Notarial certification of documents in Almaty — copies and statements on the day you apply, with the set checked before your visit

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Notarisation of documents in Almaty: copies, statements, foreign and electronic documents

The request to "provide a notarised copy" or "have the statement notarised" catches you off guard: it is unclear what exactly the notary's seal and signature confirm, whether the original is needed, and whether a copy photographed on a phone will do. A mistake costs time: the document is sent back, deadlines for a transaction or application shift, and sometimes the paperwork has to be collected all over again.

In Almaty people go to a notary for all sorts of reasons: a bank asks to certify a copy of an ID card, a consulate — a copy of a marriage certificate, a Public Service Centre — a statement, an employer — a copy of a diploma, a court — copies of annexes to a claim. Below is what exactly is notarised, how a copy, a signature and electronic notarisation differ, which documents to bring and what the cost depends on.

Notarisation of documents: what it is and which documents are notarised

Notarisation of documents is confirmation by a notary of a specific legal fact: that a copy is true, that a signature on a document is genuine, or that a transaction being certified is lawful. The notary does not verify or confirm the authenticity of the document itself or the accuracy of the information in it. When a bank, consulate, Public Service Centre or employer asks for a "notarised copy", this means certification of the trueness of the copy: the notary checks it against the original, but the content of the document is not certified. Notarisation does not make a document "more legal" and does not equate a copy with the original: the recipient is entitled to demand the original and verify the information themselves.

Do not confuse the types of notarisation. Certification of the trueness of a copy concerns whether the copy matches the original; certification of a signature concerns the fact that a person signed a document in the notary's presence; certification of a transaction (for example, a power of attorney) concerns its lawfulness and the genuine will of the person applying. Notarisation of a signature and notarisation of a document are different services, and the result depends on what exactly the authority requires.

A notary does not accept documents with erasures, additions, crossed-out words or other unagreed corrections, documents executed in pencil, without the required seals and signatures, or documents in a foreign language without a translation. A copy can be notarised by any notary in Kazakhstan — there is no link to place of residence, so notarisation of documents is available in any district of Almaty. Notarisation of documents requires the original: without it the notary will not carry out the notarisation.

• Trueness of a copy — checking against the original.
• Signature — only in the notary's presence.
• Transaction — certification of lawfulness and the will of the parties.
• The original is required for checking.

The content of a document is not certified when a copy is certified.

Notarial certification of copies of documents

A notary certifies a copy of a document only if the original or a notarially certified copy is available. He checks the text of the copy against the original and verifies that the document contains no erasures, additions or uncertified corrections. If the copy differs from the original even in one word or figure, the notary will not certify the copy — the copy will have to be redone and the document brought in again.

The notary binds multi-page copies: the sheets are placed in one block, bound with thread or cord, the ends are brought out to the reverse side of the last sheet and secured. The sheets are numbered, and the number of sheets is indicated at the place of binding, with the notary's signature and seal affixed. Such a bound copy is accepted by banks, consulates, Public Service Centres and courts as a single document, not as a set of separate pages.

Not all copies can be certified. The accuracy of a copy is certified if the document does not contradict the legislation and has legal significance. A copy of a document issued by a citizen will be certified only where the authenticity of his signature on that document has been notarially attested. A copy will be refused for an ordinary photocopy if its accuracy has not been notarially attested and it has not been issued by the organisation that produced the original, as well as for a copy of a dilapidated or illegible document. To have copies certified by a notary without refusal, prepare the following:

• the original document in full, with no missing sheets
• the copy itself — clear and without corrections
• the identity document of the person applying
• if necessary — a power of attorney or a document confirming authority

Notarially certified statement: certification of a signature on a document

A notarially certified statement is a situation where a person needs to confirm not the content of the text, but that it was he who placed the signature under it. This is how statements to a bank, consulate, Public Service Centre, court or employer are certified: the notary checks the identity of the signatory, affixes a certifying inscription and records the fact of signing in the register. A statement can be certified by a notary if the applicant comes in person with an identity document and a ready text or a draft of it.

