Remote Notarisation for Non-Residents: How It Works When You're Not in the Country

Remote notarisation is the process of having a document notarised by a government-appointed Notary Public over a live video meeting, so the signer never has to be physically present in the same room as the notary. For non-residents — people who need a Swedish notarisation but live, work or travel outside Sweden — this makes the process possible without booking flights, hotels, or waiting for in-person appointments.

How does the remote video meeting actually work?

The signer books a video meeting at a time that suits their time zone. Before the meeting, the document to be notarised is sent to NotaryDirect by email or upload. At the scheduled time, the signer joins a secure video call with a Swedish Notary Public. During the call the notary checks a valid passport or national ID, confirms the signer understands the content of the document, and observes the signature. The notary then applies the notarial certificate and signature to the document, and where the document needs international recognition, coordinates the apostille through the relevant Swedish authority the same day.

Is remote notarisation legally valid?

Yes. The notarisation is performed by a Swedish Notarius Publicus — a lawyer appointed by the county administrative board under the Notaries Public Act (Lag om notarius publicus). Their authority to certify signatures and documents is not tied to whether the signer is physically in the same room, provided the notary can positively identify the person and observe the signature. The resulting certificate carries the same legal weight as an in-person notarisation and is accepted by foreign authorities, courts, banks and registries in Hague Convention countries once apostilled.

How is identity verified over video?

Identity is verified using a government-issued photo ID — usually a passport, national ID card or residence permit. The notary inspects the document on camera, compares it to the person on the video call, and records the identity check as part of the notarial record. For higher-risk documents, additional verification steps may be requested, such as a secondary ID or a live confirmation of specific details. This process meets the same identification standards that apply to in-person notarisations.

What documents can be notarised remotely?

Most documents non-residents need internationally can be handled: powers of attorney, certified copies of passports and IDs, affidavits and declarations, corporate documents such as board resolutions and certificates of good standing, marriage and civil status documents, and educational certificates. Original documents that must be physically stamped can also be handled — the signer sends the original by courier before or after the video meeting when required.

Which countries accept a remotely notarised Swedish document?

Once notarised and apostilled, the document is accepted in every Hague Apostille Convention country — more than 120 jurisdictions worldwide. The apostille certifies that the Swedish notary is genuine and authorised, and the receiving country recognises it under the Convention without any further embassy or consular step. See the guide on apostilles for how the Hague framework works in practice.

Remote video vs. local notary vs. embassy — what is the difference?

Common concerns from non-residents

The two most frequent concerns are whether the receiving authority abroad will accept a remotely notarised document, and whether the process is secure. The apostille resolves the first question: it is the receiving country's confirmation, under an international treaty, that the Swedish notary is legitimate. The second is addressed by using encrypted video and verified identity documents, and by keeping the notarial record with the Notary Public in Sweden.

Book an intro call to confirm your document is a fit for remote handling, or read the full FAQ for detailed answers on identification, timelines and delivery.