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Document Notarization

Document Notarization is going to be the only 'valid' identity proof when you are taking admission in German Universities. So this is a mandatory step. Here is a detailed procedure for getting the document notarization. After completion of document notarization go ahead with the next step in the application process.

What Is Notarization?

A Notary Public’s seal on a document indicates that it has been notarized, Certain documents must be notarized. When purchasing a home, transferring a car, providing power of attorney, authorizing consent for a minor to travel abroad, or executing other important transactions, it’s essential that everyone can trust the documents and your signature.

Why is it required ?

  • The notary public is a commissioned representative of a state government is charged with verifying your identity as the signer, ensuring you sign under your own free will, and witnessing the signing event.
  • Their role is to prevent fraud and to ensure the appropriate people execute documents freely.
  • After witnessing a signing, a notary public applies their own details, such as their signature, seal, and notary commission details.
  • These materials serve as a means of verifying the transaction so others may rely upon it.

Difference Between a Notarization and Attestation

  • The act of notarization the signatures on a document can only by a legal public notary.
  • Requirements for obtaining this title vary from state to state; however, it usually involves paying a fee, taking an oath, and being sworn in by the respective state’s Secretary of State.
  • Some states also require notary publics to pass a test before they are allowed to perform notarial acts.
  • Attestations, on the other hand, can be performed by anyone, regardless as to whether or not the individual is a state-commissioned public notary.
  • It’s not uncommon for documents to require witness attestations, which basically means that a third-party must bear witness to the document’s signing.
  • The third party attests that the document was signed by the said person.
  • When a notarial act is being performed, the public notary is usually required to place his or her official stamp on the document.
  • Someone who’s attesting the signatures on a document are not required to place a stamp or seal on the document.
  • If a notary public attests a document by acting as a witness, he or she may not notarize their own signature.
  • Remember, public notaries don’t notarize documents, but instead they notarize signatures on the document.
  • Some documents require one or more signatures from credible witnesses, which must be notarized in addition to the primary signer’s signature.
  • Assuming the state allows, the notary public may sign as a credible witness, but he or she may not notarize their own signature. In this case, another notary public must notarize the signature.
  • This prevents just anyone notarizing documents. Attestations, however, can usually be performed by anyone, depending on the particular circumstance.

How Do I Get a Document Notarized?

  • Easy way to get a document notarized is to see if there is a notary available in the office that is requiring you to have a document notarized.
  • It is important to understand that getting a document notarized only verifies that you are the one signing the document.
  • When you get your document notarized, you must provide proof of identification or ID. A driver's license or passport is two commonly used forms of ID. The notary will review your ID to make sure you are who you claim to be.
  • If the notary has any doubts about your identify, he or she will not notarize the document. You must sign the document in the presence of the notary. This is the only way a notary can verify it is you who signs the document.
  • Another easy way is to start with your bank as most banks employ notaries. Attorneys can act as notaries. Try going down to your local court house as they almost always have notaries available.
  • Click here to get State-wise List of Notaries Appointed by the Central Government
  • Click here to apply for Notary Online Application

German Embassy

Certifying the correctness of Indian documents

  • Consular officers certify Indian documents only upon request of a German authority (i.e., Registry Office or Court) or when in connection with a passport or visa application. The most common Indian documents that need to be certified are birth, marriage or school certificates.
  • As Germany no longer legalises Indian documents, a formal verification process initiated by the Embassy or Consulate General might need to be carried out first, depending on the individual case, by verifying those documents at their source.
  • The verification fees may range from Rs 2,000 to over Rs 40,000, depending on the complexity of the documents and their origin.

Certifying a signature/manual sign

  • The person whose signature/manual sign is to be certified on a document has to appear in person and present his passport or other appropriate photo ID.
  • The consular officer will then witness his signature and certify it on the original document.

Certifying a copy

  • We can certify copies as true copies of originals/certified copies (by German authority) upon presentation of the original/certified document. A copy of a non-authenticated document cannot be certified.

Translating documents/certifying the correctness and completeness of a translation

  • German authorities often require translations of foreign language documents. Whether a translation completed abroad may be used in Germany is a question that the authority requesting it decides at its own discretion.
  • Translations are classified as expert services, not as public documents. They can therefore not be certified by German missions abroad. As the Embassy and Consulate Generals do not employ qualified translators, they cannot offer a translation service either.
  • Translation services can be undertaken by a translator sworn in or certified in Germany. You may obtain addresses of translators in Germany from German Courts of Law. The Embassy can unfortunately not recommend any translation bureaus in or around Delhi.
  • Click here to get state wise consular services and contact details for document verification and translating documents

Notarization of Documents

What does official notarization look like?

  • We only accept notarized copies with an official seal and authentic signature. A copy of an officially notarized copy, as well as scanned documents are not considered to be notarized and must be officially re-notarized. Otherwise they will not be recognized.
  • Please note that a sealed letter or envelope does not substitute a notarized copy.

Who has authorization to issue official notarization?

  • authorized schools and institutions of higher education, as well as the relevant ministries of the respective home country
  • the diplomatic body of the Federal Republic of Germany (German embassies)
  • the cultural department of the respective country’s embassy, from which the certificate originates
  • authorities and notaries authorized to provide official notarization in the respective country

In no case will we accept notarizations from private individuals, lawyers, a priest's office, banks or the AStA (student union executive committee)!

Here only accept notarized copies that contain all of the following stipulations

  • Statement of authenticity indicating that the copy corresponds to the original.
  • Original signature of the notary confirming the statement of notarization.
  • Official seal, usually round or oval, containing an emblem and the name of the authority. A simple ink stamp is insufficient! A notary without an official seal is not qualified to notarize your documents!
  • authorities and notaries authorized to provide official notarization in the respective country

How to notarize multi-page documents

If the copy consists of more than one page, evidence is required that all pages belong to the same document. The following forms of notarization are possible:

  • 1. It is sufficient for one page to carry the statement of authenticity and signature, provided that all pages are arranged and affixed so that they overlap and each shows part of the official seal

OR

  • 2. You may have each page notarized separately. In this case, your name must appear on each page of the original. If this is not the case, both your name and a reference to the type of certification (e.g. university entrance qualification) must appear in the statement of authenticity on each sheet, clearly indicating that the pages belong together to constitute a single document. In no case may you add any missing information yourself!

If there are relevant copies on both the front and back of the sheet, the following forms of notarization are possible:

  • 1. The statement of authenticity must refer to the front and back ("This is to certify that this page and its reverse side correspond to the original.").

OR

  • 2. both the front and reserve sides of the sheet must be notarized separately.

How to notarize non-German documents

Official notarization of non-German documents:

  • If you are already in Germany, please contact the embassy or consulate of your home country to have your documents notarized.

Please ensure that your notarized copy complies with the stipulations as described on this page.

Translation of documents that are not in English or German:

  • Documents in English need not be translated. Documents not issued in German or English must be translated by a sworn translator and notarized with an official seal (Dienstsiegel). Please submit a notarized copy of both the original document and the translated document.

Are there special rules for certain countries?

  • Documents from the United Kingdom (UK) need to be notarized by a notary since the universities do not notarize themselves.
  • Documents from Iran have to be notarized by the German Embassy in Teheran.
  • Notarized copies from China require the red round seal and the round embossed seal of the university or the notary.

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