Terms of Business
TERMS AND CONDITIONS OF BUSINESS FOR NOTARIAL WORK
This document sets out the terms upon which I, Gregory Mappledoram, will act on your behalf as an independent Notary. My contact details are set out on my website www.notary.uk.com including my telephone number and my email address.
By instructing me on any notarial matter you expressly agree to these terms and conditions to the exclusion of all other terms and conditions, including if you are a corporate client, your own standard terms and conditions of doing business.
1. Instructions
You are asked to supply clear instructions, including all relevant background information and supporting documents, at the outset and as the matter continues. Companies should nominate one individual who is authorised to give instructions on the company’s behalf in relation to each matter.
It would be helpful and will save time, expenses, and mistakes if, as long before the appointment as possible, you can let me have by email the originals or photocopies of:
- The documents to be notarized;
- Any letter or other form of instruction which you have received about what has to be done with the documents;
- Your evidence of identification.
2. Signatures
The Notary should normally witness your signature. Please do not sign the document in advance of your appointment with me.
3. Identification
I will need you to produce by way of formal identification the original of (in preferred order):
- Your current passport (or, if not available);
- A current new driving licence (with photo) or national identity card
If neither of the above are available, then you must bring with you a current government or police issue certificate bearing a photo or other formal means of identification.
In addition you must also bring evidence of your current residential address, such as a utility bill, credit card or bank statement showing your current address which should not be more than 3 months old or council tax bill.
You must also bring any other means of ID which may be referred to in the papers sent to you as being required such as a foreign Identity Card. I may also ask to see further evidence of identity such as marriage certificates etc. and will advise you of this if necessary.
Proof of names: In a case where the name on the document is different from the name you are currently using, or there has been a variation in the form of spelling of the name over the years, please provide me as appropriate with Certificates of Birth, Marriage or Divorce Decree of Change of Name Deed showing all the different names that you use. If there has been a change of name, then I will need to see a copy of the Deed Poll or Statutory Declaration which dealt with it.
4. Advice on the Document
If you bring a document to me for authorisation as a Notary, I will advise you as to the formalities required for completing it. However, I will not be attempting to advise you about the transaction itself.
5. Companies, Partnerships etc.
If a document is to be signed by you on behalf of a company, a partnership, a charity, club or other incorporated body, there are further requirements on which I may have to insist. Please be prepared for these and telephone with any point of difficulty before attending on the appointment.
In each case please provide:
- Evidence of identity of the authorised signatory (as listed above).
- A copy of the current letterhead (showing the registered office if it is a company).
- A Letter of Authority, Minute, Resolution or Power of Attorney, authorising you to sign the document.
Additionally, companies: Certificate of Incorporation and of any Change of Name, A copy of the Memorandum and Articles of Association Details of Directors and Secretaries. In all instances I will be carrying out various company searches, which will may have an effect on the level of fees charged.
Additionally, partnerships, clubs, etc: A Partnership Agreement; or relevant Trust Deed; or Charter; or Constitution/Rules.
6. Written Translations & Oral Interpreter
It is essential that you understand what you are signing.
If the document is in a foreign language which you do not understand sufficiently, I may have to insist that a translation be obtained. If I arrange for a translation, a further fee will be payable and I will provide you with details of this.
If you arrange for a professional translation, the translator should add his/her name, address, relevant qualification, and a certificate stating: “Document X is a true and complete translation of document Y, to which this translation is attached.”
If you and I cannot understand each other because of a language difficulty, we may have to make arrangements for a competent interpreter to be available at our interview and this may involve a further fee.
7. Fees
Fees are generally assessed on a fixed fee basis, but I reserve the right to assess any notarial work requested on a time spent basis depending on the nature of the notarial act and services required.
Fees that are levied by reference to the time spent on the matter will be on the basis of an hourly charging rate. Details of the hourly rates applicable to any particular matter are available on request. Rates are reviewed from time to time. Detailed records of all time spent on each matter are kept.
