How to Notarize a Document in Kenya
If you need to use a document for a visa application, overseas studies, immigration matter, international business transaction, property transaction, company matter, or another official purpose, you may be asked to have it notarised.
In Kenya, notarisation is carried out by a duly appointed Notary Public. Not every advocate is a Notary Public. Under the Notaries Public Act, Notaries Public are appointed by the Chief Justice and must meet the applicable legal requirements.
The process may appear straightforward, but the requirements can differ depending on the document, why it is being notarised, and where it will ultimately be used.
WKA Advocates provides notarial services in Nairobi, Kenya, assisting individuals, businesses, and organisations with documents required for local and international purposes.
What Is Notarisation?
Notarisation is the formal certification of certain documents, signatures, or copies by a Notary Public.
Depending on the circumstances, a Notary Public may be required to witness a signature, confirm the identity of a person signing a document, certify a copy against an original, or perform another appropriate notarial act.
A notarised document will ordinarily bear the signature and notarial seal of the Notary Public.
What is required will depend on the particular document and the requirements of the person, company, institution, embassy, or authority requesting it.
Why Might You Need a Document Notarised?
There are many situations in which an individual or business may be asked to provide a notarised document.
For example, notarisation may be requested when dealing with:
- Visa and immigration applications
- Overseas universities and educational institutions
- Foreign employers
- International business transactions
- Property transactions
- Company and corporate matters
- Foreign banks and financial institutions
- Powers of Attorney
- Applications or processes involving foreign authorities
- Documents being sent or used outside Kenya
If you have simply been told to “get the document notarised” and are unsure what is required, it is advisable to have the document and any accompanying instructions reviewed before proceeding.
WKA Advocates can review your requirements and assist you with the appropriate notarial service.
Documents Commonly Notarised in Kenya
A wide range of documents may require notarisation. Common examples include:
- Powers of Attorney
- Passport copies
- National ID and identification document copies
- Academic certificates and transcripts
- Company and business documents
- Contracts and agreements
- Consent letters
- Declarations and other official documents
- Documents relating to overseas transactions
- Documents for visa and immigration purposes
- Documents required for overseas studies
- Documents intended for use outside Kenya
This list is not exhaustive. Different documents may require different forms of notarisation.
If you are unsure whether your particular document can or should be notarised, contact WKA Advocates with a copy or description of the document and details of where it will be used.
How Do You Get a Document Notarised in Kenya?
The appropriate process depends on the document.
Generally, you will need to present the relevant document to a Notary Public together with appropriate identification and any supporting information that may be required.
The Notary Public will review the document and determine the appropriate notarial process.
Where a signature must be witnessed, you should generally avoid signing the document beforehand, as you may need to sign it in the presence of the Notary Public.
For other documents, the Notary Public may need to examine an original or review additional information before completing the notarisation.
To avoid unnecessary trips or delays, you can contact WKA Advocates before visiting our office and explain what document you need notarised and its intended purpose.
What Should You Bring?
The documents required will depend on the type of notarisation.
Where applicable, you should have:
- The original document;
- A valid National ID or passport;
- The document requiring notarisation; and
- Any instructions you have received from the organisation requesting the document.
Additional documents or information may be required depending on your circumstances.
If you are uncertain about what to bring, contact WKA Advocates before your appointment so that we can review your requirements.
Can Copies of Documents Be Notarised?
In appropriate circumstances, a Notary Public may certify a copy after examining it against the original document.
This may arise with documents such as passports, identification documents, certificates, and other records.
You should therefore have the original document available where a certified or notarised copy is required.
Whether a particular document can be certified and the appropriate form of certification will depend on the circumstances and the requirements of the receiving institution.
Should You Sign a Document Before Seeing the Notary Public?
Not necessarily.
If the purpose of the notarisation is to witness your signature, you may need to sign the document in the presence of the Notary Public.
Signing beforehand could therefore create unnecessary complications.
If you are unsure whether to sign, leave the document unsigned and contact WKA Advocates for guidance before your appointment.
Notarising Documents for Visa and Immigration Purposes
Visa and immigration processes sometimes require applicants to submit notarised documents or certified copies.
The documents required will depend on the application and the authority handling it. You may therefore be asked to provide notarised copies of identification, consent documents, academic records, or other supporting documentation.
Because immigration requirements can vary, it is important to follow the instructions given by the relevant authority.
WKA Advocates can assist with the notarisation of documents for visa and immigration purposes where appropriate.
Notarising Academic Documents
Students and professionals applying to universities, educational institutions, professional bodies, or other organisations outside Kenya may be asked to provide notarised academic documents.
These may include certificates, transcripts, diplomas, degrees, or other educational records.
The requirements vary between institutions. If you have received instructions requiring notarised academic documents, you can contact WKA Advocates for assistance with your documents.
