Notary Public Invoice Template for England and Wales

When you provide notarial services in England and Wales, you need a properly structured invoice that complies with both professional regulations and tax requirements. A Notary Public Invoice template ensures you bill clients correctly while meeting the strict documentation standards required under English law. This specialized billing document goes beyond a standard invoice, incorporating specific elements mandated by notarial practice rules and VAT legislation.

When do you need this document?

You'll need a Notary Public Invoice whenever you provide notarial services to clients in England and Wales. This includes authenticating documents for international use, witnessing signatures on legal documents, administering oaths and affirmations, or certifying copies of original documents. Whether you're handling a single apostille certification or managing complex commercial transactions requiring multiple notarizations, proper invoicing is essential. The invoice serves as both a billing mechanism and official record of services provided, which is crucial for regulatory compliance and professional accountability.

Key legal considerations

Your invoice must comply with the Notaries Practice Rules 2014, which require clear identification of services provided and transparent fee structures. You must include your professional registration number and ensure all disbursements are properly itemized and justified. The Legal Services Act 2007 mandates that clients receive clear information about costs, so your invoice should break down professional fees, administrative charges, and any third-party costs separately. If you're VAT registered, you must follow VAT Regulations 1995 for invoicing, including correct VAT rates and your VAT registration number. Keep detailed records as the Notaries (Conduct and Discipline) Rules 2015 require you to maintain proper financial documentation for potential regulatory review.

Legal requirements in England and Wales

Under English law, your Notary Public Invoice must contain specific mandatory information. Include your full name, business address, contact details, and notarial registration number issued by the Faculty Office. If VAT registered, display your VAT number prominently and apply the standard VAT rate to professional fees where applicable. The Courts and Legal Services Act 1990 requires accurate record-keeping, so ensure each invoice has a unique reference number and links to your matter files. Payment terms must be clearly stated, typically 30 days from invoice date unless agreed otherwise. You must also comply with money laundering regulations by maintaining client identification records that correspond to your invoicing. The invoice should specify whether services were provided under your notarial seal and reference any relevant statutory declarations or certificates issued.