Philadelphia Notary & Apostille - Terms and Conditions

General Terms:

• All Sales are Final:

  • No refunds or returns will be issued for any completed service, including notarizations, apostilles, translations, or any other service provided by Philadelphia Notary & Apostille, unless an error was made by the notary public.

  • In the event of a notary error, the notary will correct the error free of charge. The client must notify the notary of the error within 72 hours of the service.

• Fees and Charges:

  • All fees for notary services, apostilles, translations, and other services are clearly outlined on our website and will be communicated to the client prior to the service.

  • The notary has the right to charge additional fees as permitted by Pennsylvania law, including travel fees for mobile notary services and administrative fees for complex or time-consuming requests.

  • Payment for all services is due at the time of service unless other arrangements have been made in advance. We accept cash, check, and major credit cards.  

• Disclaimer:

  • We are not attorneys and cannot provide legal advice. We cannot assist clients in completing legal forms, interpreting legal documents, or making decisions regarding legal matters. Clients are advised to seek the advice of a qualified attorney for any legal questions or concerns.

• Translations:

  • All translations are performed by our trusted partner, Idiomatic Translations. We guarantee the accuracy and completeness of all translations.

  • A notarized Certificate of Accuracy is included with all translations.

• Electronic Notarization:

  • All notarizations and certificates are performed electronically unless a wet ink signature is specifically requested by the client at the time of the appointment.

  • Electronic notarizations are conducted in compliance with Pennsylvania law and are recognized by most states and countries. However, it is the client's responsibility to verify whether the receiving agency or country will accept an electronic notarization and signature.

• Client Responsibility:

  • The client is responsible for ensuring the accuracy, completeness, and legality of all documents submitted for notarization, apostille, or translation services.

  • Any errors or omissions in the documents may result in delays, additional fees, or rejection by government agencies.

  • The client is responsible for understanding the requirements and regulations of the receiving agency or country regarding apostilles, translations, and other document authentication services.

• International Shipping:

  • We offer international shipping services through reputable carriers. However, we are not responsible for any delays, damages, or losses that may occur during shipping.

  • The client is responsible for all shipping costs, which will be calculated based on the weight and destination of the package.

  • The client is responsible for ensuring that the shipping address is accurate and complete. Any errors or omissions may result in delays or additional shipping charges.

Specific Service Terms:

• Chestnut Hill Notary Office:

  • Appointments are required and can be scheduled online, by phone, or via email.

  • The notary reserves the right to cancel or reschedule appointments due to unforeseen circumstances, including inclement weather, illness, or emergencies. The client will be notified as soon as possible in the event of a cancellation or rescheduling.

  • A 15-minute grace period is allowed for appointments. If the client arrives more than 15 minutes late, the notary may cancel the appointment or charge a late fee.

  Remote Online Notarization (RON) Appointments

  Please be aware of the following policy regarding no-shows for scheduled RON appointments:

  • No-Show Policy: If you fail to appear for your scheduled RON appointment within the 10-minute grace period following the designated start time, and we are unable to complete the notarization due to your absence, the following refund policy will apply:

    • 50% Refund: You may receive a 50% refund of the service fee.

    • 100% Credit: Alternatively, you may choose to apply 100% of the service fee as a credit towards a future (1) RON service of equal value.

  • Communication Efforts: In the event of a no-show, the notary will make reasonable attempts to contact you (the signer[s])

  • Exclusions: This policy applies to no-shows only. If the RON session cannot be completed due to technical issues on the notary's end, or other circumstances beyond your control, a full refund or rescheduling will be offered.

  By scheduling an RON appointment, you acknowledge and agree to the terms of this disclaimer.

• Mobile Notary Services:

  • Appointments are required and must be scheduled at least 2 hours in advance.

  • Travel fees may apply depending on the distance and location of the appointment.

  • The notary reserves the right to refuse service at their discretion, particularly if the client or the requested notarial act appears suspicious, fraudulent, or illegal.

• Apostille Services:

  • All documents submitted for apostille must be original or certified copies.

  • Processing times for apostilles vary depending on the type of document and the destination country. We will provide an estimated processing time to the client at the time of service.

  • We are not responsible for delays or rejections by government agencies. However, we will make every effort to assist the client in resolving any issues that may arise.

  • Electronic Apostilles (e-APPs):

    • Both the notary and the signer must be physically present in Pennsylvania at the time of the electronic notarization.

    • The client must have a valid email address and access to a computer or mobile device with internet connectivity.

    • The client is responsible for ensuring that the receiving agency or country will accept an electronic apostille and electronic signatures.

  • FBI Apostilles:

    • FBI apostilles are required for documents that will be used in countries that are not members of the Hague Apostille Convention.

    • Processing times for FBI apostilles are typically longer than for standard apostilles.

    • We will provide the client with tracking information once the documents have been submitted to the U.S. Department of State.

  • Out-of-State & Other Apostilles:

    • We can obtain apostilles for documents issued in other states. However, additional fees and processing times may apply.

• Embassy Legalization:

  • Embassy legalization is required for documents that will be used in countries that are not members of the Hague Apostille Convention and do not accept FBI apostilles.

  • The process for embassy legalization varies depending on the specific embassy or consulate. We will provide the client with detailed instructions and assistance throughout the process.

  • Additional fees may apply for document translation, authentication, and legalization services.

Apostille Services - Client Responsibility:

• Document Accuracy:

  • The client is solely responsible for ensuring the accuracy, completeness, and legibility of all documents submitted for apostille services. This includes verifying the spelling of names, dates, and other important information.

  • Any errors or inconsistencies in the documents may result in delays, additional fees, or rejection by government agencies.

• Document Requirements:

  • The client is responsible for understanding and meeting all document requirements for the specific type of apostille being requested and the destination country. This includes providing any necessary supporting documents or certifications.

  • Failure to provide the required documents or meet the necessary requirements may result in delays or rejection of the apostille application.

• Notarization:

  • If notarization is required for the documents, the client is responsible for ensuring that the documents are properly notarized before submitting them for apostille services.

  • If the documents are already notarized, the client must verify that the notarization meets the requirements of the destination country. If re-notarization is necessary, additional fees may apply.

• Translation:

  • If the documents are in a foreign language, we can notarize the document but we must attach an English notarial certificate.

• Communication and Updates:

  • The client is responsible for providing accurate contact information and responding to any communication from Philadelphia Notary & Apostille regarding the apostille process.

  • Failure to respond to communication or provide updated information may result in delays or complications in the apostille process.

• Shipping and Delivery:

  • The client is responsible for providing a secure and accurate shipping address for the return of the apostilled documents.

  • We are not responsible for any delays, damages, or losses that may occur during shipping.

  • If the client requests international shipping, they are responsible for any customs duties, taxes, or other fees that may be imposed by the destination country.

By submitting documents for apostille services, the client acknowledges that they have read, understood, and agreed to these terms and conditions and accept full responsibility for the accuracy, completeness, and legality of the documents and for meeting all requirements for the apostille process. Any discrepancies not due to the notary will be at the expense of the client.

By using our services, you acknowledge that you have read, understood, and agreed to these Terms and Conditions.

If you have any questions or concerns, please do not hesitate to ask.