Comprehensive Notarization Guide for Use in Singapore (2025)

Introduction

In an increasingly globalized business environment, documents often need to be used across borders. Notarization is a key process to certify and authenticate documents so that they will be accepted in foreign jurisdictions. This guide provides a comprehensive overview of notarization procedures in Singapore as of 2025, tailored for businesses and legal professionals. It covers what notarization entails and its legal standing in Singapore, the roles of Notaries Public and the Singapore Academy of Law (SAL), step-by-step procedures for notarizing documents, and special requirements for documents intended for use abroad. We will also discuss common issues, best practices, and recent regulatory developments to ensure your cross-border documents are handled correctly and efficiently.

What is Notarization and Its Legal Standing in Singapore?

Notarization is the act of verifying the signing or authenticity of a document by a Notary Public. In Singapore, a Notary Public is a senior lawyer appointed by the Singapore Academy of Law (SAL) and empowered under the Notaries Public Act to witness signatures, administer oaths/affirmations, and certify copies of documents for use overseas​ [1]. Notarization provides assurance to foreign authorities that the document’s signatory is genuine and that the document was executed properly. Importantly, documents that are only for use within Singapore typically do not require notarization – instead, a Commissioner for Oaths can administer oaths or certify documents for domestic purposes​. However, for documents intended to be used abroad, notarization is often mandatory as foreign entities require the official stamp and certificate of a Notary Public to recognize the document’s authenticity​.

The legal standing of a notarized document in Singapore is established by statute. The Notaries Public Act (and the Notaries Public Rules made under it) set out the authority and duties of Notaries Public, ensuring that notarized documents are recognized as properly authenticated. Since February 2017, Singapore law has required that every notarized document be attached with a Notarial Certificate in a prescribed format (usually a red ribbon and seal) to prevent tampering​ [2]. Furthermore, since 1 October 2019, all notarized documents must be authenticated by the SAL – a requirement that effectively makes notarization a two-step process (notary attestation followed by SAL authentication)​ [3]. Under SAL guidelines, “a notarised document without an SAL authentication certificate/Apostille is invalid for use overseas [4].”​

This legal framework standardizes Singapore’s notarization process and ensures that Singapore-notarized documents will hold up to scrutiny abroad.

Role of Notaries Public and the Singapore Academy of Law

Notaries Public in Singapore are experienced legal professionals – typically lawyers of at least 15 years’ standing and at least 40 years old, appointed by the Senate of the Singapore Academy of Law​. Their role is to perform the notarization itself, which includes: 

• witnessing and attesting signatures on documents such as affidavits, powers of attorney, contracts, or corporate resolutions; 

• administering oaths for affidavits or statutory declarations to be used overseas; and 

• certifying true copies of original documents (e.g. passports, certificates)​

When a notary notarizes a document, they will prepare and attach a Notarial Certificate, which is a formal certificate stating what was notarized and when. The document and certificate are bound together (usually with a red ribbon), and the notary’s seal (issued by SAL) is affixed, partially covering the ribbon, as proof of notarization​. This Notarial Certificate is a crucial part of the notarized document package.

Singapore Academy of Law (SAL) – beyond appointing notaries – plays a pivotal regulatory and authentication role. SAL maintains the registry of Notaries Public and issues the seals and stamps used by notaries. Since 2019, SAL has also been responsible for authenticating all notarized documents. Authentication by SAL means that an SAL officer verifies the notary’s credentials and signature, and then SAL issues an official stamp or certificate confirming that the notary is duly appointed and the notarization is legitimate​ [5]. In practice, as of 2021, this SAL authentication takes the form of an Apostille Certificate affixed to the notarized document (explained below)​ [6]. SAL’s authentication is mandatory and provides an additional layer of trust for overseas recipients. Notably, SAL has been designated as the central Competent Authority for Singapore under the Hague Apostille Convention (effective 16 September 2021), which means SAL is empowered to issue Apostilles for Singapore documents so they are recognized internationally​ [7].

In summary, Notaries Public and the SAL work in tandem: the notary handles the execution of the document and issues the notarial certificate, and SAL then authenticates that notarization (by Apostille or certification). SAL also sets guidelines and standards (e.g. format of notarial certificates and fee schedules) to ensure consistency. Businesses and practitioners should be aware that SAL’s involvement is an official part of the notarization chain in Singapore – skipping SAL authentication is not an option for documents going overseas​..

(The Singapore Academy of Law also appoints Commissioners for Oaths for domestic matters, but those officers and their services are beyond the scope of notarization for cross-border documents.)

Common Documents Requiring Notarization

Many types of documents may require notarization in Singapore, especially when they are to be sent overseas for legal or official purposes. Common examples include:

• Affidavits and Statutory Declarations – written statements sworn or affirmed before a notary for use in foreign courts or legal proceedings. 

