Proof of representation
Signing for a company? Prove you may, in the same appointment
Add a proof of representation to your booking and the partner notary confirms in the notarial certificate that you were authorised to sign for the company, for example as managing director.
What a proof of representation is
A notarial confirmation that the person signing a document is authorised to do so on behalf of a company. You add it to a notarisation, like an apostille.
Before you book
Only for an existing company
You do not need it when you sign as a private person, or when you sign the founding documents of a company that does not exist yet.
Evidence, if the register is not enough
For example a register extract, the articles of association or the resolution that appointed you. Upload it to your appointment.
Companies outside a public register
If your company is not in a public register, upload a certificate of good standing or incumbency, or a board resolution that shows your authority.
How it works
A proof of representation in four steps
How it works
A proof of representation in four steps
Book and add the proof of representation
Book the notarisation, for example a signature notarisation, upload your document and add the proof of representation. Add the apostille too if the document is going abroad.
Upload your evidence, if any
If your authority is not visible in a public register, upload the documents that show it.
Verify your identity and sign
Verify your identity before the appointment, then sign by video call. The partner notary confirms your authority in the notarial certificate.
Download your document
The notarised document with the proof of representation is in your notarity account. Add a hard copy when you book if the recipient needs the paper original.
Frequently asked questions
Do I need a proof of representation?
Only if you sign on behalf of an existing company and the recipient needs confirmation that you were authorised to sign. You do not need it if you sign as a private person, or if the company does not exist yet, for example when you sign its founding documents. If you are unsure, ask before booking: a proof of representation booked by mistake has to be refunded.
How does the notary check my authority?
Where possible, the partner notary checks publicly accessible registers, such as the commercial register. If more evidence is needed, notarity contacts you. You can also upload supporting documents to your appointment yourself.
What can I upload as evidence of my authority?
Common examples are an extract from the commercial register, the articles of association, or the shareholder or board resolution that appointed you, for example as managing director.
I was only just appointed and am not in the register yet. Can I still sign?
Yes. Upload the board resolution or register extract that shows your appointment, so the partner notary can confirm your authority from it.
I already signed the document. Can I still get a confirmation of my authority?
Yes, as a separate certificate. Book a certification of facts: the partner notary confirms that you were authorised to sign for the company on a specific date. No appointment and no signature from you are needed. Give the details of the person who signed for the company when you book.
Do I need it for a power of attorney for Spain?
When a company grants the power of attorney, for example for a Spanish tax number, a bank account or a company formation, yes. When you grant it as a private person, for example for your NIE, no.
Sign for your company, from wherever you are
Book your notarisation and add the proof of representation. A partner notary on notarity confirms your authority in the same appointment.