The relevant authorities have again reminded Notaries Public and Commissioners for Oaths to remain vigilant, because identity fraud is on the rise. We agree, and we are acting on it. Notary public identity verification at Loh Eben Ong LLP is therefore stricter than before, and the same standard now runs through our attestation and certification work as advocates and solicitors.
What the reminder asks of practitioners
The guidance is short, and none of it is new. In substance, it asks us to do four things:
- exercise due care and professional judgment at every attendance;
- examine original identification documents carefully;
- stay alert to inconsistencies or suspicious circumstances; and
- stop where a reasonable doubt arises about a person’s identity, or about the authenticity of a document.
Public confidence in the office rests on that diligence. The Singapore Academy of Law, which authenticates notarial acts for use overseas, has made the same point before. So notary public identity verification is the first step of the job, not a formality at the end of it.
Why the reminder also reaches advocates and solicitors
A notarial certificate, a statutory declaration and a solicitor’s certification all rest on one thing. We know who signed. Consequently, the reminder cannot stop at two offices. We apply the same checks whenever we attest, witness or certify anything, whether as Notary Public, as Commissioner for Oaths, or as your solicitor.
Identity verification: what we require on engagement and at attendance
We take your identity and contact particulars when you engage us. Then we confirm them again at the appointment itself. In practice, we ask for:
- your full name, exactly as it appears on your identification document;
- your NRIC, FIN or passport number;
- a mobile number and an email address that belong to you, rather than to an agent or intermediary; and
- for a company, the entity name, the UEN, and proof that the signatory has authority.
Originals matter. A photograph, a scan or a photocopy is not a substitute. Moreover, we will not rely on identification you email to us ahead of the appointment. If an attorney, a deputy or a donee signs, we also ask to see the instrument that grants that authority.
How Singpass strengthens notary public identity verification
Verification no longer has to begin at the counter. Where a matter calls for it, we ask you to endorse the document first with your Singpass identity, through our own service, LEO Sign. The endorsement ties the document to a verified identity at a recorded moment in time. We can also lock a document to a single NRIC or FIN, so nobody else can endorse it, even while holding the link.
Our help centre explains Singpass endorsement before notarisation. The full service sits on our page on signing documents with Singpass, and clients with a live matter can start a request at law.com.sg/sign.
A Singpass endorsement supports the act. It does not replace any part of it. You still attend in person where that is required, you still swear or affirm, and you still produce your originals. What changes is the confidence on both sides before we begin.
When does identity verification fail, and what happens then?
Notary public identity verification can fail for three reasons. First, you cannot produce original identification. Second, the particulars you give do not match the document. Third, something about the instructions or the circumstances raises a reasonable doubt about identity or authenticity.
Often we can cure the problem by asking for further documents or additional verification. Where we cannot, we decline, and we say so plainly. That is not obstruction. It is the duty the office carries, and it protects the client whose name appears on the document.
How to prepare for your appointment
Our fees do not change. Well prepared attendances are the quickest, so bring complete originals and correct particulars. Our notary public checklist sets out what to bring, and our Singapore Notary Public service page explains the work. Current charges appear on our notary public fees page and in the Singapore Notary Public fee guide.
Unsure whether what you hold is enough? Ask us before you attend. Write to info@law.com.sg, or speak to your usual contact at the firm.
Questions we are asked about notary public identity verification
Must I bring my original NRIC or passport?
Yes. We must see the original document at the attendance. A copy or a photograph will not do.
Why do you need my mobile number and email address?
We use them to confirm who we are dealing with, and to reach you directly. Particulars held only by an intermediary do not help us.
Can somebody else sign on my behalf?
Sometimes. That person must show valid authority, such as a power of attorney, and must still pass the same identity checks.
Is a Singpass endorsement compulsory?
No. We simply offer it, and it is free to clients during the soft launch. Paper remains available, and a few documents still require wet ink.