Services of Nepal Notary Public Council

Nepal Notary Public Council Services: A Complete Guide

The Nepal Notary Public Council (NNPC) is a regulatory body that not only issues licenses, but also works to protect the international credibility of Nepal’s legal documents. We can divide the services of this institution into three main categories: 1. Public services (for citizens), 2. Professional services (for legal professionals), and 3. Regulatory/administrative services (institutional responsibility).

Below, each service and its process is described in detail.

Document Certification Service

The general public receives this service through notaries public authorized by the Council. This is the most commonly used service.

What is included in this service?

• Certified Copy (true copy as per original): Confirming that an original document and its copy are the same, such as academic certificates, citizenship certificates, passports, or land ownership certificates.

• Attestation of Signature: A notary confirms that a person signed an application or contract in the notary’s presence.

• Affidavits: Giving legal recognition to a written statement in which a person declares that what they say is true.

Step-by-Step Process

1. Prepare original documents: First, take your original document and a clear photocopy with you.

2. Identify an authorized notary: Go to a notary public office in your area whose license has been renewed.

3. Identity verification and signature: Show your ID in front of the notary and, if required, sign or provide a thumbprint in their record file.

4. Logging: The notary enters your details in their register, including the date and time.

5. Seal and signature: The notary applies an official seal showing their name, position, and license number, and signs the document.

Certified Translation Service

This service is mandatory for foreign study, immigration, or international trade. Only a “Translator Notary” provides this service.

Step-by-Step Process

1. Find a translator: Choose a person who has a special “Translator” permit from the Council.

2. Submit documents: Submit the Nepali documents that need translation. Provide clear information, especially about name, surname, and dates (A.D. and B.S.).

3. Draft review (Review): Check the draft prepared by the notary carefully for correct spelling, especially whether it matches your passport.

4. Certification: A seal is applied at the end of the translated document along with a “Translator’s Certificate” (oath of accuracy from the translator).

Deed Certification of Immovable Property

Under Sections 18 and 19 of the Notary Public Act, 2063, certain special deeds related to the purchase, sale, or transfer of immovable property (land/house) can also be certified by a notary.

Features

• Giving legal force to agreements or undertakings made outside courts or land revenue offices.

• While certifying such deeds, the notary must ensure the presence and identification of two witnesses.

• Mandatory reporting: There is a rule that the notary must submit a report to the relevant land revenue office or to the Council within 15 days of certifying such deeds.

Licensing Service for Professionals

This service is for legal professionals (advocates) who want to become new notaries public.

Eligibility

• Must have a Bachelor’s degree in law and at least 7 years of experience as an Advocate.

• Must not have faced any disciplinary action for professional conduct from the Nepal Bar Council (BCN).

Step-by-Step Application Process

1. Fill out the form: Fill the form from the Council office or online (if available).

2. Attach documents: Advocate certificate, citizenship certificate, proof of 7 years’ experience, and tax clearance certificate.

3. Bank guarantee (Most Important): To compensate for any loss caused by notarial negligence, a bank guarantee of at least NPR 50,000 or an equivalent cash deposit must be provided.

4. Selection and recommendation: The “Investigation and Recommendation Committee” checks your eligibility.

5. Orientation training: Participate in the special orientation training conducted by the Council.

6. Issuance of license: After approval by the Chairperson (Attorney General), the certificate is issued.

Translator’s Examination and Permit Service

Many people in Nepal are confused that being a notary and being a translator are the same. However, to become a translator, you must pass a separate exam.

Process

• Notice/announcement: The Council invites applications for translators from time to time.

• Written exam: An exam is conducted to test translation accuracy and knowledge of legal terminology in the relevant language (Nepali to English or other).

• Result and registration: Those who pass are listed as official translators for the specified language.

License Renewal and Reporting 

To prevent misuse of notarial authority, the Council has implemented a renewal system.

Renewal process

• Period: The license must be renewed every 5 years.

• Conditions: The notary must not have violated the code of conduct in the previous 5 years and must pay the prescribed fee.

• New working district: If a notary wants to change their district (for example, from Kathmandu to Lalitpur), they must use the “working district change” service through the same process.

Annual reporting (Annual Reporting)

Every notary must submit an annual report to the Council with detailed information on how many documents they certified during the year and how much fee they collected under each heading. This is a “transparency service” that ensures legal validity.

Verification Service for Missions/Foreign Entities

When foreign universities or embassies doubt a notary seal issued in Nepal, they send a letter to the Council requesting “authenticity verification.”

Service

The Council checks its records and replies whether the relevant notary is official or not, and whether the seal is valid or not.

What does this help with?

It protects Nepalis going abroad from having their documents declared “fake” and increases global acceptance.

Oversight and Grievance Redressal

This is an important “preventive” service of the Council. If any service seeker has faced problems, they can use this service.

How to file a complaint

• Application: Submit a written application clearly describing the issue (such as overcharging, incorrect translation), including the notary’s name and license number.

• Evidence: Attach a copy of the incorrect document and the fee bill as proof.

Action process

The Council asks the concerned notary for an explanation and, if found guilty, imposes a fine or suspends the license.

Public Information Hub

Through its website and office, the Council provides the following information in the public interest:

• Updated list of official notaries and translators across the country.

