Notary Services FAQs

Documents must be drafted prior to your arrival and be ready to be signed. Refrain from signing any document until you are in front of the notarizing officer. The notarizing officer will only certify the signature of the person signing the document. A valid government-issued ID with photo must be submitted for each person signing the document. Venezuelans will be required to present either their national IDs (cédula) or passports; U.S. citizens will be required to submit a U.S. driver’s license, passport, or passport card

The notarizing officer will not notarize more than three signatures (excluding witnesses unless otherwise required) per appointment. If you need additional notarized signatures, you must make the required number of appointments. Multiple appointments can be made the same day.

The Consular Section does not provide any legal assistance, nor does it prepare or recommend any format for legal documents. Any document for notarization needs to be drafted by someone who will take into account the requirements of the U.S. jurisdiction where the document is intended to be used. Each U.S. state has different requirements for drafting legal documents. All documents need to be filled out and complete, but cannot be signed in advance.

Documents for notarization will be accepted in English and Spanish. However, the jurisdiction of where the document is intended to be used may require a specific language. There is no reimbursement for documents that are rejected by a jurisdiction.

In Venezuela, translations must be signed and sealed by a certified translator commonly known as Intérprete público. The list of certified interpreters is published on Ministry of Foreign Affairs’ website which is available at http://www.mpprij.gob.ve/. The Embassy has no preference for any of the translators on this list. The Consular Section keeps no records of the signatures of the interpreters for the purposes of its notarial services. For authentication of signatures on translations, the translator must be present, submit a valid government issued ID with a photo, such as a passport or Venezuelan cédula, and present the Official Gazette or ID certifying the translator’s capacity.

Note that the notarizing officer notarizes English and Spanish documents only. In order to execute the notarization, the notarizing officer must verify that the person signing the document understands the full content of the document intended to be signed. When notarizing a translation, the notarizing officer is not certifying that the translation is true and correct. Instead, the notarizing officer simply certifies the signature of the translator who claims to have translated the document.

For information on how to obtain an apostille issued by the Venezuelan Ministry of Foreign Affairs’s Legalization Section, please visit: http://citaslegalizaciones.mppre.gob.ve/

The Consular Section does not provide certified copies; except for those documents that will be used with the Internal Revenue Service (IRS), such as W-7 or W-8 forms for obtaining a U.S. tax identification number. Birth, death, and marriage certificates, school transcripts, court files, passports, and U.S. bank forms for the opening of accounts are examples of documents that cannot be authenticated. Certified copies in some cases are considered legal documents. Note that when the notarizing officer notarizes a document, the officer authenticates the signature of the applicant; the officer does not vouch for the content or authenticity of the signed document.

The Consular Section does not authenticate documents issued in the United States for their use in Venezuela (birth, death, marriage, or divorce certificates and academic transcripts or diplomas). A certified document with apostille is needed for the document to be valid. An apostille must be requested from the authority in the state or territory where the document was issued, usually the Secretary of State of the state.

Records of a marriage or divorce are not kept at the Embassy.

The document does not require the signature of the drafting attorney.

You may obtain the W-7 or W-8 forms at www.irs.gov. The completed form must be submitted along with an original passport that we will photocopy to guarantee a true copy: biographic information page, validity extension page (if applicable), the visa page (if applicable). The Embassy requires a single copy per page leaving space for the notarizing officer’s seal.

When notarizing documents on behalf of a company, proof of the signer’s authority to act on behalf of the company must be submitted, including Articles of Organization (original and copy). In the case of companies registered in the State of Florida, you may submit a copy only as the state keeps updated records on the following website: https://dos.myflorida.com/sunbiz/.