Notarial Services

The U.S. Embassy Kuala Lumpur has cancelled consular appointments from March 17, 2020, onward.  We will resume routine services as soon as possible, but are unable to provide a specific date at this time.  If you are a U.S. citizen with life or death emergency, please contact us at KLACS@state.gov.  More information on COVID-19 in Malaysia can be found here.

As we make preparations to resume operations for U.S. citizens, we would like assess demand and urgency for routine consular services, including applications for U.S. passports, Consular Reports of Birth Abroad (CRBA), and limited emergency-only notarial services.  Please complete this form to request a future appointment when consular services are re-established: https://bit.ly/2SPVSFf

Important Reminder: Appointments are required for all notarial services.  Please bring your appointment confirmation sheet and only arrive at the embassy at your scheduled appointment time.  Please visit our Make an Appointment page to request an appointment.

Given the extraordinary global circumstances worldwide, you may consider using eNotary or another remote notarial service through which a Notary Public can notarize a document electronically.  Please note that while many states have recently begun to accept documents notarized through online services, these services are not universally accepted and you will need to research whether they can be used in the state where your document will be used.

Notarial Services
U.S. Consular Officers may provide specific notarial services authorized by relevant U.S. law and Department of State policy for all U.S. citizens. In addition, they can provide services for any person regardless of nationality so long as the document being notarized is required for use within the jurisdiction of the United States and is authorized by relevant U.S. law.

For detailed information about Notarial and Authentication Services of U.S. Consular Officers Abroad please visit the U.S. State Department’s official website.

Notary Appointments:
Only the individual(s) SIGNING the document(s) should schedule an appointment and appear. 

If your document requires the presence of witnesses, you must supply these witnesses. Witnesses must bring their valid government-issued photo ID. Consular staff CANNOT act as witnesses.

Please print, organize and complete the appropriate notary form before your appointment. There are no public printing or copying services at the Embassy. If you do not have access to the necessary technology, you may obtain a blank copy of an affidavit in the waiting room on your appointment date. Use of the blank version will lengthen your check-in time.

Note: Notarizing officers do not certify that the contents of submitted documents are true.  A notarizing officer only certifies that you have signed and sworn or affirmed under oath that the contents are true. Notarizing officers are prohibited from offering legal advice regarding the form or content of documents to be notarized.

In order to receive notarial services from the Consular Section you must:

  • Understand your document. Consular staff cannot explain the contents to you;
  • Complete the document with the appropriate names, places, and dates before you arrive (but do not sign it; you must sign in front of a Notarizing Officer);
  • Include all pages, information and accompanying documents;
  • Organize all pages in order and the page(s) that requires the notary seal must be clearly flagged for the Consular Officer
  • Ensure name of the individual signing the document matches the name on the presented identification (i.e., passport or other government issued ID);
  • If you are signing on behalf of a corporation, LLC, etc., you must bring proof that you are authorized to sign on behalf of the organization; g. business card and/or articles of incorporation etc.
  • If your document requires witnesses, please ensure they appear with a valid government issued photo ID;
  • Do not sign your document until requested to do so by a Consular Officer.

Prepare for your appointment:
On the date of your appointment please bring with you:

  • The unsigned, completed, and clearly organized document(s) you need notarized;
  • Your valid government-issued photo ID; (Note: If your document references a specific form of ID you are required to present it at your appointment. A copy of the ID will not be accepted)
  • One photocopy of the bio-data page of the government-issued photo ID you will present with your document;
  • The appropriate fee of USD $50 PER NOTARY SEAL, payable in cash (USD or Malaysian ringgit) or by credit card;
  • Your printed appointment confirmation page.

Please be prepared to spend at least one-half hour to two hours at the embassy.  Wait times are dependent upon the number of notarial seals needed by each customer.  ACS can notarize multiple documents during one scheduled appointment.

U.S. Passport Applications and Applications for Consular Reports of Birth Abroad CANNOT be accepted during a “Notary or Other Services” appointment.

Services we CAN provide:
Affidavits 
Various Malaysian government offices may request that “certification” or “authentication” of documents, which we cannot provide (for more details, please see “Services we CANNOT provide” below).  However, the Embassy CAN notarize an affidavit which may or may not satisfy the Malaysian requirement for “certification.”