Fees for work that are undertaken on a fixed fee basis will depend on the documents to be notarized and services required. In accordance with Notarial practice guidelines, (which stipulate that fees should be fair and reasonable having regard to all the circumstances of the case), my fees may also include an additional element reflecting other factors including value, importance, speed, complexity or special skills, assistance with obtaining legalisations and authentications.
Some documents require legalisation before they will be accepted for use in the receiving jurisdiction by obtaining an apostille through the UK Foreign Commonwealth & Development Office (FCDO) and, for some countries, additional legalisation is required through the relevant embassy or consulate.
Where assistance is requested for obtaining the apostille or any other consular legalisation, then an additional handling fee for attendance at the FCDO or any consulate wil be applicable in addition to my notarial fees, including any expenses, fees or disbursements incurred in dealing with the matter.
If instructions are terminated for any reason, a charge will be made for all work carried out up to the date of termination.
Separate charges are made for any disbursements or expenses (including transaction fees) incurred on your behalf or as a result of carrying out any part of the instructions for you. In addition, you will be charged for any fees and expenses that I incur on your behalf and these will be discussed with you prior to incurring the same, where possible. These may include but are not limited to: company search fees, verification fees, Foreign & Commonwealth & Development Office fees, embassy fees, transaction fees, courier fees, agent fees, postal fees and translator’s fees etc. depending upon the nature of the work you ask me to carry out.
Costs are also charged in relation to preparatory and drafting work, correspondence, facilitating or obtaining any legalization required (either at the FCDO or any Embassy) travel time and attendances. If an appointment is postponed more than twice then I reserve the right to levy a fee for any additional appointment scheduled.
If an appointment is postponed more than twice then I reserve the right to levy a fee for wasted time and costs and for any additional appointment scheduled.
I am currently not registered for Value Added Tax (VAT) and expenses and disbursements will be charged gross.
My fees will cover advising you on the telephone or by email in advance of our meeting, time spent at the meeting itself and for attending to any further formalities that need to be observed to properly notarise and/or legalise your documents.
I reserve the right to ask for money to be paid in advance of disbursements to be made or expenses to be incurred.
Occasionally unforeseen or unusual issues arise during the course of the matter which may result in a revision of my fee estimate. Examples of this could include where additional documents are required to be notarised, additional translations or legalisations are needed to meet the requirements of the receiving jurisdiction, third party fees are adjusted to reflect external factors, agency fees and price changes and so on. I will notify you of any changes in the fee estimate as soon as possible.
My fees can be paid by credit or debit card, QR Payment or BACS payment. Currently I accept any credit or debit card that displays a Visa, VPay, MasterCard, Maestro or American Express logo.
All card payments are processed by SumUp. SumUp is an authorized payment institution regulated by the Financial Conduct Authority. There is a 1.69% charge per card transaction which applies to all transactions placed through your Visa, VPay, MasterCard, Maestro or American Express card. Unless otherwise stated my fee includes this transaction fee.
8. Estimates
Except in the most routine cases, it is difficult to estimate how many hours of work will be required to complete a matter, bearing in mind the variety of circumstances that may arise. However, guidance as to likely costs will be given, where possible, on request. Any estimates given will be based on the information available at the time and, although given in good faith, will not be binding. Variations in the instructions given, including requests for additional work or unexpected developments and/or inexperience, incompetence, or lack of co-operation on the part of other parties or their advisers may increase costs.
9. Invoices
Fees are always due for settlement on completion of work and prior to release of completed documentation, or simultaneously on release of documentation, unless agreed otherwise with me. Invoices are delivered for all work carried out, expenses incurred and disbursements made during the conduct of a matter.
Invoices must be settled immediately on presentation of my invoice.
Any queries concerning an invoice should be raised immediately upon receipt and in any event no later than three (3) working days after receipt, failing which the invoice is deemed accepted by you. In the event of payment not being made as requested, I reserve the right to decline to act any further on behalf of you and/or to exercise a lien on any papers or documents of yours which are in my possession, until payment has been made in full.
Where by prior arrangement invoices are not to be settled immediately on presentation the invoices must be settled within seven (7) days or, if requested, immediately if further work on the matter is required.
