Notarisation Services in Malaysia – MYLegalTrans

Have important documents that need to be officially recognized in another country? MYLegalTrans offers professional notarisation services in Malaysia to help individuals, businesses, and law firms authenticate their documents for international use. Our service ensures that a qualified Notary Public certifies your documents, confirming their authenticity and validity for acceptance abroad. We combine a professional approach with a conversational tone – making the process clear and approachable while maintaining the highest standards of legal accuracy.

In this comprehensive guide, we explain what notarisation is, why it's needed, and how the process works in Malaysia. We’ll cover the types of documents that commonly require notarisation, the role of notaries public (and how they differ from Commissioners for Oaths), and the additional steps for Wisma Putra Attestation and Embassy Authentication when you need full legalisation for overseas use. By the end, you’ll know exactly what to expect and how MYLegalTrans can assist you every step of the way. And when you’re ready, you can easily request a quote to get started with our notarisation service.

What is Notarisation?

Notarisation is the process of certifying a document through a Notary Public – an official authorized by the government to witness the signing of documents and verify the identity of the signer (source: Death Certificate | Fast Notary & Apostille in London & UK | Notary.co.uk). In other words, when a document is notarised, the notary public confirms that the document is authentic, or that it was signed by the correct person under proper oversight. This act adds a layer of trust and legal credibility to the document.

When a notary notarises a document, they will typically stamp and sign the document with their official seal, and may record the details in a notary register. The notarised document then bears evidence that it has been verified by a licensed professional, which makes it acceptable to authorities, courts, or institutions that require such certification. Notarisation can involve various tasks, including:

• Authenticating signatures: The notary witnesses the signing of a document to confirm the signature is genuinely provided by the stated individual.

• Certifying true copies: The notary verifies an original document and certifies that a photocopy of that document is a true copy of the original.

• Administering oaths or affirmations: For certain legal documents (like affidavits or statutory declarations), the notary may administer an oath/affirmation and attest that the deponent swore the statement before them (usually when the document is intended for use abroad).

In essence, a notarised document carries the notary’s endorsement that it is trustworthy and has met the necessary formalities. This is often a prerequisite for documents that will be used in official proceedings or transactions, especially in foreign countries where the notary’s seal is recognized as a mark of authenticity.

The Role of a Notary Public in Malaysia

In Malaysia, a Notary Public is not just any official – they are senior legal professionals entrusted with this responsibility. Notaries here are appointed by the Attorney General’s Chambers under the Notaries Public Act 1959, and only highly experienced lawyers are eligible. In fact, a lawyer must have at least 15 years of continuous practice as an advocate and solicitor before they can even apply to become a notary public (source: Malaysian Notary Public). This stringent requirement ensures that anyone acting as a notary has substantial legal expertise and a deep understanding of document formalities.

Once appointed, Malaysian notaries possess essentially the same powers and functions as notaries in England (source: Notary Public Malaysia). They can witness and attest signatures, certify copies of documents, and administer oaths or affirmations for documents that will be used abroad. However, it’s important to note the jurisdictional limitation: a Malaysian notary public’s authority is generally for documents intended to be used outside of Malaysia. By law, notaries here are not empowered to administer oaths or certify affidavits for use within Malaysia. Such local matters are handled by a Commissioner for Oaths instead (for example, if your document will be used in Malaysia’s courts or institutions, you would go to a Commissioner for Oaths, not a notary) (source: Frequently Asked Questions - Notary Public Malaysia).

What does this mean for you? Essentially, if you have a document that needs to be presented in another country – whether it’s a power of attorney, a corporate certificate, or a sworn statement – a Malaysian notary public is the qualified person who can notarise it so that foreign authorities will recognize it as legitimate. Notaries act as impartial officers who verify identities and document integrity, providing an official seal and signature that signals to overseas recipients that your document is genuine and properly executed.

Why is Notarisation Important?

Notarisation is often a crucial requirement when you plan to use a document outside of the country where it was originally issued. Many foreign authorities – such as government agencies, banks, universities, or courts – will not accept a document as valid unless it has been notarised. The notary’s seal and signature act as proof that the document has been verified by an official, which helps prevent fraud and ensures the document’s authenticity is recognized internationally. In practical terms, getting your document notarised can mean the difference between smooth processing of your matter abroad and having your paperwork rejected for lack of proper certification.

