Many notary clients — particularly those dealing with immigration, international adoption, foreign business setup, or property purchases — need multiple documents notarised at the same time. Preparing properly means everything can be done in one efficient appointment, saving you time, money, and return visits. This guide shows you how.
Why Proper Preparation Matters
The most common reason for needing a second appointment is arriving with incomplete documentation. Missing a single document, bringing an expired passport, or having a pre-signed form means the notary cannot complete the work. With proper preparation, everything gets done in one visit.
Step 1: Create a Master Document List
For each document, note:
- Document name (e.g., “Power of Attorney for Spanish property purchase”)
- What’s needed: signature witnessing, certified copy, or both
- Number of copies needed (some applications require multiple certified sets)
- Whether it needs to be signed at the appointment (bring it unsigned!)
- Destination country (this affects apostille vs legalisation requirements)
Step 2: Organise Documents by Category
Typical categories:
- Signature witnessing: Powers of attorney, declarations, affidavits, consent letters
- Certified copies: Passports, degrees, birth certificates, company documents
- Both: Some documents need both a signature and a certified copy of the original
Step 3: Prepare All Documents
Checklist before your appointment:
- □ All documents that need signing — printed, unsigned
- □ All originals for certified copying — with photocopies already made
- □ Valid passport (not expired)
- □ Proof of address (utility bill/bank statement within 3 months)
- □ Any drafts from foreign lawyers
- □ Your written document list (to hand to the notary)
- □ Payment method
Step 4: Call to Book and Discuss
A single document appointment typically takes 15–20 minutes. Multiple documents may need 30–60 minutes or more. Letting the office know in advance ensures enough time is booked.
Step 5: Attend Your Appointment
Hugh Phelan will work through your documents systematically:
- Identity verification (done once for all documents)
- Certified copies processed (quick — comparison of original to copy, seal applied)
- Signature documents (reviewed, signed in notary’s presence, sealed)
- All documents sealed and entered in the notarial register
Step 6: Organise for Apostille
The DFA processes apostilles per document (€40 each). Submitting all documents together in one package saves time and postal costs. Include a clear cover letter listing each document.
Cost Considerations
Notarisation fees are typically charged per document or per notarial act. Multiple documents at the same appointment may benefit from a per-document rate rather than a per-appointment rate. Contact Hugh Phelan’s office for a quote based on your specific document list — having the list ready when you call helps get an accurate quote.
Frequently Asked Questions
Is it cheaper to notarise multiple documents at once?
Yes, typically. While fees are per document/act, there is efficiency in doing everything at one appointment. Contact the office with your document list for a quote.
How long will a multi-document appointment take?
Allow 30–60 minutes for a typical multi-document appointment (5–15 documents). More complex sets may take longer. The office will advise when you book.
Can different family members’ documents be done together?
Yes. Each person whose documents need signing must attend with their own ID, but all documents can be handled in one appointment slot.
What if I discover I am missing a document during the appointment?
The notary will complete everything that is ready and you can return for the missing document separately. Proper preparation minimises this risk.
Need Notarial Services in Cork?
Contact Hugh Phelan, Solicitor & Notary Public, at East Douglas Street, Douglas, Cork for prompt professional service.