Notarisation for Businesses and Companies
Notarial services are not limited to personal documents.
Companies and business owners may require documents notarised in connection with international transactions, corporate matters, contracts, foreign registrations, Powers of Attorney, or dealings with overseas organisations.
The requirements can vary considerably depending on the transaction and jurisdiction involved.
WKA Advocates assists businesses and organisations requiring notarial services in Kenya, including documents intended for use in international commercial matters.
Notarisation of Powers of Attorney
A Power of Attorney may need to be notarised, particularly where it is intended for use in another country or as part of a particular transaction.
Because the requirements can depend on the purpose of the Power of Attorney and where it will be used, it is important to establish what the receiving authority requires.
If you have been asked to provide a notarised Power of Attorney, WKA Advocates can review the document and advise on the appropriate next steps.
Notarisation for Documents Used Outside Kenya
One of the most common reasons for seeking a Notary Public in Kenya is to prepare a document for use in another country.
However, having a document notarised does not necessarily mean that it is immediately ready for use abroad.
Depending on the destination country, the type of document, and the requirements of the receiving institution, additional authentication or legalisation may be required.
The requirements are not the same for every document or destination.
For this reason, it is useful to provide details of where the document will be used and what you have been asked to provide when contacting WKA Advocates.
Notarisation and Authentication Are Not Always the Same Thing
People sometimes use terms such as notarisation, certification, authentication, and legalisation interchangeably. However, they can refer to different processes.
The process you require will depend on the document and the authority receiving it.
Rather than completing one process only to discover that something further is required, it is advisable to confirm the requirements beforehand.
If you have received instructions that are unclear, WKA Advocates can review the information provided to you and guide you on the appropriate notarial service.
How Long Does Notarisation Take in Kenya?
The time required will depend on the nature and number of documents and the checks that need to be completed.
Some matters may be relatively straightforward, while others may require additional review.
If you have a deadline, inform WKA Advocates when making your enquiry so that we can advise you based on your particular document requirements.
How Much Does It Cost to Notarise a Document in Kenya?
Notarial fees can depend on the type and number of documents and the service required.
For an accurate quotation, it is best to provide details of the document you need notarised.
Contact WKA Advocates for information on the applicable fees for your particular documents.
Looking for a Notary Public in Nairobi?
WKA Advocates provides Notary Public services in Nairobi for individuals, businesses, and organisations.
Our office is conveniently located in Parklands, Nairobi, and we assist clients with documents required for personal, academic, immigration, business, property, and international purposes.
If you are unsure about the requirements, contact us with details of:
- The document you have;
- What you have been asked to provide; and
- Where the document will be used.
Our team can then guide you on the appropriate next steps.
Notarial Services at WKA Advocates
WKA Advocates provides notarial services in Kenya, assisting clients with a wide range of personal and commercial documents.
Our notarial services include assistance with documents such as:
- Powers of Attorney;
- Passport and identification copies;
- Academic documents;
- Visa and immigration documents;
- Company and commercial documents;
- Contracts and agreements;
- Consent documents; and
- Documents intended for use outside Kenya.
Every matter is different. If you have been asked to obtain a notarised document and are unsure where to start, contact our team and explain what you need.
Need a Document Notarised in Kenya?
If you require a Notary Public in Nairobi or notarial services in Kenya, contact WKA Advocates.
We can review your document requirements and guide you on the appropriate next steps.
WKA Advocates
Phone: +254 798 035 580
Email: info@wka.co.ke
Office: Valley View Business Park, 6th Floor, Suite No. 35, City Park Drive, Parklands, Nairobi
Contact WKA Advocates to arrange an appointment or enquire about notarising your documents.
Frequently Asked Questions
Who can notarise a document in Kenya?
Notarisation is carried out by a duly appointed Notary Public. Not every advocate is a Notary Public.
Can WKA Advocates notarise documents?
WKA Advocates provides notarial services in Kenya for individuals, businesses, and organisations. Contact us with details of the document you need notarised.
Can I get a passport copy notarised?
Where appropriate, a Notary Public may certify a copy after examining it against the original. Bring the original passport when seeking assistance.
Can academic documents be notarised?
Academic documents may require notarisation for overseas studies, professional applications, or other purposes. The requirements will depend on the institution receiving them.
Can a document for use abroad be notarised in Kenya?
Yes. However, depending on the country and receiving authority, additional steps may be required after notarisation.
Do I need an appointment?
It is advisable to contact WKA Advocates in advance, particularly if you have several documents or specific requirements.
What if I do not know what type of notarisation I need?
You do not necessarily need to determine this yourself. Send or bring the instructions you received from the requesting institution together with details of the document, and WKA Advocates can review the requirements.
How do I get started?
Contact WKA Advocates on +254 798 035 580 or info@wka.co.ke with details of the document you need notarised and where it will be used. Our team can advise you on the next steps.