In the context of Malaysia, notarisation is usually the first step in a broader legalisation process for international use of documents. Malaysia is not a signatory to the Hague Convention on Apostilles (a treaty that simplifies document legalisation), so documents from Malaysia cannot be directly “apostilled” for overseas use (source: Malaysian Notary Public). Instead, they must go through a chain of verification: first notarisation, and then further authentication by the Malaysian government and the foreign embassy (more on this process in a later section). For example, the Embassy of Mexico in Malaysia advises that documents like birth certificates, marriage certificates, company registration papers and so on should be signed by a Notary Public and then authenticated by Wisma Putra (Malaysia’s Ministry of Foreign Affairs) in order to be legally valid in Mexico (source: Legalizations). This is a common requirement – many countries’ embassies in Malaysia have similar rules, underscoring that without notarisation and proper attestation, your documents may not be accepted abroad.

Notarisation is also important for cross-border business and legal transactions. Here are a few examples:

• Businesses: Companies expanding overseas might need their corporate documents (such as Certificates of Incorporation or board resolutions) notarised to open bank accounts or register entities in another country.

• Individuals: People migrating or studying abroad often must submit notarised copies of personal documents (e.g. academic certificates, passports, birth certificates) as part of visa or enrollment processes.

• Law Firms: Legal firms handling cases that involve foreign jurisdictions frequently require notarisation for documents. For instance, if a Malaysian affidavit or statutory declaration needs to be filed in a court overseas, it usually must be notarised in Malaysia first.

In all these cases, notarisation provides the necessary assurance that the documents are genuine and have been properly executed, so that they will hold up to scrutiny by foreign officials and institutions.

Tip: If your document is not in the language required by the foreign authority, you may also need a translation. MYLegalTrans offers Certified Translation services to produce official translations of documents. We can arrange for the translation to be certified and, if needed, notarised as well, ensuring the translated document will be accepted along with the original.

Types of Documents That May Require Notarisation

Almost any important document that needs to be used abroad could require notarisation. For instance, one professional notary service reports that the most frequently notarised documents include powers of attorney, passports, educational certificates, and company documents (source: Death Certificate | Fast Notary & Apostille in London & UK | Notary.co.uk). In our experience, the documents that often need a notary’s stamp in Malaysia include:

• Personal Identification Documents: Copies of passports, MyKad (NRIC) or other identification cards, driver’s licenses – often notarised to verify identity for visa applications, bank transactions, or foreign legal matters.

• Civil Status Documents: Birth certificates, marriage certificates, divorce certificates, adoption papers, or death certificates. These are commonly notarised when they must be presented to foreign governments (for immigration, marriage abroad, inheritance, etc.).

• Academic and Professional Certificates: Degree certificates, diplomas, transcripts, professional licenses or qualifications. Universities and employers overseas may require these to be notarised (and sometimes further authenticated) to ensure their legitimacy.

• Affidavits and Statutory Declarations: Sworn statements or declarations that are to be used overseas (e.g. an affidavit for a court case in another country) should be notarised in Malaysia, since local Commissioners for Oaths’ seals are not recognized abroad.

• Power of Attorney and Consent Letters: If you are granting power of attorney to someone for use in another country, or providing a letter of consent (for example, parental consent for a child’s travel), these documents usually must be notarised so that foreign authorities will accept them.

• Business and Corporate Documents: Company registration certificates (e.g. Form 9 or Section 17 Certificate of Incorporation in Malaysia), board resolutions, company constitution (Memorandum & Articles or Constitution), agreements, invoices, and other commercial documents that will be used overseas. These often require notarisation especially for international trade, opening overseas offices, or legal transactions involving a Malaysian company and foreign parties.

Keep in mind that after notarising such documents, additional steps might be needed (like Wisma Putra Attestation or embassy legalisation) depending on the requirements of the destination country – we will detail those steps next. But the first critical step is ensuring the document is properly notarised by a Malaysian notary public.

Our Notarisation Process (Step-by-Step)

MYLegalTrans strives to make the notarisation process smooth and hassle-free. Here’s how our notarisation service works, from start to finish:

1. Consultation & Document Preparation: We begin by understanding your needs and the type of documents involved. Our team will advise you on any preliminary requirements – for example, ensuring you have the original documents available (and getting them translated if necessary). If your documents are in a language not understood by the receiving party, we can arrange for a Certified Translation before notarisation. We also help you schedule an appointment with our partner notary public at a convenient time.