• Powers of Attorney – documents authorizing someone to act on your behalf (e.g. to manage property, business, or bank accounts overseas). 

• Contracts and Business Agreements – when executing contracts in Singapore that will be relied upon in another country, parties may opt to have signatures notarized, especially for high-value cross-border transactions​.

• Corporate Resolutions and Certificates – company documents such as board resolutions, incumbency certificates, or constitutional documents might need notarization when opening foreign bank accounts, entering overseas transactions, or litigating in foreign courts​.

• Certified True Copies of Documents – Copies of passports, NRICs, birth or marriage certificates, academic degrees, business licenses, and other official documents often must be notarized as true copies for overseas submission​. 

Step-by-Step: Notarizing Documents in Singapore

Notarizing a document in Singapore involves several steps to ensure it will be accepted overseas. Below is a detailed walkthrough of the typical procedure:

1. Prepare the Document and Verify Requirements: Before engaging a notary, ensure your document is complete and in order. Do not sign it yet if it requires witnessing (e.g. affidavits, powers of attorney) – the signing should be done in front of the notary. If the document is in a foreign language, it is prudent to obtain an official English translation or have a bilingual version ready, as notaries may need to understand what they are notarizing​. Check if the receiving party has special instructions (for example, some foreign authorities require specific notarial certificates or attached exhibits). If the document is a public document issued by a Singapore authority (e.g. a birth certificate or court document), note that SAL can legalize it directly – but if it’s a private document, you must go through a notary first​.

2. Engage a Notary Public: Locate a Notary Public in Singapore or engage a trusted provider, such as MYLegalTrans, to notarize the documents on your behalf. For certified true copies, you must present the original document so the notary can compare it against the copies​. Some providers, such as MYLegalTrans, help their clients present the original documents in front of a Notary.

3. Execution and Notarial Certificate: In the notary’s presence, sign the document (if a signature is required), or affirm the contents as true (for affidavits or statutory declarations). The notary will then complete the notarization. This involves attaching a Notarial Certificate in the prescribed format to your document. The notary’s certificate typically recites what was done (e.g. “Signed before me by [Name] on [Date]” or “I certify that this is a true copy of the original”). The document and certificate are bound together with a red ribbon, and the notary affixes their official seal (stamp) over the ribbon​. The notary will sign the certificate and imprint their seal and signature. This entire packet now constitutes the “notarized document.” The notary will record the details in their notarial register as well.

4. SAL Authentication (Apostille) – Legalisation by SAL: After notarization, the document must be authenticated by the Singapore Academy of Law. You (or an authorized representative, such as MYLegalTrans) will take the notarized document (with the attached Notarial Certificate) to the SAL Legalisation Service counter​. SAL’s office is currently at The Adelphi, Coleman Street, and is open weekdays during business hours​. At SAL,the SAL staff will verify the notary’s signature and details against their records. SAL will then affix an Apostille Certificate to the document (usually, the Apostille is attached to the back of the Notarial Certificate)​. The Apostille is a stamped certificate with a unique serial number, confirming the authenticity of the notary’s signature/seal and the capacity of the notary. After SAL affixes the Apostille, the document is considered “legalised” in Singapore. You can verify the Apostille’s authenticity online via SAL’s register if needed (each Apostille has a QR code or reference number for validation)​.

5. Further Legalisation (if required by destination country): The final step depends on the country where your document will be used. Singapore is a party to the Hague Convention of 5 October 1961 Abolishing the Requirement of Legalisation for Foreign Public Documents (the Apostille Convention). An Apostille issued by SAL is sufficient for documents to be accepted in any of the over 100 countries that are contracting parties to the Apostille Convention​. If your document is destined for a member country (e.g. the United Kingdom, United States, Australia, most of Europe, etc.), no further consular legalisation is needed. 

However, if the document is to be used in a country that is not a member of the Apostille Convention (often referred to as a non-Convention or non-contracting country), there is an additional step: you will need to take the SAL-authenticated document to the embassy or consulate of that destination country in Singapore for consular legalisation​. The foreign embassy will usually attach their own certificate or stamp, confirming the SAL authentication (this essentially double-verifies the notary’s seal for countries that still require the traditional chain of authentication). Only after this consular legalization will the document be accepted in that non-Apostille country. 

For example, if you have a notarized document for use in China or Vietnam (non-Apostille countries as of 2025), you must present it to the Chinese or Vietnamese Embassy in Singapore after the SAL Apostille. The embassy will then legalize the document (fees and processing times vary by embassy). Always check with the specific embassy for their requirements — some might require an appointment or additional documents (like a translation) for legalization.

Summary of the Workflow: A Singapore document for overseas use will typically go through the following chain:

• Notary Public →

• SAL (Apostille/Authentication) →

• [Foreign Embassy, if needed].

