Proof of Address for Notarisation in the UK: Complete Guide (2025 Update)
Learn everything about acceptable Proof of Address documents for notarisation in the UK. Wharf Notaries explains what documents are valid, how recent they must be, and what to bring to your appointment
Proof of Address for Notarisation in the UK: What Counts and Why It Matters
When you visit a notary in the UK, you will always be asked to provide proof of identity and proof of address. This is not just a formality — it is a legal and regulatory requirement that helps protect you, the notary, and the foreign authorities relying on the documents.
In this guide, Wharf Notaries explains everything you need to know about proof of address for notarisation:
– which documents are acceptable,
– how recent they must be,
– what to bring to your appointment,
– and how the rules connect to money-laundering regulations and overseas legalisation.
“Notaries must verify both your identity and address to ensure your documents can be trusted and accepted internationally.”
Why Proof of Address Is Required
Notaries are regulated professionals under the Faculty Office of the Archbishop of Canterbury and are subject to the same anti-money-laundering (AML) requirements as solicitors and financial institutions.
To comply with these obligations, notaries must confirm two things about every client:
-
Proof of Identity — usually a passport or UK driving licence.
-
Proof of Address — a document showing your current residential address, issued by a recognised organisation.
These checks prevent fraud, protect against identity misuse, and ensure that foreign authorities will accept your notarised documents without challenge.
If your document will be sent abroad, the receiving country may have its own additional requirements — your notary will advise if any further authentication is needed (for example, Apostille or Legalisation).
Legal and Regulatory Background
The standards for proof of address in the UK are derived from several key sources:
1. GOV.UK – List of acceptable ID documents
2. GOV.UK – List of acceptable proof of address documents
3. HM Government Money Laundering Regulations & Know Your Customer (KYC) guidance
4. Faculty Office of the Archbishop of Canterbury – Guidance for Notaries on Document Identification and Verification
5. HM Land Registry Practice Guide 67: Evidence of Identity
Together, these establish the benchmark for acceptable documents and recency rules used by notaries across England and Wales.
Acceptable Proof of Address Documents
Below is the detailed list of address documents that are generally accepted by UK notaries. The document must display your full name and current residential address, and it must be recent.
Document Type |
Typical Validity / Recency |
|---|---|
| Bank, Building Society or Credit Union Statement | Within the last 3 months |
| Utility Bill (gas, electricity, water, landline, broadband) | Within the last 3 months (mobile phone bills are often excluded) |
| Council Tax Bill or Statement | Current financial year |
| Mortgage Statement | Within the last 12 months |
| Letter from HMRC, DWP or other government department | Within the last 3 months |
| Pension or Financial Statement | Within the last 12 months |
| Solicitor’s Letter Confirming Property Purchase | Within the last 3 months |
| Tenancy Agreement (signed and current) | Current |
| Insurance Policy or Renewal Notice (home or vehicle) | Within the last 12 months |
| Official University or College Letter Showing Address | Within the last 3 months |
Tip: When in doubt, bring two different documents — for example, a bank statement and a council tax bill — to avoid delays in the notarisation process.
Recency and Format Requirements
1. Most notaries (and government bodies) require proof of address documents to be no older than three months.
2. Council Tax bills must relate to the current tax year.
3. Mortgage statements and insurance documents may be up to 12 months old.
4. Originals are preferred, but well-formatted PDFs printed directly from an online account are usually accepted if they display:
– your full name and address,
– the issuer’s logo and date, and
– an official layout (not screenshots).
If You Don’t Have Typical Documents
If you’ve just moved, recently arrived in the UK, or do not yet have standard proofs such as bills or bank statements, the notary may accept alternative evidence. These include:
– A letter from your employer confirming your address;
– A university or college acceptance letter showing your residence;
– A letter from a housing association or accommodation provider;
– Electoral register confirmation.
Each case is judged individually, and the notary may request multiple supporting documents or a statutory declaration.
“If you cannot produce the usual proofs, speak with your notary before your appointment — there are often acceptable alternatives.”
Proof of Address for Overseas Clients
If you reside outside the UK, notaries will generally accept official documents issued by the local authority or financial institution in your country of residence.
However, documents in another language must be accompanied by a certified English translation, and some countries will require the documents to be legalised or apostilled before acceptance.
Learn more about these steps on our Apostille and Legalisation page.
What to Bring to Your Appointment
When you visit Wharf Notaries, we recommend bringing:
1. Photo ID: e.g. a valid passport or UK photocard driving licence.
2. Proof of Address: at least one document from the list above (preferably two).
3. Name-change documentation (if applicable): e.g. marriage certificate or deed poll.
4. Translations or foreign versions, if the document is not in English.
If your appointment relates to international documents, also bring the destination country details so we can guide you on any legalisation or translation requirements.
“The smoother your document verification, the faster your notarised documents can be used abroad.”
Electronic and Remote Verification
In some limited cases, a notary may verify documents via video call and accept digital proofs, particularly where clients are abroad and the receiving authority allows it.
However, most notarised acts still require the notary to inspect original documents in person and affix a physical seal. Wharf Notaries will advise whether your case qualifies for remote verification.
Money Laundering and Enhanced Due Diligence
Under the Money Laundering Regulations 2017, notaries must perform due diligence on all clients.
This may include:
– verifying your identity and address,
– understanding the purpose of the transaction, and
– recording this evidence securely.
For high-risk matters (such as corporate or international transactions), the notary may need enhanced due diligence — meaning extra documents or additional verification steps.
This is standard compliance and ensures that your notarised documents are valid worldwide.
Common Questions
Can I use my driving licence for both ID and address?
Usually no. The same document cannot serve both roles; you’ll need a separate document for address proof.
Can I use an online statement?
Yes, as long as it is a PDF from your bank or utility provider’s official website — not a screenshot — and clearly shows your name, address, and issue date.
My proof of address is not in English. What should I do?
You’ll need a certified translation by an accredited translator. Wharf Notaries can assist or advise on translation options.
Need Help with Your Notarisation?
Wharf Notaries provides a complete range of notarial and document legalisation services for individuals and businesses.
We can advise you on exactly what you need to bring for your appointment and ensure your documents are correctly certified for use abroad.
Visit our Services page to learn more, or contact us directly to book an appointment.