How to Get a Document Notarized: Requirements & Process

Getting a document notarized in Nepal is straightforward when you know exactly what to bring and what to expect. Whether you need notarization for a visa application, a property transaction, or an overseas employment contract, this guide walks you through every step of the process at Hamro Notary — a registered notary office in Chabahil, Kathmandu.

What Is Notarization and Why Do You Need It?

Notarization is the official process by which a licensed Notary Public certifies the authenticity of a document, a signature, or a copy. In Nepal, notaries operate under the Notary Public Act 2063 (2006) and are registered with the Notary Public Council of Nepal, which sets the regulatory standards and fee schedules for all notarial acts. Foreign embassies, government ministries, banks, and courts require notarized documents as formal proof that the paperwork is genuine and properly executed.

Common situations that require notarization include:

• Visa and immigration applications (Australia, USA, Canada, UK, Schengen countries)
• Power of Attorney for property, financial, or legal representation
• Affidavits for court proceedings, name changes, or marital status declarations
• Academic and professional certificates for foreign universities or employers
• Business agreements, loan documents, and commercial contracts
• Adoption paperwork and family law documents
• NRN documents for property transactions in Nepal

Documents You Need to Bring

Before visiting our office, gather the following:

• Original document(s) — the document you need certified or notarized. The notary must see the original; photocopies cannot replace it.
• Two clear photocopies of each document
• Government-issued photo ID — citizenship card (nagarikta pramaan patra), passport, or driving licence
• Purpose letter (for some embassy submissions) — a brief signed letter stating the intended use of the document

If you need a certified translation, bring the original document in the source language (Nepali, Hindi, or another language) so our translators can produce an accurate certified English version.

Step-by-Step: The Notarization Process at Hamro Notary

Different documents have different requirements. An affidavit must be drafted and signed in the physical presence of the notary. A copy certification simply requires presenting the original for comparison. A Power of Attorney for overseas use may require Ministry of Foreign Affairs (MoFA) attestation after notarization. When you contact us, tell us the document type and which country or institution it is for — this allows us to prepare the correct format from the start and prevents rejection by the receiving authority.

Hamro Notary is located at Naramaya Bhawan, Chabahil, Pipalbot, Kathmandu. We are open Sunday through Friday, 9:00 AM to 6:00 PM. Walk-in clients are welcome, and the majority of standard documents are processed the same day. For complex matters — such as multi-party Power of Attorney, court affidavits, or bulk document batches — we recommend calling ahead on +977 984-134-6966 or messaging via WhatsApp.

Our notary officer reviews your document along with your photo ID. For copy certifications, the original is compared side by side with the photocopy to confirm they match exactly. For affidavits, the text is reviewed for legal accuracy and completeness. If there are errors, missing information, or ambiguous language, we flag them before proceeding — this step protects you from rejection by the embassy or court.

For affidavits, statutory declarations, and Power of Attorney documents, you must sign in the physical presence of the notary. This is a legal requirement under the Notary Public Act 2063. Do not sign the document before arriving — signing must take place at the notary office with the notary as a witness. Pre-signed documents cannot be notarized under Nepali law.

The notary applies the official stamp and signs the document, completing the authentication. For certified translations, the translated document is attached to the original with a certification statement, signed and sealed by the notary. For embassy attestation, an additional government seal is applied by the Ministry of Foreign Affairs (MoFA) for documents destined for foreign countries.

Standard notarizations are returned immediately or within the same business day. Certified translations take 1–2 business days depending on language and document length. Rush same-day translation service is available for most requests at an additional charge. We will tell you the expected turnaround time when you submit your documents.

Notarization Fees in Nepal

Notary fees in Nepal are regulated by the Notary Public Council and vary by document type. The following are the standard rates at Hamro Notary:

Service	Fee (NPR)	Typical Turnaround
Document copy certification (per document)	NPR 500 – 800	Same day
Affidavit drafting + notarization	NPR 1,000 – 1,500	Same day
Power of Attorney notarization	NPR 1,000 – 2,000	Same day
Certified English translation (per page)	NPR 1,000 – 1,500	1–2 business days
MoFA attestation (per document)	NPR 500 + government fee	1–3 business days
Rush / same-day translation	+50% surcharge	Same day by 5 PM

Embassy-Specific Document Requirements

Embassies based in Kathmandu each have their own document standards. Here are the requirements for the most common destinations:

• Australian Embassy — notarized copies plus certified translation for all non-English documents; police clearance certificates require apostille-equivalent processing through MoFA
• US Embassy — affidavits of support, birth certificates, and marriage certificates require notarization plus certified English translation
• Canadian Embassy — educational transcripts and certificates require certified translation with notary stamp; some documents also require MoFA attestation
• Schengen Embassies (Germany, France, Italy, etc.) — financial affidavits, invitation letters, and employment certificates commonly require notarization
• Gulf Countries (UAE, Qatar, Saudi Arabia, Kuwait) — employment contracts and Power of Attorney must be notarized and then attested by MoFA; some require further attestation by the destination country embassy
• UK Visa & Immigration — civil status documents (birth, marriage, divorce) require certified translation from a qualified translator

We stay current with embassy requirements and can advise you on the specific steps for your destination. Contact Hamro Notary before preparing your documents to avoid errors, or view our full list of services.

Common Mistakes That Cause Rejection

• Signing the document before your appointment — any document requiring witnessed signing must be signed in front of the notary, not beforehand
• Bringing incomplete originals — missing pages, worn originals, or unclear text will cause delays
• Assuming notarization is enough for all countries — some countries require MoFA attestation or embassy attestation beyond notarization; always check with the receiving embassy
• Using an unregistered notary — only notaries registered with the Notary Public Council of Nepal produce legally valid stamps accepted by embassies and courts

Frequently Asked Questions

How long does notarization take at Hamro Notary?

Most standard notarizations — copy certifications and affidavits — are completed within 30 to 60 minutes of arrival. Certified translations take 1–2 business days. Rush translation service is available for documents submitted before noon.

Do I need an appointment for notarization?

Walk-ins are welcome during office hours (Sunday–Friday, 9 AM–6 PM). For Power of Attorney documents or multiple documents at once, calling ahead on +977 984-134-6966 ensures we have adequate time allocated and you avoid a wait.

Are Hamro Notary stamps accepted by foreign embassies?

Yes. Hamro Notary is a registered office under the Notary Public Council of Nepal. Our stamps are accepted by embassies, foreign courts, overseas universities, and international institutions. For countries requiring apostille, Nepal uses MoFA attestation as the equivalent process, which we assist with.

What if my document is in Nepali but the embassy needs English?

We provide certified translation from Nepali to English in-house. The translated document is attached to the original with a notarized certification statement confirming accuracy, which is accepted by all major embassies in Kathmandu.