Unpaid overdue invoices shall attract statutory interest in accordance with commercial late payment terms under the Late Payment of Commercial Debts (Interest) Act 1998 (“LPCDI Act”). The reference rate under the LPCDI Act is the prevailing Bank of England base rate at the time the debt becomes due.
In addition to the application of statutory interest on overdue invoices, all reasonable debt recovery costs incurred in recovering the amount due under an outstanding invoice, including any statutory compensation, will be added to the debt due for that invoice. For multiple overdue invoices, each invoice is treated separately for compensation purposes.
You agree that the terms implied by the LPCDI Act shall apply after any judgment as well as before any judgment.
If for any reason the LPCDI Act does not apply, interest shall be payable on overdue amounts at 8% over the Bank of England Base Rate from time to time.
Any reference to the LPCDI Act is also a reference to any amendment, modification, or re-enactment of it.
Where an invoice is outstanding for more than thirty (30) days from issue I reserve the right to assign the invoice to a debt collection agency for recovery of the outstanding fees, including accruing interest, compensation and recovery costs.
Without prejudice to my right to claim costs under the LPCDI Act, if for any reason any payment is not made when due I reserve the right to be paid on an indemnity basis any costs I incur in recovering any money due under these contractual terms and conditions (and the costs of recovering such costs) including my administrative costs and any costs incurred with lawyers or debt collection agencies. My administrative costs may include my costs or the costs of employing the staff concerned and the overheads attributable to them for the time spent. In calculating my administrative costs credit will be given for any compensation due under the LPCDI Act.
10. Liability for payment of fees
Where you request that an invoice is to be paid by a third party on your behalf (and such third party has provided confirmation of their willingness to pay my notarial fees) and such third party does not pay the invoice within seven (7) days of issue of the invoice, you as the instructing client will immediately become liable to discharge that invoice.
Where I accept instructions from a limited company, I may require personal guarantees in relation to its fees and disbursements from appropriate directors or shareholders (or other individuals or companies) at any stage in the transaction.
Where the person instructing me does so on behalf of two or more persons, each of those persons shall be jointly and severally liable to me for the obligations imposed by these terms.
Where an appointment has been arranged with me and you fail to attend the appointment at the designated date and time, you as the instructing client will be charged for any expenses incurred and a fee equal to an hour of my professional time in addition to my fees for any work undertaken on your matter up to the date of the appointment, based on my hourly rate.
11. Termination of instructions / retainer
Termination / Your Right to Cancel: You may terminate your instructions to me in writing at any time by giving me reasonable written notice, but you will be charged for any costs and disbursements incurred and my fees for any work undertaken on your matter, up to the date of the termination, based on my hourly rate.
In the event of payment not being made for an invoice or on account as requested, or in the event of your insolvency or if a conflict of interest becomes apparent or if you fail to instruct me properly, I may decline to act any further on your behalf.
Consumer Cooling Off Cancellation Period –Consumer Contracts Regulations 2013 (“CCR”):
Where the CCR apply (typically where you are an individual consumer and my contract with you was concluded either at or following a meeting with you or by a form of distance communication) you have a cancellation period of 14 days after the date you sign my retainer letter or the date on which you continue to give me instructions, whichever is earlier.
You can cancel your contract within the cancellation period by giving me a clear statement and I will reimburse all payments received from you by the same method that you used, at no cost to you, without undue delay, and not later than 14 days after the day on which you inform me of the cancellation.
Termination by me: I reserve the right to terminate my engagement by you if I have good reason to do so, for example, if you do not pay a bill or comply with my request for a payment on account or you fail to give me the co-operation which I am reasonably entitled to expect.
12. Quality of service and complaints
It is my aim to provide a good service to everyone. If you have cause for dissatisfaction or complaint you should notify me immediately in writing by email to gregory@notary.uk.com. If you are not satisfied that I have adequately dealt with your complaint, then the matter can be raised with the Notaries Society. The Notaries Society complaints procedure can be found on the back of your invoice and on my website www.notary.uk.com. under the Complaint tab. An additional copy can be provided on request.
13. Anti- Money Laundering & KYC compliance
I operate money laundering reporting procedures as required by law whereby, in the event of any suspicion of money laundering, information will be revealed to the appropriate authorities.
