Notarisation of a signature in Almaty — the signature is confirmed in the presence of a notary and can be checked by number in the register

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Notarisation of a signature in Almaty: authenticity of a signature on documents

A bank, a state authority, a counterparty or a foreign company sends a requirement: the signature on the documents must be notarised. The wording is short, but behind it lies a specific procedure that determines whether the document is accepted or sent back. A mistake at this stage costs several trips and lost time: the wrong document, the wrong signature, the wrong format of the certification inscription.

Two different actions are most often confused. In one case the notary confirms the authenticity of a specific person's signature, in the other — the conformity of a copy of a document. Outwardly the inscriptions look similar, the legal meaning is different, and substituting one for the other makes the document unusable. Below — what exactly the notary checks when certifying a signature, which documents are executed this way, and how to complete the procedure on the first attempt.

Notarisation of a signature: what the notary confirms

Notarisation of a signature is the certification of the authenticity of a specific person's signature on a specific document. The notary checks that the signature was placed by the person named in the document: establishes their identity and satisfies themselves of their legal capacity. Most often such certification of a signature is required when the document goes to a bank, a state authority, a counterparty or abroad.

It is important to understand the limits: the notary certifies only the authenticity of the signature, but does not attest to the facts set out in the document. The content of the text — amounts, obligations, the accuracy of information about the person — remains the responsibility of the one who drafted and signed the document. At the same time, the law limits the range of documents: the authenticity of a signature is certified only on a document whose content does not contradict the legislation and does not constitute a statement of a transaction. A contract, a power of attorney or a consent the notary does not "certify by signature", but attests as a transaction as a whole.

Therefore, notarial certification of a signature does not replace verification of the document itself and does not make it automatically lawful. Before going to the notary, it is worth making sure that the text is drafted correctly and that all the data in it matches the signatory's identity document. Let us look at what exactly is confirmed and what is not.

• The signature was placed by the person named
• The signatory has legal capacity and acts without coercion
• The person signed the document in the notary's presence
• The signatory's identity was established by document

Certification of a signature confirms the authorship of the signature, but not the content of the document.

Certification of the authenticity of a signature: attestation and confirmation of a signature

When a bank, a state authority or a counterparty requires a signature to be "notarised", it is the same action in each case. In everyday usage it is called different things: certification of the authenticity of a signature, notarial attestation of a signature, notarial confirmation of a signature. Different words describe one procedure, which has one legal meaning: the notary confirms that the signature on the document was placed by a specific person — the one who presented the identity document.

The main difference between this action and simply certifying a copy is that the signature is placed only in the presence of a notary. First, the notary establishes the identity of the signatory against the original identity document, then the person signs the document right there. A signature placed in advance — at home, in the office, in one's own study — is certified by the notary only when the signatory appears in person and confirms that the signature was made by them. It is safer to come with an unsigned copy: otherwise the document often has to be signed again.

Confirming a signature before a notary is convenient because it does not require the presence of the other party and does not depend on where the counterparty is located. But it is important to understand what exactly the notary confirms and what he does not check:

• The notary confirms the identity of the signatory and the fact that the document was signed by hand in his presence
• The notary is not responsible for payments or the information in the text, but he does check that the document does not contradict the law and is not a transaction
• If the signature was placed in advance, it can be certified only when the signatory personally confirms it before the notary

Notarially certify a signature: which documents require certification of a signature before a notary

The requirement to "notarially certify a signature" most often comes up where a specific person signs a document and the receiving party wants to be sure that it was indeed that person who signed it. Banks ask for a signature to be notarially certified when opening an account or changing the details in a card, state bodies when accepting applications, counterparties when signing minutes and decisions. The list of documents on which certification of a signature before a notary is found is wide, but the logic is always the same: the notary certifies that the signature was made by the stated person.

The most common documents are applications, forms and cards: an application to withdraw from the list of participants, an application to a state body, bank forms and cards with specimen signatures. A separate category is minutes and decisions: minutes of a general meeting, a decision of the sole participant, an order. A power of attorney, a spouse's consent to a transaction and consent for a child to travel abroad are unilateral transactions: the notary certifies them in full rather than certifying a signature on them. Here it is important to check with the counterparty in advance whether the signature needs to be notarially certified on that particular copy and whether there is any requirement as to the wording of the certification inscription.

