How to check a notary is authorised for the deed you need

A notary's job is to authenticate documents and certify that signings are genuine — but not every notary can handle every deed. Hiring one who is properly authorised for your specific transaction saves you from paying for work that won't be accepted by the bank, government department, or overseas authority expecting it. The difference between a notary who can and one who cannot often shows up months later, when your deed bounces back.

Check the Notarial Register

Start with the official record. The Master of the High Court maintains a register of all practising notaries in South Africa. You can search this online or contact the Master's office directly — they will tell you whether the notary is currently licensed to practise and whether there are any restrictions or conditions on their name.

When you find the notary's entry, look for any notes about scope limitations. Some notaries are restricted to certain types of deeds or forbidden from witnessing documents in particular provinces. If you're unsure what the entry means, phone the Master's office or email them a screenshot. They will clarify what that notary can and cannot do.

Ask the notary for proof of authority

Before you book, directly ask the notary which deeds they are authorised to execute. This is not rude — it is professional due diligence. They should be able to tell you immediately whether they can handle your deed of suretyship, personal loan guarantee, notarial bond, power of attorney, or affidavit.

Ask them to email or send proof of any recent training or accreditation in the specific type of deed you need. Some notaries complete extra certification for complex transactions (like international powers of attorney or bonds securing movable property). Others work regularly with overseas law firms and understand the authentication requirements of different countries — this matters if your deed will be used abroad.

If a notary hesitates, seems uncertain, or suggests they "can try," that is a red flag. The deed either falls within their authority or it does not. Uncertainty means you should phone another notary.

Check with previous clients and the bodies that use their work

Ask the notary for references — specifically, names of banks, insurance brokers, or government bodies they have worked with recently. Then phone those references. Ask them:

• Have they accepted deeds this notary has executed?
• Did the deeds go through first time, or did the institution request corrections or re-execution?
• How long have they been working with this notary?
• Would they hire them again for the same type of deed?

If the deed you need is a power of attorney, contact the specific bank where it will be used and ask whether they have a list of notaries they prefer or reject. Some banks refuse to accept powers from notaries with a history of errors or incomplete certifications. That is worth knowing before you pay for the deed.

If the deed is a notarial bond over movable property (like vehicles or equipment), ask the notary whether they have done this type recently. Ask them to name the last two or three clients who used such a bond and whether you can contact one of them. Bonds have strict formalities — the notary must describe the property exactly, record serial numbers, and follow very specific wording. A notary who has done five bonds this year is a safer hire than one who does one every two years.

What to ask about their indemnity insurance

Ask whether the notary holds professional indemnity insurance. This does not prove they are good — it proves they have skin in the game. If they mess up and the deed fails or causes you loss, their insurer may compensate you. A notary without indemnity insurance is a bigger risk.

Once you have phoned the Master's office, checked the register, grilled the notary on their specific authority, and contacted at least one reference, you will know whether they are fit for your deed. When you are ready to hire, Strove's directory of vetted legal service providers can help you find a notary near you and compare those who specialise in the deed type you need.