I am also required to satisfy KYC regulations and as such at each meeting you will be asked to produce a current valid passport or other recognised photo identification to confirm your identity as well as evidence of your residential address (utility bill or bank statement will serve for this purpose). If you are signing the document in your capacity as a director, company secretary or other representative of a company, I will require evidence of your status and authority to act. This can be achieved either by my undertaking a company search (for which you may be charged a reasonable fee) or by you providing a copy of the company’s authorised signatory book, or statutory books and a copy of the latest filed annual return.
14. Professional Indemnity and Limitations on Liability
I accept no liability for any loss (including, but not limited to, damages, costs and interest) to you or any other parties, whether in contract, tort (including negligence) or otherwise, in relation to any matter in the absence of specific written agreement by me to the contrary referring to these terms and signed by myself. My total aggregate liability to you for the services provided shall in no way exceed the invoiced amount for those services provided. In the event of any claim for professional negligence I shall in no way be liable to you in excess of the amount of my professional indemnity insurance cover in place from time to time. The present mandated cover is limited to an amount of £1,000,000. Specific cover for higher limits may be obtainable in certain circumstances at your expense.
The amount of any liability is to be reduced so far as may be appropriate to take account of the degree of responsibility of any other professional or other advisers whom you have consulted in relation to the matter as if I had successfully claimed contribution from them under the Civil Liability (Contribution) Act 1978 taking no regard for any limitation agreed between you and such advisor, and they had the resources to meet the same, provided that I shall not be obliged to make or pursue any such claim for contribution.
No liability whatsoever will be accepted on my part in relation to any loss, damage or liability whatsoever caused directly or indirectly to any party other than the person/organisation for whom I have agreed to act in connection with the relevant matter. No third party shall have any right to enforce any contract by me to provide advice or services or to rely upon any advice given or opinion expressed by or on behalf of me. The application of any legislation conferring on third parties contractual or other rights, including the Contract (Rights of Third Parties Act 1999) shall be excluded insofar as permitted by law.
In any event, no liability whatsoever will be accepted on my part where such liability either arises from any instructions or information given by you or by any third party being false, fraudulent, incomplete, inaccurate or incorrect; or where such liability is for any indirect, economic or consequential loss or damage, costs, expenses or other claims for consequential compensation whatsoever or howsoever caused which arise out of or in connection with the services provided by me, or for loss of profit, loss of business, loss of data, depletion of goodwill or loss occurring in the normal course of business or otherwise.
All searches of the applicable Register of Companies carried out by me are affected using the corresponding Registrar of Companies' on-line services. To the extent that the Registrar or other provider does not accept responsibility for any inaccuracies or omissions arising from use of the on-line services, I accept no responsibility or liability arising from reliance upon the results of such searches, if they should subsequently be found to be inaccurate or incomplete.
No liability will be accepted for any claim first brought outside the United Kingdom.
These limitations will apply notwithstanding any express or implied term of business or any collateral agreement or warranty, whether express or implied.
I am insured under a professional indemnity policy for an aggregated amount up to £1,000,000.
15. E-mail Correspondence
It is my policy to use e-mail wherever possible. Where you have provided me with an e-mail address, e.g., by sending an e-mail, I will assume that I may use that address for the sending of unencrypted, sensitive or confidential correspondence or documents to you. I may also, during the course of a matter, send unencrypted, sensitive or confidential information to other persons involved, unless specifically requested by them or you not to do so. All e-mails sent by me and attachments thereto should be scanned for viruses by the recipient.
16. Confidentiality
I attach great importance to dealing with your affairs in strict confidence. However, the professional body regulating Notarial practice has rights of inspection to ensure good practice and conduct.
17. Force Majeure
I will not be liable for any loss or damage arising as a direct or indirect result of the supply of services being prevented, hindered, delayed or rendered uneconomic by reason of circumstances beyond my control, including but not limited to Act of God, war, riot, strike, lock out, trade dispute or labour disturbance, accident, breakdown of machinery or equipment, fire, flood, storm, pandemic or epidemic circumstances, or difficulty or increased expense in obtaining information or services of any description.