Since January 2021, SAL has taken over the document legalization function from Singapore’s Ministry of Foreign Affairs (MFA), streamlining the process​. You no longer need to visit MFA for a stamp; SAL’s Apostille or authentication certificate is the key certification of origin. The Hague Apostille Convention has simplified things for many destinations by eliminating the embassy step​. Nevertheless, when in doubt, verify the requirements of the destination country to ensure all necessary steps are completed.

Common Issues and Best Practices

While the notarization and legalisation process in Singapore is now quite streamlined, there are some common pitfalls to avoid. Below are issues that often arise, along with best practice tips for businesses and legal professionals:

• Incomplete Notarization (Missing SAL Authentication): One frequent mistake is assuming that a notary’s stamp and signature alone are sufficient. Always remember that the SAL authentication (Apostille) is mandatory for overseas use. Best practice: budget time after the notary appointment to visit SAL, or have an authorized representative, such as MYLegalTrans, visit SAL on your behalf.

• Notarizing the Wrong Type of Document/Officer: For documents that will be used in Singapore, you generally do not need a notarization (a Commissioner for Oaths’ service will do)​. Conversely, for overseas use, a Commissioner for Oaths’ certification is not enough – you need a Notary Public. Best practice: clarify the requirements of the receiving authority – if they mention notarization, use a Notary Public.

• Document Format and Condition: Singapore’s SAL has strict rules on document format for legalisation. Documents must be original (or certified true copies made from originals) for SAL to accept them​. If you try to legalize a photocopy that isn’t certified, or a document that’s been laminated, SAL will reject it. (For laminated originals like a diploma, you should obtain a fresh certified copy or official extract from the issuing authority​.) Make sure any exhibits are securely bound with the notarial certificate according to SAL’s prescribed format (red ribbon, etc.)​. Best practice: Do not alter or unbind notarized documents – deliver them for SAL or embassy processing exactly as the notary prepared them.

• Identification and Signatory Issues: Notaries must verify identity. Ensure the person who needs to sign appears in person with proper ID. If a document requires a witness signature in addition to the notary (some documents do, by their own terms), arrange for that as well. For corporate documents, the authorized signatory (e.g. a director or company secretary) should be the one appearing before the notary. In some cases, notaries may ask for proof of a signatory’s authority, such as a board resolution authorizing an officer to sign on the company’s behalf, especially for important corporate acts. Best practice: bring along supporting corporate documents (like BizProfile, board resolutions) if a company is involved, and ensure names in the document match the identification documents of signatories.

• Foreign Language Documents: If the document is in a language other than English (or contains significant portions in another language), consider getting an official translation. While Singapore notaries can still notarize documents in foreign languages, SAL’s guidelines suggest it is prudent to have an English translation attached for clarity​. In any case, SAL will affix an Apostille regardless of language, but the foreign destination might require a translation for their own use. Best practice: When in doubt, provide a certified translation and even notarize that as an exhibit to the main document, to avoid any confusion overseas.

• Use Reliable Notarial Services: All Notaries Public in Singapore are qualified lawyers, but for convenience you might choose one near your office or one who offers quick turnaround. Some providers, such as MYLegalTrans, have a dedicated notarial team that understand common cross-border requirements. There are even services that bundle notarization with legalization (they handle the SAL and embassy steps for you). Best practice: if your company frequently needs documents notarized, build a relationship with a notary or provider that can anticipate your needs and keep you updated on any changes in procedure.

By anticipating these issues and following best practices, you can avoid delays or rejections of your documents in the destination country.

Recent Developments and 2025 Updates

The notarization landscape in Singapore has undergone significant improvements in recent years, with a focus on facilitating cross-border document use:

• Singapore’s Accession to the Apostille Convention (2021): The single most impactful development was Singapore’s accession to the Hague Apostille Convention, operational from 16 September 2021​. This was implemented through the Apostille Act 2020, which came into force in 2021​. As a result, the once multi-step legalization process was streamlined into essentially a one-step SAL Apostille for most countries​.

• Digital Verification and Online Services: SAL has modernized certain aspects of the process. While the act of notarization still requires physical presence (wet-ink signing and stamping) in Singapore, SAL introduced an online portal for authentication requests and introduced a searchable register for Apostille certificates​ [8].

• International Recognition and Reciprocity: Since implementing the Apostille system, Singapore has been actively engaging with international counterparts to ensure smooth reciprocity. By 2025, Singapore authorities (like banks, courts, and government agencies) are also accepting inbound apostilled documents from other Convention countries without additional legalization​ [9]. This means, for example, a UK public document with an apostille can be used in Singapore directly. This development is part of the broader trend of reducing bureaucratic hurdles for cross-border legal documentation. 

