VIF Form & Notarisation in the UK
Understanding VIF (Verification of Identity Form), its purpose, and why notarisation is often required for submission in property, banking, and overseas transactions.
What is a VIF Form?
A VIF Form (Verification of Identity Form) is a document used by solicitors, financial institutions, or registries to confirm a person’s identity. It is particularly common in property transactions, land registry filings, and international dealings where proof of identity is essential. The form is designed to reduce the risk of fraud and ensure that the person signing important legal or financial documents is indeed who they claim to be.
Often, VIF Forms are used by HM Land Registry in the UK to protect against property fraud. See HM Land Registry guidance for details on when and why identity verification is required.
How to File a VIF Form?
Filing a VIF Form involves:
Obtaining the form – Your solicitor or institution will provide you with the correct VIF template. For property matters, this may be Form ID1 (for individuals) or Form ID2 (for corporate bodies).
Completing the form – Provide accurate details including full name, date of birth, address, and proof of identity. Typically, a valid passport or UK photocard driving licence is required.
Verification – The form must be witnessed by an authorised person, such as a UK Notary Public or solicitor, who checks your ID and certifies the form.
We provide this service at Wharf Notaries: Notary Services.
How to Submit a VIF Form?
Once completed and witnessed:
If for a property transaction, the VIF Form (e.g., ID1/ID2) is usually sent to HM Land Registry by your solicitor.
For banking or overseas purposes, the notarised VIF Form may need to be apostilled by the UK Foreign, Commonwealth and Development Office (FCDO). Learn more here: Apostille & Legalisation.
Some overseas authorities may also require a certified translation of the notarised VIF Form into their official language.
Who Can Witness a VIF Form?
The rules depend on the type of form and the institution requesting it:
– Solicitors and conveyancers – Often required for HM Land Registry ID1/ID2 forms.
– Notaries Public – Commonly requested for overseas use where the VIF must carry international recognition.
– Consular officials – If abroad, the form may be witnessed at a British Consulate.
What is the VIF Process?
The VIF Process usually follows these steps:
1. Preparation – Obtain the correct form (ID1 or ID2) from your solicitor or HM Land Registry.
2. Identification – Bring your passport, driving licence, proof of address, and any supporting documents.
3. Witnessing – Attend an appointment with a notary or solicitor who verifies your identity and completes their section of the form.
4. Notarisation (if required) – Where the form must be used overseas, the notary certifies it and attaches a notarial certificate.
5. Apostille/Legalisation – The notarised form may need an Apostille from the FCDO for international acceptance. See the UK government’s official Apostille guidance.
6. Submission – Your solicitor, bank, or overseas lawyer submits the form to the relevant authority.
VIF Form and Notarisation
When a VIF Form is intended for use outside the UK, notarisation is critical:
– Verification of Identity – A UK Notary Public confirms your ID against original documents.
– Notarial Certificate – Attached to the VIF Form, confirming compliance.
– Apostille – Obtained from the FCDO so the document is recognised under the Hague Convention.
– Translations – If the receiving authority operates in another language, a certified translation may be required.
Wharf Notaries provides a complete service: notarisation, Apostille, translation, and couriering the final document overseas.
When is a VIF Form Required?
VIF Forms are often required in:
– Property transactions – Particularly for buyers and sellers who cannot attend in person.
– Corporate transactions – When company directors need to verify their identity for registry filings.
– Overseas banking – To confirm identity before opening accounts or authorising transactions abroad.
– Immigration and visa matters – Some overseas immigration authorities require identity verification for applicants submitting UK-based documents.
– Anti-money laundering compliance – Banks, lawyers, and accountants may request VIF Forms to meet strict compliance standards.
Common Mistakes When Completing VIF Forms
1. Outdated ID – Using an expired passport or licence can invalidate the form.
2. Incomplete sections – Leaving blank fields can cause rejection by HM Land Registry or overseas institutions.
3. Incorrect witnesses – Using an unauthorised witness (e.g., a friend or colleague) instead of a solicitor or notary.
4. Delays with Apostille – Forgetting to legalise the document when sending it abroad.
At Wharf Notaries, we guide clients through the process to avoid these pitfalls.
Advantages of Using a Notary for VIF Forms
– International recognition – A notary’s certification is widely accepted overseas.
– Efficiency – We arrange Apostille and courier services in one process.
– Expertise – Experienced in handling ID1/ID2 and bespoke VIF requirements.
– Peace of mind – Ensures compliance with both UK and foreign regulations.
Common FAQs about VIF Forms
Do I always need a notary for a VIF Form?
No. For UK-only use (e.g., HM Land Registry), a solicitor or conveyancer may be sufficient. For overseas transactions, notarisation is normally required.
Can I use my driving licence instead of my passport?
Yes, provided it is a valid UK photocard driving licence. Some institutions may still prefer a passport as the primary ID.
How long does notarisation take?
At Wharf Notaries, most VIF Form notarisation appointments can be completed within the same day. Apostille/legalisation may take additional time.
Can I complete a VIF Form outside the UK?
Yes. You may sign before a British Consulate official abroad, or sometimes before a local notary (depending on the receiving institution’s requirements).
Is a certified translation always needed?
Not always. For HM Land Registry, the form is in English so no translation is required. For overseas use, the recipient may request a sworn translation into their local language.
What documents should I bring to my appointment?
What documents should I bring to my appointment?
Ready to proceed?
Wharf Notaries can assist with all aspects of VIF Form notarisation, Apostille and translation.