Notaries Act: Maintaining Trust and Integrity of Documents

Notarial services are essential for verifying and ensuring the security of legal and commercial transactions. In today’s legal and business landscape, they play a crucial role in preventing fraud, ensuring the validity of documents, and facilitating international transactions. The Notaries Act of 1952 governs this important function within the legal and corporate framework.

The Notaries Act of 1952 outlines the appointment and duties of notaries. The Act delineates the prerequisites and procedures for their appointment, defines their authority and responsibilities, establishes guidelines for maintaining notarial records, and specifies the consequences for any misconduct by a Notary. This Act holds significant importance as it upholds the authenticity and legitimacy of various documents, particularly those related to legal, commercial, and financial activities.

Notaries Act of 1952

Notaries originated in Ancient Egypt and Rome. Notaries were scribes or people with legal knowledge and were in charge of documenting and verifying various transactions, such as property transfers, and wills. Seals and stamps were used to attest the legitimacy of papers. In India, the implementation of notarial services gained traction during the nineteenth and twentieth centuries in response to the expansion of legal systems.

This step was crucial to guarantee the precision and trustworthiness of legal proceedings. Consequently, laws and regulations pertaining to notarial practices emerged, including India’s Notaries Act of 1952. This Act delineates the criteria and responsibilities of notaries, contributing to establishing a reliable legal framework.

The Notaries Act of 1952 received assent on August 9, 1952, to regulate the profession of notaries across India. This Act is applicable throughout the country. As defined in Section 2(d) of the Notaries Act 1952, the term “Notary” refers to an individual appointed under this Act. Additionally, following the Act’s enforcement on February 14, 1956, the Act initially included individuals who had previously been appointed as notary authority under the Negotiable Instruments Act of 1881 and were actively practising as notaries anywhere in India before the Act’s implementation. This provision remained effective for the first two years from the Act’s commencement.

Who can appoint a notary?

Under Section 3, the Central Government can appoint notaries for the entire country or some areas. Similarly, State Governments can appoint notaries for the state or specific areas within the state.

Registering Names and Issuing Certificates Under Notaries Act, 1952

Section 5 of the Notaries Act of 1952 describes the Registration and Certification of Notaries.

A notary can practise by paying the prescribed fee to the respective government that appointed them. After payment of fees:

• Their name is recorded in the register maintained by that government, as per Section 4.
• They will receive a certificate authorising them to practise for 5 years from the date of issuance.
• The government that appointed the notary after receiving an application can renew the notary’s practice certificate for 5-year periods after the payment of the prescribed fee.

Yearly Publication of Notary Lists Under the Notaries Act, 1952

The publication of a list of notaries annually is given under Section 6 of the Act:

• Every year in January, the central and state governments will release an official list in the Gazette.
• This list will include the names of notaries appointed by the respective government who actively practise at the start of that year and any specified information about these notaries as outlined by regulations.

Seal of Notaries Under the Notaries Act of 1952

Section 7 describes the notary seal as follows:

• Every notary must possess and use a seal with a specific form and design as given by regulations in the course of their duties.
• This seal is used to authenticate and validate documents and serves as an official mark of the notary’s authority.

Functions of Notaries

Under Section 8, the functions of notaries are as follows:

1. A notary can verify, authenticate, certify, and attest to the execution of documents.
2. A notary can present promissory notes, hundis, or bills of exchange for acceptance, payment or request better security.
3. A notary can record or protest instances of non-acceptance or non-payment of promissory notes, hundis, or bills of exchange. He/she can also request better security per the Negotiable Instruments Act of 1881. This includes serving notices related to such events.
4. A notary can create documents and reports, such as ship protests, boat protests, or protests regarding demurrage and commercial matters.
5. A notary can administer oaths or take affidavits from individuals.
6. A notary can draft various commercial documents such as bottomry and respondentia bonds, charter parties, and other business-related papers.
7. A notary can create, verify, or authenticate documents that are meant to be legally effective in foreign countries. This is done by ensuring that such documents adhere to the laws of the respective jurisdiction.
8. A notary can translate documents from one language to another and verify the accuracy of the translation.
9. A notary can also act as a Commissioner to record evidence in civil or criminal trials when a court or authority directs them.
10. A notary can act as an arbitrator, mediator, or conciliator if required in a dispute.
11. A notary can perform any other action specified by regulations.

These acts are considered notarial acts only when a notary carries them out under their official signature and seal.

Prohibition on Practising Without Certificate

Section 9 of the Act prohibits notarial practice without certification.

• A person must hold a valid Practice Certificate, which is issued under Section 5.
• If they do not have such a certificate, then they are prohibited from practising as a notary or performing any notarial acts using the official seal of a notary.
• This restriction does not apply to the presentation of promissory notes, hundis, or bills of exchange for acceptance or payment when done by a notary’s clerk on behalf of the notary.
• For the 2 years after this Act came into effect, such a person is exempted under this section. This exemption period is computed differently for the State of Jammu and Kashmir based on when this Act became effective in that region.

Removal of Names from the Register

Section 10 of the Act describes a procedure in which a person can be removed from notaries. The government that appoints a notary has the authority to remove the notary’s name from the Register maintained under Section 4 if any of the following conditions are satisfied:

• If the notary voluntarily requests removal.
• If the notary has failed to pay the prescribed fee.
• If the notary is an undischarged insolvent.
• If the notary has been found guilty of professional or other misconduct, as determined through a proper inquiry, and if the government deems them unsuitable to continue practising as a notary.
• If a court convicts the notary for a crime involving moral turpitude.
• If the notary does not renew their practice certificate.

Conclusion

The Notaries Act of 1952 remains relevant in contemporary times as it continues to play a pivotal role in ensuring document integrity, preventing fraud, facilitating international transactions, and providing legal credibility to various documents. Its enduring importance underscores its significance in upholding the rule of law and safeguarding the rights and interests of individuals and businesses in the modern world.

Digital signatures and blockchain technologies could revolutionise notarial services. The use of digital notarisation techniques may spread, decreasing paperwork, and expedite procedures. Notaries may provide more services than what they typically do as per one of their functions under Section 8. They can be more involved in mediation, dispute resolution, or online dispute platforms.