• Notices about renewed and cancelled notaries.

• Translation samples required for different countries.

Fee Schedule Summary

The fees mentioned in this section are as per the Council’s latest rules, and the government may change them.

• New license application fee: NPR 10,000 to 15,000.

• Renewal fee: NPR 5,000 (every 5 years).

• Working district change: NPR 2,000.

• Deposit/bank guarantee: NPR 50,000 (refundable, but as per conditions).

• Service seeker fee (per page): Generally NPR 100 to 500 (depending on service complexity).

Important Precautions

1. Time limits: Document certification takes 10 to 20 minutes. However, renewal or a new license can take 15 to 30 working days.

2. Official verification: Before taking service, always check the “validity period” and “district” written on the certificate displayed in the notary’s office.

3. Importance of receipt: Always request a receipt for every service involving an official seal. This strengthens any future claim.

4. Language choice: If you are going to Germany, France, or Japan, notarizing only in English may not be enough. Ask whether the Council has prepared a separate list of experts for those languages.

Conclusion

This service system of the Nepal Notary Public Council has made Nepal’s legal sector “modern” and “people-oriented.” Whether you are a service seeker or a professional, knowledge of these processes not only saves your time and money, but also helps keep you free from possible fraud or complications. Let us use these services correctly and to the fullest.

FAQ

The following are 10 important questions and clear answers frequently asked by the general public and service seekers about the Nepal Notary Public Council’s service delivery, procedures, and practical challenges. These answers will help save both your time and effort.

1. Can I go directly to the Nepal Notary Public Council central office to certify any official document?

No. The Council is a regulator. It does not directly provide certification services for citizens’ personal documents. The Council only issues licenses to “Notary Public” professionals and regulates them. For services, you must go to a licensed “Notary Public” or “Translator” who operates a private office after receiving authorization from the Council.

2. Which notary should I visit to translate academic certificates into English?

Not all notaries public have the legal authority to translate. You must go only to a person licensed as a “Translator Notary.” Only advocates who have passed the language examination conducted by the Council can provide this service. Before you go, confirm that the word “Translator” is mentioned on their certificate.

3. What is the official fee for notary services? Does it vary by location?

The Notary Public Rules set service fees. For basic certification, the fee is generally up to NPR 100 per page (excluding tax). However, for translation, the rate can vary based on language complexity and the number of words. If you feel you were charged excessively, ask to see the official fee schedule and always take a bill/receipt.

4. Can a notary registered in one district work while staying in another district?

No. A notary public’s certificate clearly specifies the “Working District.” For example, a notary licensed for Kathmandu district cannot legally open an office and apply a seal in Lalitpur or Pokhara. When taking a service, the notary’s working district must match the location where you are receiving the service; otherwise, your documents may be rejected abroad or by government offices.

5. Can deeds related to land transfer or ownership (deeds) also be notarized?

Yes, but with special conditions. Under Sections 18 and 19 of the Notary Public Act, when certifying deeds of immovable property, a notary must keep at least two witnesses present. After certifying such deeds, the notary must submit a report within 15 days to the land revenue office or the Council. Notary services are suitable mainly for personal agreements that the land revenue office may not accept; for official transfer (namesari), you must go to the land revenue office.

6. If there is a spelling mistake or wrong date of birth in a notarized/translated document, who is responsible?

The primary responsibility for errors during translation or certification lies with the notary public. However, service seekers also have a responsibility to check details before the seal is applied. If the mistake happened due to the notary’s negligence, they must correct it without charging you. If the error is serious, you may also file a complaint to the Council for compensation.

7. Can I take notary services fully online?

As of now, Nepal has not started a fully legal system of “digital notary” (e-Notary). You generally must be physically present before the notary, or submit an official identity document in person, to get certification. However, you may send documents to a translator by email to prepare a draft, which can save time. But for the final seal, the original documents and the person’s presence are mandatory.

8. What should I carry to notarize any document?

You should carry the following:

• Original copy of the relevant document.

• Clean photocopy of the same document.

• Your official identity document (citizenship certificate or passport).

• If acting on behalf of someone else, a power of attorney or proof of relationship (only in some cases).

9. If my notary license (for legal professionals) is not renewed, what is the status of certifications I have done?

Any notarial act done after the license has expired, or without renewal, is illegal and void. If you are a service seeker, never forget to check the notary’s license validity date. Notarization done by an expired-license holder can damage your visa process or legal work.

10. What is a bank guarantee? Do all service seekers need to provide it?

Service seekers do not need to provide a bank guarantee. A bank guarantee is a security deposit placed by an advocate who wants to become a notary public. If a notary causes serious harm to a service seeker through major negligence, the Council uses the NPR 50,000 (or prescribed) bank guarantee amount to compensate the victim. This is a legal tool designed to protect service seekers’ rights and interests.

Note: This article has been prepared to provide research-based information. Since the procedures and fees mentioned here may change from time to time as per government decisions, for final confirmation it is better to contact the Nepal Notary Public Council, Ramshahpath, Kathmandu (within the Office of the Attorney General compound).

Suggestion: If you suspect a notary has cheated you or provided false information, visit the Nepal Notary Public Council website and verify their name and license number. An informed citizen is the foundation of safe services.