18. Foreign Law
I do not advise on foreign law but act solely in an evidential, authentication capacity.
19. Data Protection
I am required to comply with Data Protection law and regulations. I am registered as a data controller with the Information Commissioner’s Office. Your personal data may be used and disclosed to third parties in the course of providing services to you and for regulatory purposes. I am also required to maintain personal data for regulatory and insurance purposes for a period of time after conclusion of provision of services to you. Some clients' files (and personal data therein) may occasionally be made available on a confidential basis to an external quality assessor or auditor. I reserve the right to carry out such credit or other searches in respect of you as considered appropriate.
Notarial Records and Data Protection: When I carry out my work for you, I am required to make an entry in a formal register, which is kept by me as a permanent record. I will retain a copy of the notarised documentation with that record. Personal data received from clients is held securely and not capable of being accessed externally. Data collected as part of notarial records is used solely for the purposes of meeting my professional legal responsibilities as a Notary Public.
My Privacy Notice details the primary terms under which I will collect and process your personal data. Please see the tab on my website titled Privacy for this Privacy Notice. A copy of this policy is also available on request.
You shall and you hereby agree to indemnify me, my notary business and its affiliates and their officers, employees, agents and subcontractors (each an “Indemnified Party”) from and against any claims, losses, demands, actions, liabilities, fines, penalties, reasonable expenses, damages and settlement amounts (including reasonable legal fees and costs) incurred by any Indemnified Party arising out of or in connection with any breach by you of the warranties provided below.
In relation to personal data subjects you warrant on a continuous basis that:
(a) where applicable, you are authorised to share such personal data with me in connection with the notarial services and that wherever another data subject is referred to, you have obtained the explicit and demonstrable consent from all relevant data subjects to the inclusion and use of any personal data concerning them;
(b) to the extent this is required in connection with the notarial services, such personal data is accurate, complete and up to date; and
(c) either you provide your explicit consent and warrant that each data subject has provided explicit consent for the transfer of personal data to foreign organisations in connection with the notarial services, or that an alternative legal gateway for such transfer (such as transfer necessary for the conclusion or performance of a contract concluded in the interest of the data subject) has been satisfied.
20. Governing Law and Jurisdiction
The terms and conditions of our arrangement and the provision of these Terms of Business shall be governed by English law and shall be subject to the exclusive jurisdiction of the English courts in the case of any dispute. If any provision of these terms is held by any court or other competent authority to be void or unenforceable in whole or part, these terms shall continue to be valid as to the other provisions thereof and the remainder of the affected provision.
21. Use of Technology, Devices and Artificial Intelligence
To the extent that I use any automated decision-making technology, including artificial intelligence, in the course of my services, I do not rely upon the same without human intervention.
Before using any new technology including artificial intelligence, I carry out an appropriate risk assessment to ensure that your rights are not adversely affected by the same.
Please refer to my AI Policy for further provisions around my use of artifical intelligence. A copy of this policy is available on request.
22. General
As an employed solicitor and notary and not a notary working as a solicitor in private practice, I am currently not able to meet clients at my office during normal business hours. I may use the facilities of a managed services office such as a Regus office, WeWork or Mindspace office, or make such other arrangements for appointment purposes and on making an appointment I will provide you with full details of where the appointment will take place.
I generally undertake notarial appointments outside of normal office hours and on Saturdays but for urgent assistance alternative arrangements can be made.
I am happy to visit you to deal with a notarial appointment, but I reserve the right to charge you for the time spent travelling to and from your premises or other location at my hourly rate plus any travel costs including car park charges (where applicable).
I will keep a copy of the document that I notarise for you. I also maintain a register of names and addresses of my clients, along with copies of documents provided for identification purposes, but this information is maintained by me and in accordance with (i) the Notarial Practice Rules and (ii) my Data Protection Policy. No information retained by me as part of my Notarial Practice is passed to any third party. On my death my notarial records will pass to a successor notary. Further details of my service and my Data Protection Policy can be found at www.notary.uk.com.
These Terms and Conditions are effective from February 2026 and are in substitution for all previous Terms and Conditions issued.