• Electronic Documents and Notarization: A developing area to watch is the treatment of electronic documents. Singapore’s laws currently require traditional notarization (physical documents, signatures, seals), but digital transformation is on the horizon. As of 2025, computer-generated Singapore public documents (such as digital extracts or e-certificates) can be apostilled by SAL provided the issuing department certifies them first​ [10]. It’s possible that in the coming years Singapore may explore secure digital notarization methods, but until any law changes, the traditional process described in this guide remains the gold standard.

Why Choose MYLegalTrans for Your Notarization Needs

MYLegalTrans is a leading provider of cross-border notarization and certified translation services, with extensive expertise in both Singaporean and Malaysian legal frameworks. Our service offering is specifically tailored for businesses and legal professionals who require seamless processing of documents for international use. Key advantages include:

• Expert Representation: MYLegalTrans can represent clients in front of Singapore Notaries. Our experienced team, which includes qualified Notaries Public, ensures that all documents are notarized in strict compliance with the Singapore Academy of Law's guidelines.

• Frequent In-Person Service: With a correspondent visiting Singapore two to three times a week, MYLegalTrans offers prompt, in-person document presentation. This frequent presence enables fast turnaround times and efficient handling of urgent notarization requirements.

• Deep Local Knowledge: The team’s deep familiarity with Singapore's legal and notarization requirements ensures that all cross-border documents—including affidavits, powers of attorney, contracts, and corporate resolutions—are executed accurately. Our expertise is built on years of experience and is supported by detailed guides, such as the “Quick Certified Translation Guide for Singapore (2025) [11],” “Certified Malay-English Translation Guide (2025): Malaysian Documents for Use in Singapore [12],” etc.

• Comprehensive Service Integration: MYLegalTrans offers a one-stop solution that integrates translation, notarization, and subsequent authentication. This coordinated approach minimizes the risk of errors or delays, ensuring that your documents meet all necessary legal standards for both local and international acceptance.

By choosing MYLegalTrans, clients benefit from a service that is not only efficient and reliable but also underpinned by a robust understanding of Singapore’s notarization process. This ensures that your documents are legally compliant and readily accepted by foreign authorities.

Conclusion

Notarization in Singapore is a well-established process that underpins the authenticity and acceptability of documents in international business and legal matters. By 2025, Singapore’s adoption of the Apostille Convention and the central role of the Singapore Academy of Law have made the process more efficient and universally understood. For businesses and legal professionals, it is essential to follow the proper steps: engage a qualified Notary Public, obtain the SAL-authenticated Apostille, and secure any necessary consular legalizations. Doing so will ensure that documents such as affidavits, powers of attorney, contracts, and corporate resolutions execute their intended legal effect overseas without unnecessary delay or challenge. When preparing cross-border documentation, advance planning and knowledge of the requirements are your best tools. Leverage the system put in place – the expertise of Notaries Public and the framework provided by SAL – to confidently send your documents abroad, knowing they carry the full faith and credit of Singapore’s notarization standards.

By adhering to the guidance outlined in this article and keeping abreast of current practices, businesses and practitioners can navigate Singapore’s notarization procedure smoothly. With proper notarization and legalization, your documents will be "good to go" internationally, supporting your cross-border transactions and legal affairs in a secure and legally effective manner.

References

[1] I.R.B. Law LLP (2023). Notary Public Services in Singapore – A Guide to Notary Services. I.R.B. Law Learning Centre Article, updated 7 Oct 2023​. Available at: https://irblaw.com.sg/learning-centre/notary-public-services/.
[2]-[8] Singapore Academy of Law (n.d.). SAL Legalisation of Documents – FAQs. Singapore Academy of Law Commissioners for Oaths and Notaries Public FAQ​. Available at:  https://legalisation.sal.sg/Faq.
[9] Ministry of Foreign Affairs Singapore (2021). Singapore accedes to Apostille Convention – Consular Legalisation Update. MFA Consular Information (Singapore Embassy in Seoul)​. Available at: https://www.mfa.gov.sg/Overseas-Mission/Seoul/Consular-Services/Notarial-and-Authentication-Services.
[10] Singapore Academy of Law (n.d.). Legalisation of Documents (Guidelines). Singapore Academy of Law Authentication Service Guidelines. Available at: https://legalisation.sal.sg/LegalisationInfo.
[11] MYLegalTrans (2025). Quick Certified Translation Guide for Malaysia <> Singapore (2025). Available at: https://www.mylegaltrans.com/blog/quick-certified-translation-guide-for-singapore-2025.
[12] MYLegalTrans (2025). Certified Malay-English Translation Guide (2025): Malaysian Documents for Use in Singapore. Available at: https://www.mylegaltrans.com/blog/certified-malay-english-translation-guide-2025-malaysian-documents-for-use-in-singapore.