Notary Public Documentation Work

A Notary Public is a legally licensed professional, often a lawyer or advocate, who is authorized by the government to carry out specific legal formalities. Their main responsibility is to verify signatures and affirm declarations.

1. Verification of Signatures and Identity

The primary duty of a Notary Public is to act as an impartial witness during the signing of documents. They verify the identity of the individual signing and ensure that the document is signed voluntarily. The notary then certifies this by affixing their unique notarial seal and signature.

2. Key Documents and Functions

• Affidavits: The notary administers the oath or affirmation, certifying that the deponent (the individual making the declaration) has sworn to the truthfulness of the statements contained in the affidavit.
• Power of Attorney (PoA): The notary verifies the signature of the individual granting the power, confirming that the document was executed by them.
• True Copies: They compare a photocopy of an original document (such as a passport or degree) with the original and certify it as a “true copy.”
• Drafting and Attesting Legal Papers: They may also draft and attest to minor legal documents, such as small agreements or declarations.

3. Role in the Legalization Chain

Notarization is typically the first step in the process of authentication for any document intended for official or international use. It serves as the initial, local-level verification of the document’s execution or copy.

Sub-Divisional Magistrate (SDM) Documentation Work (Attestation)

The SDM is a senior government administrative officer responsible for overseeing a sub-division of a district. Their documentation work focuses not on signature verification, but rather on the administrative authentication of the document itself.

1. Administrative Authentication

The primary role of the Sub-Divisional Magistrate (SDM) in documentation is to officially authenticate the validity of a certificate or document. They examine the seal and signature of the original issuing authority (such as the university or the Registrar of Births and Deaths) to ensure its legitimacy.

2. Key Documents for Attestation

SDM attestation is frequently utilized for documents that require legalization for international use, including:

• Personal Documents: Birth Certificates, Marriage Certificates, Death Certificates, and Police Clearance Certificates (PCC).
• Educational Documents: Degree certificates and mark sheets.

3. Role in the Legalization Chain (Alternative Route)

SDM attestation acts as an alternative to the attestation provided by the State Home Department (Home Department/GAD). It serves as the necessary authentication before a document advances to the central government level (Ministry of External Affairs, or MEA) for Apostille (for Hague Convention countries) or Embassy Attestation (for non-Hague countries). This method is often favored due to its quicker processing time compared to the State Home Department.

Core Difference

The primary difference is found in the verification scope:

• The Notary concentrates on the individual and their signature/oath on a document or its copy.
• The SDM concentrates on the document itself, confirming the seals and signatures of the governmental or educational department that initially issued it.