Premier IRB (Notary / Commissioner / Legalisation) Services in Singapore

Introduction

In an increasingly globalised world, the demand for legally certified and internationally acceptable documents is rising. Whether for cross-border investment, immigration, academic credentials, or commercial expansion, clients often require notarisation, commissioner for oaths, authentication, and legalisation / apostille services. IRB Law LLP (hereafter “IRB Law”) is well-positioned to deliver a full suite of such services in Singapore with professionalism, accuracy, and client convenience at the forefront.

This article explores the full scope of these services, Singapore’s legal framework (including recent developments), practical process guides, and reasons why prospective clients should engage IRB Law.

Understanding Key Concepts & Legal Framework

Notary Public and Commissioner for Oaths: Definitions & Roles

• A Notary Public in Singapore is a qualified lawyer appointed by the Singapore Academy of Law (SAL) under the Notaries Public Rules. The role entails verifying execution of documents, administering oaths or affirmations for foreign purposes, certifying true copies, and issuing notarial certificates.
• A Commissioner for Oaths (CFO) is authorised to administer oaths, affirmations and take statutory declarations for local Singapore purposes (e.g. within courts, government agencies).

While both services involve witnessing, certifying, and verification, a key distinction is that notarial acts are typically for documents intended for international use, whereas commissioning is often for domestic use.

Authentication, Legalisation, and the Apostille Regime

To ensure that notarised documents are accepted abroad, additional layers of verification may be required:

• Authentication / SAL Certification: In Singapore, any document notarised by a Notary Public must be authenticated by the Singapore Academy of Law (SAL). This involves verifying the authority and signature of the notary.
• Apostille / Legalisation:
  • As of 16 September 2021, Singapore acceded to the Hague Convention Abolishing the Requirement of Legalisation for Foreign Public Documents (Apostille Convention).
  • Under this regime, SAL affixes an Apostille certificate to notarised documents, replacing earlier multi-step legalisation.
  • For documents intended for non-Convention (non-Apostille) countries, further consular legalisation (by embassies) may still be required.

After the SAL affixes an Apostille, the document is generally accepted in all Contracting States without further Embassy or consular certification.
Notably, SAL now handles legalisation for all documents — a notarised document presented to SAL will receive an Apostille instead of a separate “authentication + legalisation stamp.”
SAL also provides an e-Register (online verification) to permit interested parties to verify the validity of Apostilles, notarial certificates, and e-Apostilles issued in Singapore.

IRB Law’s Full Suite of IRB / Notary / Commissioner / Legalisation Services

IRB Law offers a comprehensive range of services tailored to meet both domestic and cross-border document certification needs. Below is an expanded list (beyond what was in your initial draft) incorporating industry best practices and updated institutional procedures:

• Execution of Powers of Attorney, contracts, deeds, affidavits, statutory declarations, corporate resolutions.
• Witnessing signatures for both individuals and corporate entities, ensuring signatories have capacity and understand the document.

• Comparison of original documents with copies (birth/marriage certificates, academic transcripts, passports, NRIC, corporate documents) and certification that they are true copies.

• Tailored drafting of legal declarations or providing client templates; administering oath or affirmation.
• Ensuring compliance with both Singapore and foreign jurisdictional requirements.

• Language translation (Mandarin, Malay, Tamil, Vietnamese, etc.) followed by notarisation and subsequent apostille/legalisation.
• Particularly important for jurisdictions that require both translation and notarisation.

• Submission to SAL for apostille affixation (authentication) as per current SAL procedures (no appointment needed).
• For ACRA / corporate documents, SAL offers e-Apostille services (Open Attestation format) for documents issued from 4 March 2023.

• For recipient countries not party to the Apostille Convention, handling further embassy/consular legalization steps after SAL authentication.
• Liaising with relevant embassies, securing consular attestations, and return delivery of documents.

• For clients unable to attend in person, IRB Law may dispatch notarial staff to client premises or offices, subject to logistical constraints.
• Express, same-day or rush service (where possible) for tight deadlines.

• Remote witnessing for affidavits via video link, where foreign jurisdictions or receiving parties accept it. (Note: video witnessing is often more limited)
• Face-to-face services remain mandatory for most documents.

• Handling large-scale notarisation across portfolios or batches of documents for corporate clients (e.g., for regional expansion).
• Coordinating logistic, scheduling, batching, and delivery.

• Pre-checking documents against embassy / foreign registration authority criteria to avoid rejections.
• Post-execution assistance and corrections (where feasible).

• Advising clients on whether notarisation, apostille or legalisation is needed (some receiving parties may waive).
• Assistance with cross-border compliance, country-specific documentation standards, sequence of steps, and unusual diplomatic requirements.