It is important to understand the difference: when certifying a signature, the notary is not responsible for the truthfulness of what is stated. Certification of a transaction is a different case: there the notary checks the lawfulness of the text and explains the consequences. The authenticity of a signature is attested only on a document that is not itself a transaction. Having a signature notarially certified is simpler and faster, whereas a document whose content needs to be certified will require verification: for example, a notary certifies a sale and purchase agreement after checking the title documents, the authority of the parties and information from the registers.

If the applicant does not yet have a text, the draft is prepared before the visit: the notarially certified signature is placed on the final version, so no edits can be made after signing. Common mistakes: signing the statement in advance and bringing an already completed document — such a signature will not be certified; forgetting a second copy or a copy for the party to whom the document is submitted. Below is what is important to bear in mind.

• Sign the document only in the presence of the notary.
• Take your identity document and documents confirming your authority if you are not signing on your own behalf.
• Prepare the required number of copies so that one remains with you.
• Check the text before signing: once certified, no changes can be made.

Notarial certification of documents under a flat sale and purchase agreement

When people say "have a flat sale and purchase agreement certified by a notary", they usually mean certification of the transaction itself, not a copy. Legally, the notary does not simply stamp the document: they check the title documents, information from the registers, the legal capacity of the parties and whether the terms comply with the law. After such a check, certification of a flat sale and purchase agreement by a notary confirms that the document was signed in the notary's presence and that its contents reflect the declared will of the parties.

Certification of a sale and purchase agreement by a notary is mandatory where the law expressly requires it — for example, when disposing of housing under an annuity or life maintenance with dependency agreement. If the owner is a minor or lacks legal capacity, permission from the guardianship authority is additionally required. In other cases, the parties go to a notary by their own choice in order to make the transaction safer. A common mistake is arriving with an already signed text or without the consent of the co-owner: the notary will not certify the agreement if a party has not appeared in person and has not sent a representative under a valid notarial power of attorney.

To have a flat sale and purchase agreement certified by a notary, you need identity documents, the title document for the flat, information on registered persons and the spouse's consent if the property is in joint ownership. The check may take time if there are discrepancies in the registers. The detailed procedure for completing the transaction itself is described on a separate page; what matters here is to understand that certification of a flat sale and purchase agreement by a notary is a certification, not just a signature on paper.

Notarial certification of marriage documents: a marriage certificate before a notary

A marriage certificate needs to be certified by a notary when a copy is required by a bank, consulate, Public Service Centre, employer or court: without a notarially certified copy, the copy will not be accepted. The certificate itself is not "certified" — the notary certifies that the copy conforms to the original. You must come with the original: a copy made from a copy or from a scan is not accepted. If the document is double-sided or printed in two languages, all pages are copied in full — together with the reverse side, signatures and stamp.

When a surname changes, the information in the identity document and the marriage certificate no longer match, and a chain of documents arises: the marriage certificate, the name change certificate, education documents, employment records. The notary certifies the conformity of a copy of each link separately, while the link between the old and new data is confirmed by the name change document or a certificate from the civil registry office. If the chain cannot be confirmed by documents, the fact of kinship or of a document's belonging to a person is established by a court in special proceedings — a notarial application does not replace this.

A foreign marriage certificate for use in Kazakhstan usually requires an apostille or legalisation, except for documents from the countries party to the Minsk Convention. A translator prepares the translation, and the notary certifies the translator's signature. Before certification, make sure there are no corrections or extraneous entries: an unrecorded correction is grounds for refusal.

What is worth preparing in advance:

• the original marriage certificate in full, including the reverse side;
• the identity document of the person submitting the document (a passport for a foreign national);
• the name change certificate, if the name or surname has been changed;
• translation and apostille for a foreign marriage certificate;
• documents showing the old and new data — to confirm the chain.

Notarial certification of foreign documents

A document from another country is certified depending on where it was issued and where it is to be presented. For the countries party to the Minsk Convention, a notarially certified copy and translation are sufficient, without an apostille. For other states, an apostille or consular legalisation is usually required — these are affixed by the authority of the issuing country, not by a notary in Almaty. If the document is in a foreign language, a translation is needed: the notary certifies the conformity of the translation when they know both languages, and otherwise certifies the authenticity of the translator's signature.

Notarial certification of foreign documents often begins with a check: whether the recipient will accept a paper with an apostille from the issuing country or will require consular legalisation. A common mistake is to order the translation before the apostille or legalisation: the stamp and certification inscriptions form part of the document and are also subject to translation, so a translation made in advance will have to be redone. First find out the recipient's requirements, then put the document in order.