2. Identity Verification & Signing: When you meet with the notary public, you’ll need to bring your original documents and a valid ID (such as your IC or passport) to verify your identity. The notary will confirm that you are the person signing or presenting the document. If the document requires your signature, you must sign it in the notary’s presence – signing beforehand is not allowed. For documents that are already signed (or those that don’t involve a signature, like a copy certification), the notary will still need to confirm the authenticity of the document. Important: If you need a copy of a document to be certified as a “true copy,” you must provide the original for the notary to inspect (source: Frequently Asked Questions - Notary Public Malaysia). The notary will compare the copy and the original to ensure they match.

3. Notary Certification: The notary public will then notarise the document. This involves adding their official signature, seal, and a notation or certificate stating what was done (for instance, certifying that the copy is true, or that the document was signed in their presence on a certain date). You will receive the document bearing the notary’s stamp and signature. This notarised document is now officially certified for use. In some cases, the notary may record the transaction in a notarial register for their records, and you might be asked to sign the register as well.

4. Wisma Putra Attestation & Embassy Authentication (if required): For documents that will be submitted abroad, notarisation is often step one of the process. Many countries require additional verification of the notary’s act. In Malaysia, this means you usually need to get the document authenticated by the Ministry of Foreign Affairs (Wisma Putra), and then legalised by the embassy/consulate of the country where the document will be used. For example, the typical procedure is: first, notarise the document; second, have Wisma Putra’s Consular Division authenticate the notary’s signature; and third, have the foreign embassy issue a final authentication or “consularisation” stamp. These steps ensure the document is accepted by the foreign country’s authorities. MYLegalTrans can assist you with the entire chain of attestation. Through our related services – Wisma Putra Attestation and Embassy Authentication – we help obtain the necessary stamps from the Ministry of Foreign Affairs and the relevant embassy. This saves you the trouble of navigating multiple offices; we coordinate the process so your document package comes out fully legalised and ready to go.

Timeline: The notarisation itself can often be completed in a single appointment (the actual meeting usually takes only a short time once all documents are in order). However, if you require the subsequent Wisma Putra and embassy steps, do factor in additional days for processing at those offices (each authentication can take a few working days (source: Legalizations), depending on the offices and any appointment requirements). We will advise you on the expected timeline and keep you updated throughout.

By handling these steps in sequence, MYLegalTrans provides a one-stop solution – from initial notarisation to final legalisation – ensuring your documents meet all the necessary requirements for international use.

Why Choose MYLegalTrans for Notarisation?

Choosing the right service provider is important when dealing with legal document notarisation. Here’s why MYLegalTrans stands out as a trusted partner for this process:

• One-Stop Solution: We offer a comprehensive service that covers everything from Certified Translation of your documents (if needed) to arranging the notary public session, followed by Wisma Putra Attestation and Embassy Authentication. Instead of juggling multiple agencies, you can rely on us to manage the entire workflow efficiently.

• Expertise and Experience: Our team is well-versed in Malaysia’s notarisation procedures and international document requirements. We work with licensed notaries public who have years of experience. Additionally, we stay up-to-date on the latest legalisation requirements for various countries, so we can give you accurate guidance.

• Trusted by Professionals: We have assisted not only individual clients but also businesses and law firms with their document certification needs. Whether it’s a single personal document or a batch of corporate files, we handle each case with the same level of diligence and professionalism. Many legal practitioners turn to us because they know we understand the exacting standards required for notarised documents.

• Efficiency and Timeliness: We know that legal documents often have deadlines (visa applications, tender submissions, court filings, etc.). Our process is streamlined to avoid delays – we help you prep everything correctly the first time, reducing the chance of rejections. We also coordinate with notaries and officials to expedite where possible, delivering your notarised (and fully legalised) documents in time.

• Confidentiality and Care: Your documents may contain sensitive personal or business information. MYLegalTrans maintains strict confidentiality with all client materials. We handle your paperwork with care and integrity, ensuring privacy is respected at every step.

By choosing MYLegalTrans, you’re opting for convenience, expertise, and peace of mind. We take the complexity out of notarisation and legalisation, allowing you to focus on your personal or business endeavors while we handle the paperwork.

Ready to Get Started? Request a Quote

Not sure where to begin or have questions about notarising your documents? Contact MYLegalTrans and our team will be happy to assist you. We can evaluate your documents, explain the steps needed, and provide a transparent quote for the notarisation (and any additional attestation) services you require.