For documents to be used abroad and for a translator's signature the rules are the same: the notary confirms that the signature was made by the stated person, not the content of the text. Do not confuse this procedure with certifying the accuracy of a copy: the mark "copy is true" confirms that the copy matches the original and does not replace certification of a signature. So if you have been sent a document with such a requirement, first check what exactly is needed: a signature, a copy, or both actions on separate sheets. Typical documents look like this:

• applications to a bank, a state body and a company that are not a transaction
• bank cards with specimen signatures and forms
• minutes, decisions and orders on behalf of a company
• documents for abroad and a translator's signature on a translation

"Copy is true" on documents and certification of a signature before a notary: what is the difference

The mark "copy is true" on documents and certification of a signature before a notary are two different notarial actions, and they are constantly confused. In the first case, the notary checks the copy against the original and confirms that the copy reproduces the same text as the original. In the second, he does not go into the accuracy of the information: what matters to him is that the person made the signature themselves and in his presence, and that the document itself does not contradict the law and is not a transaction.

The difference shows in what exactly is being certified. The accuracy of a copy answers the question "does the copy match the original", while the authenticity of a signature answers the question "was this really signed by Ivanov and not by someone else". So it is pointless to ask for a copy to be certified where the recipient needs a live signature of the responsible person, and vice versa: a notarially certified copy will not replace a certified signature on an application or form.

The wording of the requirement itself helps you understand what the recipient is asking for. If a bank, state body or counterparty writes "submit a notarially certified copy", the accuracy of the copy is needed. If the wording is "certify the signature notarially", "certify the signature of the director" — this concerns a signature on a document. The certification inscription is drawn up in Kazakh or Russian; for use abroad it is translated and, where necessary, an apostille is affixed. If the signatory does not understand the language of the document, a translator translates the text for them, and the notary certifies the authenticity of the translator's signature; the notary certifies the accuracy of the translation itself only if he knows the relevant language. If in doubt, check with the recipient what exactly they will accept: it is cheaper and faster than redoing documents.

Typical wording of requirements and what lies behind them:

• "notarially certified copy" — accuracy of the copy, the notary does not certify the signature
• "certify the signature" — certification of the authenticity of a specific person's signature
• "signature of the director" — a signature on behalf of a company
• "accuracy of the copy and signature" — both actions, usually on different documents

The notary's signature and the certification inscription when certifying a signature

The certification inscription is the text that the notary places on the document under your signature. It states that the signature was made in the presence of the notary, and names the signatory's surname, first name and patronymic, the date and place of certification. A registration number in the register of notarial actions is entered separately, and the document itself is sealed with the notary's signature and his seal.

The inscription is drawn up in Kazakh or Russian — notarial records are kept in the state language or Russian; for a foreign recipient the inscription is translated. The notary does not compose the text of the inscription: it is made in the form approved by the Ministry of Justice. But it is worth showing the recipient's requirements in advance — they show whether a translation of the inscription, an apostille or a separate sheet is needed.

You can verify the authenticity of the certification by the registration number and the notary's details: they allow you to find the entry in the register and confirm that the act was actually performed. Pay particular attention when the document is signed by a director or a representative: if the signature is placed on behalf of a legal entity, the notary checks the signatory's authority against the constituent documents and the appointment decision. A representative signs if they hold a valid power of attorney with the relevant powers; the notary checks the power of attorney against the register.

• Full name of the signatory and date of certification
• registration number in the register
• notary's signature and seal
• the language of the certification wording matching the document

Certifying a signature before a notary on behalf of a company and under a power of attorney

When a document is signed not by the individual themselves but by a company, the notary checks not only the identity of the person signing but also their authority. A director acts on the basis of the charter and the appointment decision — these documents must be with them, in the original or duly certified. That the company is registered and who its director is is confirmed by a certificate of state registration of the legal entity: registration certificates are not issued in Kazakhstan. That the company is registered and who its director is is confirmed by a certificate of state registration of the legal entity: registration certificates are not issued in Kazakhstan. That the company is registered and who its director is is confirmed by a certificate of state registration of the legal entity: registration certificates are not issued in Kazakhstan. The notary checks whether the position and full name in the decision match the data in the identity card, whether the charter restricts the signing of specific transactions, and whether the term of office has expired.

A representative under a power of attorney confirms their rights precisely by the power of attorney. It must expressly state the right to sign documents on behalf of the company, not merely to "represent interests". If the power of attorney was issued for several years or with the right of sub-delegation, the notary checks these conditions and the validity period as at the date of certification. The signature of such a representative is certified in the same way as a director's signature, but the certification wording records that they act under a power of attorney.

The most common and costly mistake is to bring a copy of the charter or a decision that has expired, or a power of attorney without a clear list of powers. It is not uncommon for a company's documents to show an old version of the charter while the director has already been reappointed. Another mistake is to sign the document before visiting the notary: it is easier to sign in their presence than to confirm the signature personally afterwards.

