NOTARY PUBLIC AND LEGALISATION IN MALAYSIA (SIMPLE GUIDE)

 NOTARY PUBLIC AND LEGALISATION IN MALAYSIA (SIMPLE GUIDE)

What is Document Legalisation?

Document legalisation is a process that makes your Malaysian documents officially accepted in another country.Because Malaysia is not part of the Apostille system, you must go through 3 steps:

1. Notarisation

2. Ministry of Foreign Affairs (Wisma Putra) verification

3. Embassy authentication

This creates a chain of trust so foreign authorities know your document is genuine.

DOCUMENTS COMMONLY REQUIRED FOR LEGALISATION, inter-alia:-

• Power Of Attorney, Affidavit, Statutory Declaration, Authorization Letter.

• Single Entry Visa application Letter of Support.

• Overseas Citizen of India (OCI) naturalization documentations and Affidavits.

• Documents for Application for loan in India and other countries.

• British Birth and marriage Certificates for National Registration Department (JPN) Malaysia.

• Medical Reports, Medical Certificate (MC) from Private Hospital 

• Personal Documents

• Birth or marriage certificates

• Divorce or death certificates

• Academic certificates (degree, transcripts)

👉 Example: Studying, working, or getting married overseas

• Business Documents

* Company registration (SSM)

* Contracts or agreements

* Power of attorney

* Trade documents

👉 Example: Expanding business overseas

• Legal Documents

* Affidavits

* Court orders

* Statutory declarations

👉 Example: Using documents in foreign court cases

STEP-BY-STEP PROCESS

STEP 1: NOTARISATION (NOTARY PUBLIC)

A Notary Public (lawyer) will attest your documents as instructed which include: -

1. To Certify True Copy of the Original

2. To authenticate the authenticity of the Documents

3. To attest the signing of documents esp for documents which require it to be signed before an attesting officer (Notary Public).

4. And any other instructions which relate to the Notarial acts.

STEP 2: WISMA PUTRA (MOFA) ATTESTATION

This is the Malaysian government verification step.

What they do:

Confirm the notary’s signature OR

Confirm the original government document.

What to bring:

Original document

IC or passport

Cost: RM10 or RM20 per document (depending on type of documents)

Processing time: Usually same day

⚠️ Important: Only original documents are accepted (no photocopies)

STEP 3: EMBASSY AUTHENTICATION

Final step: the destination country’s embassy verifies your document.

What to do:

Go to the embassy of the country you’re dealing with

Book appointment (if required)

Submit document with Wisma Putra stamp.

Requirements:

Original document

Identification card OR SSM (Company’s Registration Search) if any,

Application form (if needed)

Payment

Cost: Varies widely (RM20 to a few hundred) (depending on the fees charged by the Respective Embassy.

Processing time:

Same day to 3–5 working days

Important Tips

✅ Always check embassy requirements first

✅ Do NOT remove staples or stamps on documents

✅ Use certified translators if translation is needed

✅ Prepare extra copies if needed

Simple Summary

To use a Malaysian document overseas:

👉 Step 1: Notary Public (if required)

👉 Step 2: Wisma Putra stamp

👉 Step 3: Embassy authentication

Once all 3 steps are done, your document is valid overseas ✅

CAN A COMMISSIONER FOR OATHS BE A WITNESS OF A PERSON'S EXECUTION OF ANY AGREEMENT OR CERTIFY A DOCUMENT AS THE TRUE COPY OF THE ORIGINAL?

 

There were clients came to our office requiring services for Commisioner For Oaths to witness the execution of agreements and to certify documents to be used in Malaysia. However, witnessing execution of any agreements, letter or documents and to certify a document are not the functions of Commissioner For Oaths.

For the execution of the agreements, letters or documents, there are exceptions. The Commissioner for oaths can witness the execution of the following:-

1. Form 1 and 2 under Sect 3 (1st schedule) of the Power Attorney Act 1949

2. Money lending Agreement under Section 27(1) Moneylenders Act 1951

3. Guarantee Agreement under Section 22 of the Hire Purchase Act 1967

4. Memorandum and Title under Section 97(1), of the Sabah Land Ordinance. (cap 68)

5. Certificate under Section 84(2) of the Legal Profession Act.

However, as an Advocate & Solicitor, we can witness the execution of any agreements, documents or letters and to certify a document. The remuneration of the services is provided under para (a), (b) and (n ) of the Fifth Schedule [paragraph 2(e)] Solicitors Remuneration Order 2005.

WHAT IS THE DUTY /FUNCTION OF A NOTARY PUBLIC?

 

Based on the Notaries Public Act, a Notary Public’s powers and functions are similar to notaries public in England where the primary functions are to authenticate and attest documents which are to be used overseas (outside Malaysia) since Notaries Public are internationally recognized.

Briefly, a Notary Public may:-

• witness the execution of any agreement and letter;

• certify true copy any documents including passports, identity documents, birth certificate,    marriage certificate, academic transcript, bank statement, proof of address vide utility bills etc;

• authenticate and attest documents including the issuance of Notarial Certificate or Form of Authentication;

• administer any oath or affirmation of any affidavit or statutory declaration for the purpose    of being used in any court or place OUTSIDE of Malaysia. However, an important exception to what a Notary Public can do is to administer any oaths and affirmations for use in any court WITHIN. 

Ref: dwc.com.my

PERLANTIKAN NOTARI AWAM/NOTARI PUBLIC

Mulai 1 Mei 2021, Tetuan Hamidi & Farid telah bertapak di Putrajaya bagi mengembangkan cabang perkhidmatan guaman kami di alamat : Bazaar@8 Block B-13 (B), 1st Floor, Jalan Seluang P8/7, 62250 Putrajaya. Lokasi pejabat kami di Putrajaya: https://g.co/kgs/BRnG5S

Rakan Kongsi kami En Mohd Farid Bin Ismail telah dilantik sebagai Pesuruhjaya Sumpah Kategori Peguambela dan Peguamcara di Putrajaya yang menjalankan Amalan bermula dari 1 Jun 2021.

Begitu juga, En Mohd Farid telah dilantik pada 4 Mei 2021 sebagai Notary Public/Notari Awam. 

Putrajaya dan kawasan sekelilingnya termasuk Cyberjaya, Sepang, Bandar Baru Bangi dan lain-lain kini telah membangun dengan pesat dan kawasan-kawasan ini sangat berhampiran diantara satu sama lain. 

Kami percaya dengan perkhidmatan-perkhidmatan yang ditawarkan selain daripada khidmat guaman untuk litigation dan conveyancing akan memudahkan masyarakat setempat untuk menjalankan urusan-urusan yang memerlukan perkhidmatan-perkhidmatan tersebut.

Sila berhubung dengan En Mohd Farid Ismail di no 0193808703 sekiranya ingin mendapatkan perkhidmatan-perkhidmatan seperti yang dinyatakan diatas.