so that they can be relied upon in other jurisdictions.
Why International Documents Need Notarisation
Foreign governments, banks, and commercial organisations usually require independent confirmation that a document signed in the United Kingdom is genuine.
Notarisation confirms that:
- the identity of the person signing the document has been verified
- the document has been properly executed
- the signature is authentic
- the document can be relied upon internationally
The notary applies an official certificate and seal which allows the document to be recognised abroad.
Common Documents Used in International Business
Businesses often require notarisation for a range of corporate documents, including:
Powers of Attorney
A company may grant a Power of Attorney to an individual or local representative in another country to allow them to sign documents or conduct transactions on the company’s behalf.
This is particularly common where directors cannot attend in person.
Company Documents
Corporate documents frequently required overseas include:
- Certificates of Incorporation
- Memorandum and Articles of Association
- Board Resolutions
- Shareholder Resolutions
- Certificates of Good Standing
These documents may be notarised as originals or certified copies.
Director and Officer Documentation
Foreign authorities often require confirmation of the identity and authority of company directors or officers.
This may involve notarising:
- passport copies
- proof of address documents
- director appointment documentation
Commercial Agreements
Certain commercial contracts intended for use in other jurisdictions may also need to be notarised to ensure they are recognised by local authorities or courts.
Examples include:
- distribution agreements
- agency agreements
- joint venture agreements
Corporate Certificates and Statements
Some countries require formal declarations or certificates signed by a director or authorised representative confirming specific matters relating to the company.
These may also need to be notarised.
Apostille and Legalisation
After notarisation, documents often need further authentication.
For countries that are members of the Hague Apostille Convention, documents typically require an Apostille issued by the UK Foreign, Commonwealth & Development Office.
For other countries, additional consular or embassy legalisation may also be required.
The exact requirements depend on the jurisdiction in which the document will be used.
Preparing for a Notary Appointment
To notarise business documents, the notary will usually require:
- proof of identity for the individual signing the document
- confirmation of the person’s authority to act on behalf of the company
- relevant company documents where appropriate
Where necessary, the notary may also conduct company searches to verify corporate information.
How ARG Notary Limited Can Help
At ARG Notary Limited, I assist companies and professionals who require documents to be recognised internationally.
Services include:
- notarising corporate documents
- certifying company documents for overseas use
- notarising powers of attorney
- arranging Apostilles and further legalisation where required
Contact
If your business requires documents to be notarised for international use, please get in touch to discuss your requirements or arrange an appointment.
ARG Notary Limited
Notary Public – England & Wales
Documents for International Business Transactions
Alistair Robertson-Gopffarth assists clients in the Dorset / Wiltshire and Hampshire area. Travel to clients’ locations can be made by arrangement.
Member of The Notaries Society
Cross-Border Legal Resources – Articles & Insight
We publish a series of occasional articles to shed light on when you may need to use a Notary Public’s services
Need professional advice on business documents for use abroad?
Book an appointment today and ensure your documentation is accepted first time.