How to Notarise Company Documents in Singapore: Board Resolutions, Certificates and More

Companies expanding overseas, opening foreign bank accounts, or setting up subsidiaries are often asked to provide notarised corporate documents. This guide covers what commonly needs notarising, who should attend, and what to check before booking an appointment.

Which Corporate Documents Commonly Need Notarisation?

Overseas banks, regulators, and business partners frequently request notarised copies of:

• Board resolutions authorising a specific transaction, account opening, or appointment
• Certificates of Incorporation
• Memorandum and Articles of Association (or constitution)
• Certificates of Incumbency, confirming current directors and shareholders
• Powers of Attorney granted by the company to an individual (see our related guide on notarising a Power of Attorney)

The exact documents required depend on the purpose, whether that is opening a foreign bank account, registering a subsidiary, or completing a cross-border transaction.

Who Needs to Attend the Notarisation?

This depends on the document and what is being notarised:

• For a board resolution or company certificate, an authorised signatory of the company (such as a director or company secretary) will typically need to attend to sign in the Notary Public’s presence, or to confirm the copy against the original, depending on the notarial act required.
• For documents requiring an oath or declaration on behalf of the company, the person making the declaration must attend personally.

It is worth confirming in advance exactly who the receiving bank or authority expects to sign, since this can affect who needs to be present at the appointment.

Checking Authority and Signatories

Before notarising a corporate document, the Notary Public may need to verify that the person signing has the authority to do so on the company’s behalf. This is typically established through:

• The company’s constitution or Articles of Association
• A current Certificate of Incumbency or business profile (such as an ACRA BizFile extract)
• The relevant board resolution appointing or authorising the signatory

Having these supporting documents ready at the appointment helps avoid delays.

Originals and Supporting Documents

As with other notarisation matters, original documents or other appropriate evidence of authenticity may be required so the Notary Public can verify the relevant document or copy. For corporate documents, this often means:

• The original signed board resolution or certificate
• A recent company business profile or extract
• Valid identification for the attending signatory

If any of the required originals are held overseas or by a corporate secretarial provider, it is worth arranging for them to be available well before your appointment.

Apostille or Legalisation for Overseas Use

Once notarised, corporate documents intended for use overseas may often need further authentication:

• Apostille, where the destination country accepts apostilles under the Hague Apostille Convention (see our Apostille Singapore guide)
• Embassy or consular legalisation, where required by the destination country or receiving authority

Some receiving banks and authorities specify exactly how many stages of authentication they require, so it is worth confirming this with them before booking, particularly for time-sensitive transactions.

Frequently Asked Questions

Can a company secretary sign a notarised board resolution on behalf of the company? This depends on the company’s constitution, the nature of the document, and the specific resolution. The Notary Public may require supporting documents to verify the signatory’s authority before proceeding.

Do we need the original Certificate of Incorporation, or is a certified copy sufficient? This depends on what the receiving bank or authority has requested. It is best to check their specific requirements before the appointment.

How long does notarising corporate documents take? The appointment itself is usually completed within a reasonable timeframe, but apostille or embassy legalisation afterwards can extend the overall process, so it is worth planning ahead for time-sensitive matters.

Can multiple corporate documents be notarised in a single appointment? Generally yes, provided the required original documents, supporting materials, and any authorised signatories are available at the appointment.

Discuss Your Corporate Document Requirements

Our team can help confirm which corporate documents need notarising, who should attend, and what further authentication may be required.

WhatsApp/Phone: 9692 2522
Email: enquiry@tanleeandchoo.com.sg
Hours: Mon – Fri, 9:30am – 5:00pm
Address: 1 Park Road #04-04, People’s Park Complex, Singapore 059108