IRB Law’s website confirms many of these services, including doorstep notarisation, drafting, and translation support.

Practical Process Guide: From Client Request to Final Delivery

Below is a refined, step-by-step guide enhanced with updated procedural notes based on SAL and MFA sources.

• Client reaches out via phone, email, or website, specifying document type(s), the jurisdiction(s) of use, translation requirements, and timeline.
• IRB Law assesses whether documents will be used in a Convention country (Apostille suffice) or non-Convention (requiring consular legalisation).
• A detailed quote is provided upfront, covering notarial fees, SAL authentication, translation, consular fees, courier, and incidental charges.

• Client is scheduled for in-office meeting or a mobile appointment (doorstep).
• For video witnessing (affidavits) if permissible, IRB arranges the appropriate platform, ensuring legal acceptance under the foreign jurisdiction.

• Client brings original documents, IDs (e.g. passport, NRIC, Employment Pass).
• IRB Law verifies identity, ensures completeness of documents, flags any deficiencies.

• Documents are signed/witnessed, or affirmation/oath administered.
• The Notary or CFO affixes their seal, signature, and notarial certificate (where required).
• For certified true copy tasks, IRB compares originals to copies, and certifies accordingly.

The notarised document (with notarial certificate) is presented to SAL for authentication / apostille.

• No appointment is needed. Documents are processed over the counter. l
• SAL affixes an Apostille on the notarial certificate (or composited document).
• SAL’s fee for notarial documents (authentication / apostille) is S$87.20 (inclusive of GST).
• Routine public documents (e.g. birth / marriage) have a legalisation fee (S$10.70) when no notary is involved.
• For ACRA documents issued after 4 March 2023, “e-Apostille” may apply.

• If the destination country is not a Convention party, IRB arranges consular signature or stamp from the relevant embassy in Singapore.
• The document may need to travel through multiple authorities (SAL → MFA → Embassy).
• IRB coordinates the logistics and returns the final document to the client or foreign party.

• Client collects documents in person or via courier (local or international).
• IRB may also deliver documents for an additional fee.

• The client or recipient overseas may verify the apostille or notarial certificate via SAL’s e-Register.
• If any objection or rejection arises at the receiving end, IRB provides advisory support or re-submission where feasible.

Pricing & Fee Structure (Illustrative + Industry Benchmarks)

Below is a realistic pricing framework (exclusive of GST, unless otherwise stated), drawn from public sources and IRB’s own disclosures. Use this only as a guide — actual quotes should reflect complexity, urgency, travel, translation, etc.

Importantly, IRB Law states it uses statutory notary rates and provides transparent pricing to clients.

Recent Developments & Key Highlights to Feature

1. Apostille Regime Implementation

   The move from multi-step legalisation to a streamlined apostille framework (effective 16 September 2021) is a major simplification. This should be prominently featured to reassure clients of faster turnaround and lower complexity.

2. SAL Handling All Legalisation

   SAL now serves as the exclusive authentication and apostille authority, replacing previous MFA legalisation steps for outgoing public documents.

3. No Appointment Required at SAL

   Clients may walk in to SAL for authentication / apostille. Documents are processed on the spot.

4. e-Apostille for ACRA Documents

   For corporate documents issued after 4 March 2023 under the Open Attestation format, SAL provides e-Apostille services.

5. Verification via e-Register

   Recipients can verify the authenticity of notarised / apostilled documents via SAL’s online register.

6. Remote / Video Witnessing Emerging

   Although still limited, video witnessing for affidavits or declarations is becoming more accepted in some jurisdictions. IRB Law already indicates it can offer video witnessing for affidavits.

7. Increased Demand Due to Cross-Border Activities/strong>

   With Singapore as a hub for wealth management, international business expansions, and academic mobility, demand for notarisation / legalisation services is on the rise particularly from clients in Asia, Europe, India, and Middle East.

Why Clients Should Choose IRB Law for These IRB / Notary / Legalisation Services

• One-stop full suite: From drafting, translation, notarisation, SAL authentication, to consular legalisation and final delivery, IRB Law manages every step in one place.
• Doorknock / Mobile capability: Many clients cannot visit physically; IRB’s option to provide on-site notarisation distinguishes your practice.
• Transparent fixed fees, no hidden costs: IRB uses statutory notary rates and offers upfront quotes.
• Institutional awareness: IRB’s team is up-to-date with SAL, embassy, and foreign authority requirements, minimising risk of rejection or rework.
• Speed and flexibility: IRB can accommodate urgent requests, including same-day execution, subject to capacity.
• Depth of experience: Long track record with cross-border clients, corporations, individuals, and various jurisdictions.
• Verification support: Clients and recipients can verify via SAL’s e-Register, enhancing trust and reliability.