An affidavit is a sworn statement of facts, made voluntarily, and confirmed by the oath or affirmation of the person making it. Please note the Embassy and Consulate assume no responsibility for the veracity of the representations that appear in the affidavit. Only the identity of the individual making the statement is validated.

The following affidavit templates are available for your convenience. It is prudent to confirm in advance if the end recipient will accept an affidavit, as notarial fees are nonrefundable.

  • Blank Affidavit (Attestation of various types of requested information)
  • Marriage Affidavit(Attestation of “single status” in order to be married in Malaysia)
  • Malaysian Immigration Affidavit (Attestation regarding original civil documents such as birth and marriage certificates, often requested by Malaysian Immigration in association with the process of applying for a Malaysian visa)
  • Driver’s License Affidavit (Attestation required by the Malaysian Transportation Department for some classes of visa holders to use to obtain a Malaysian driver’s license.)

Acknowledgement of signature
An Acknowledgement of signature verifies a particular person signed a given document such as a deed or bill of sale. We can notarize only the signatures of those who are present to sign in front of a Notarizing Officer. If you are signing on behalf of a corporation, LLC, etc., you are required to provide proof that you are authorized to sign on behalf of the organization.

Power of Attorney
A power of attorney allows you to designate someone to take legal action on your behalf, such as authorizing someone to buy or sell a property in the United States in your name while you are abroad. You can use our blank Power of Attorney or bring your own drafted one.  If you are signing on behalf of a corporation, LLC, etc., you are required to provide proof that you are authorized to sign on behalf of the organization.

Certified true copies of U.S. passports 

Certified true copies of original documents and foreign passports for use with Social Security applications when requested by the Manila Federal Benefits Unit

Form DS-3053 Statement of Consent for issuance of a U.S. passport to a minor (No fee required)

Certified true copies of a foreign passport for use with Individual Taxpayer Identification Number (ITIN) applications. 

More information is available on the ITIN page at IRS.gov. 

Authentication or Legalization of Malaysian Government Officials’ Signatures
Authentications certify the official seal, signature and/or authority of foreign officials who perform an official act with regard to a document that is to be used in the United States.  The U.S. Embassy may authenticate documents that bear the seal of the Malaysian Ministry of Foreign Affairs provided their signature is on file with this office. A Consular Authentication does not attest to the authenticity of the contents of a document but merely to the seal and signature of the issuing Malaysian government official.

 

Services we CANNOT provide:
U.S. law precludes the provision of notarial services in certain cases. Among others, Notarizing Officers cannot provide notarial services in connection with:

Authentication, certification, or verification of public documents issued in the United States such as birth, residency, marriage, divorce, and death certificates; commercial records; driver’s license; and other credentials. Such documents must be authenticated in the United States for use overseas; for additional details, please visit the Department of State’s Notarial and Authentication Services or the Office of Authentication, or call 1-800-688-9889.Please visit the National Center for Health Statistics webpage Where to Write for Vital Records for state specific information on how to request copies of vital records.

In lieu of “authentication”, we can offer a self-sworn affidavit, in which the affiant affirms that the copy of the document attached to the affidavit is a true and correct copy of the original.  We can also issue a certified copy of a document, which simply notes that it is a true copy of the primary document.  Importantly, the certified true copy seal does not “certify” that the document the primary document is genuine, only that it is a true copy of the primary document.  Please confirm with the end recipient in advance if a self-sworn affidavit or certified true copy will be accepted.

Academic credentials, transcripts or degrees: Contact the educational institution which issued the document. For further information visit the Department of State’s website Authentication of American Academic Credentials for Use Abroad. You may also wish to contact the Malaysian-American Commission Of Educational Exchange (MACEE), as they may able to provide additional information and/or assistance with certifying your educational documents.

U.S. Apostilles:  Information on Apostilles can be found on the Department of State webpage Judicial Assistance – Notarial and Authentication (Apostille).

Signature or Medallion guarantees:  A Medallion Signature Guarantee is not a notarial service, but rather a special procedure related to securities, which can only be performed by an authorized representative of a financial institution participating in a medallion program approved by the U.S. Securities and Exchange Commission (SEC).

Statements beyond the Consular Officer’s knowledge: e.g. that the document satisfies a specific legal requirement, that a person is the spouse of another, or an individual is an employee of a certain business or corporation.

Still have questions? See our Notarial Services FAQ