Check with the recipient in advance whether they need a copy certified no earlier than a certain date — a certified copy itself has no expiry date, but a bank, consulate or court may set its own requirement. If the document is needed online, the notary can produce an electronic copy of a paper document and register it in the system, where the recipient accepts documents in that form. You can prepare the package and have the documents checked from a photo online, but certification of a copy requires the original, and an application requires personal attendance.

• Countries party to the Minsk Convention: copy and translation without an apostille.
• Other countries: apostille or consular legalisation.
• Translation: the notary certifies the conformity of the translation or the translator's signature.
• Check whether a copy certified no earlier than a certain date is required.
• An application requires personal attendance; a copy requires the original.

Notarial certification of documents online and electronic certification

Notarisation online in its pure form is impossible: a notarial act is performed on personal appearance, so the authenticity of a copy is certified against the original presented, and the signature on an application is certified at the office. Only the preparatory part takes place online: you send a photo of the document, its legibility, completeness of pages and signs of erasure are checked, after which you come in with a ready set.

Notarial certification of electronic documents is possible when the document was originally created in digital form or scanned: electronic certification of documents by a notary is confirmed by the notary's electronic digital signature and registration in the unified notarial information system; such a file is equivalent to a paper one, but whether the recipient accepts it is best clarified in advance — consulates and some state bodies still ask for a paper document. If you have a paper original but need an electronic form, the notary will produce an electronic copy, certify it with an electronic digital signature and register it in the information system — the file can be sent by email or through a personal account.

It is important to understand the difference before your visit, otherwise the trip will be wasted:

• A copy is certified only against the original — a photograph or a scan from a phone screen will not do.
• Electronic certification makes sense if the document is already in digital form or the recipient expressly asks for a file.
• A notarised application requires personal presence and a signature in the notary's office.

Documents for the notary: what to bring for certification

Before going to the notary, put together your set: documents for the notary fall into those you show in the original and those containing your data. The universal rule: a copy is verified only against the original, so the original is always needed — even if you have a colour photocopy or a scan on your phone.

To certify a copy, bring the original document and an identity document. To certify an application or a signature on a document — an identity document (for a foreigner — a passport), the text of the application itself and supporting papers if anything is asserted in it. If the certification concerns a foreign document, bring it in the original: notarial processing of documents of this type is not done from a copy.

When the document is signed by a representative or director, add the document on authority and the decision on appointment. For certain categories of citizens the law provides exemptions from the notarial tariff, but this does not affect the composition of the set — the set of documents is the same. What to bring depending on the situation:

• Certification of a copy — the original and an identity document
• Certification of a signature or application — an identity document, the text of the application, supporting documents
• A foreign document — the original and, if necessary, a translation
• A signature on behalf of a company — the document on authority and the decision on appointment
• An electronic document — the file on a medium and access to it

What the cost of notarial certification of documents depends on

When a person asks how much it costs to certify a document with a notary, they expect a single figure, but the price is made up of parts. The first is the notarial act itself: certifying a copy, attesting a signature or authenticating a contract are different procedures with a different scope of verification. The second is the number of pages and copies: the more sheets, the longer the notary takes to verify and process them.

The cost is also affected by which documents you brought. Copies of pages of a bound document, documents in a foreign language, electronic files or papers requiring translation add work: verification, checking authority, wording. That is why the notary determines the cost of certifying a copy after seeing the document itself, not just hearing its name.

Exemptions are counted separately: the law exempts certain categories of citizens from payment for a number of notarial acts, and this changes the final amount. The exact answer to the question of how much it costs to certify a document depends on the type of act, the volume and the status of the applicant — which is why, before the visit, the composition of documents and the number of pages are clarified.

• type of notarial act: copy, signature, contract;
• number of pages and copies of the document;
• language of the document and the need for translation;
• format: paper original or electronic file;
• whether the applicant has an exemption.

The final fee is made up of these conditions; specific amounts are set out in the prices section.

Before visiting a notary, check with the person requiring the certification what exactly they need: a copy, a signature on an application, or an electronic document. This determines both the list of documents and the outcome.