To ensure that the certification of a signature before a notary goes ahead without delays, check in advance:

• the original identity card of the signatory
• the current charter and the decision appointing the director
• a power of attorney with an express right of signature, if a representative is acting
• the document itself that is to be signed

Certifying a signature before a notary on documents for abroad

When a document goes to a foreign organisation, bank, university or state body of another country, simply signing it is usually not enough. The recipient does not know your signature and cannot verify it against its own registers, so it asks for certification of the signature before a notary confirming that the document was signed by you. The notary does not assess the content and does not confirm the truthfulness of the information — they certify the identity of the signatory and that the signature was placed in their presence.

For abroad, what matters is not only the certification of the signature but also how the recipient will read the certification wording. If the document is in Russian or Kazakh and the addressee does not speak those languages, the wording and the text are translated: the accuracy of the translation is certified by a notary who knows the language, and if there is none, the translator's signature is certified. A foreign body often requires legalisation or an apostille — this is a separate procedure on a notarised document, recognised in the country of destination. Check in advance whether an apostille is needed and on which document — the original with the wording or the translation.

Every notarial act is registered in the unified notarial information system, and the recipient can verify it by number — this reduces the risk of doubts about authenticity. If signing in person is not possible, the notary can travel to certify signatures at an office, at home or in hospital. The law grants certain categories of citizens reduced notarial tariffs — check before your visit. Before submitting a document abroad, bear a few points in mind.

Prepare the document in advance: do not sign it before coming to the notary, otherwise certification will be refused. Check with the recipient about the requirements for language, translation and apostille. Take your identity card (foreigners — a passport), and for a company document — confirmation of the signatory's authority.

How certification of a signature before a notary works and what to bring with you

A visit to the notary takes little time but requires preparation. Check which document is being signed and whether it needs to be certified. The applicant comes with the document, presents an identity card and places their signature in the notary's presence. If illness or a physical disability makes it impossible to sign oneself, a person signs on the individual's behalf in the notary's presence, and the reason is stated in the document. If illness or a physical disability makes it impossible to sign oneself, a person signs on the individual's behalf in the notary's presence, and the reason is stated in the document. If illness or a physical disability makes it impossible to sign oneself, a person signs on the individual's behalf in the notary's presence, and the reason is stated in the document. The notary checks the identity, legal capacity and authority of the signatory, after which they make the certification wording. Do not sign the form before your visit — this is a common and costly mistake.

The set of documents depends on who is signing. An individual — an identity card; a director — the appointment document and the charter, if required; a representative — a power of attorney and their own identity card; a foreigner — a passport or residence permit with a translation if necessary. For a child under 14, the document is signed by the legal representative — with their own identity card and the child's birth certificate; a teenager aged 14 to 18 signs themselves with the representative's consent. For a company, check whether a certificate of state registration and the decision appointing the director are needed.

Before your visit, check the table so that you do not have to go to the office a second time.

The table lists the basic documents, but the specific list may depend on the content of the document. If your case is complex — certification under a power of attorney or for abroad — check the list in advance so that the visit is completed in one go.

What to bring with you:

• Passport or identity card to present to the notary.
• The document whose signature is to be certified, without the signature.
• Documents confirming authority, if the signatory is a director or a representative.
• A power of attorney, if you are acting for another person, and a copy of it if required.
• Notarised translations of documents for a foreign national, if they are in a foreign language.

The list may vary depending on the content of the document and the requirements of the person who requested it.

What determines the cost of certifying a signature before a notary

When a client asks how much it costs to have a signature notarised, they usually expect a single figure, but in reality the fee is made up of several components. The notary does not charge for 'a signature' as such, but for each action: how many people are signing, how many copies of documents are presented and how many certification inscriptions need to be made. That is why two apparently identical sets of documents can cost differently.

The outcome is also affected by whose signature is being certified: the personal signature of a citizen, of a company director or of a representative acting under a power of attorney. A separate component is the notary's visit, if the signatory cannot come to the office: a trip to an office, bank, hospital or home is charged additionally, since the notary spends time travelling and works outside the workplace. Preparing the text of the document also contributes, if it is drawn up by the notary rather than brought ready by the client.

Finally, there are exemptions: for certain categories of citizens the law reduces the fee for notarial acts — this is clarified before the visit, so that nothing has to be recalculated on the spot. If it matters to you to understand how much certification of a signature by a notary costs in your case, use these parameters as a guide:

• the number of signatories and documents
• the status of the signatory: a citizen, a director or a representative acting under a power of attorney
• the notary travelling to the required address
• preparation of the text of the document by the notary
• applicable exemptions

The notary does not confirm that the information in the document is accurate — he certifies only one thing: that the signature on the document was made by the person named in it.