Notary Public Services in Dubai

Notarization of Meeting Minutes and Partners' Resolutions in Dubai

Instant PRO prepares and notarizes meeting minutes and partners’ resolutions issued by the general assembly or the board of managers with the competent notary public. We handle the process from receiving and verifying the company’s documents, through drafting the minutes based on what the client provides and what the notarizing authority requires, to the signing session with the notary – in person or remotely, depending on the type of ID available and the system’s requirements – so the client receives notarized meeting minutes ready for submission to the bank, the economic department, or whichever body requested it.

This service connects to our Notary Public Services in Dubai, where we review the memorandum of association, the signatories’ capacity, and the required quorum before preparing the minutes for notarization.

Why Notarizing Meeting Minutes Matters

Meeting minutes, in their legal sense, are not a mere administrative formality; they are an instrument that establishes the will of the competent corporate body regarding a specific matter. Accordingly, banks, licensing authorities, or other bodies may require notarized meeting minutes or a notarized resolution before proceeding with the related transaction, depending on the nature of the decision and the receiving body’s requirements. The Dubai Courts offer a published service for the notarization of contracts and meeting minutes among their e-services, which is the framework this transaction falls under.

Before certifying any resolution, the notary public matches the names of those who signed it against the trade licence, the memorandum of association, and its latest amendments; if the required quorum is not met – for instance, where the memorandum requires the signature of a partner who did not attend, or the capacity of a signatory to issue the resolution under the law and the memorandum is not established – the notary declines to certify until this is completed. This is why we always begin by reading the memorandum of association and its amendments before drafting a single line of the minutes, to avoid having it rejected after preparation.

Decisions We Notarize

Our service covers a wide range of decisions companies routinely need: authorizing a person to sign on, open, or close bank accounts; amending the powers of an existing manager or authorized signatory; any resolution requested by a government or banking body as a condition for completing a particular transaction; as well as decisions to open a new branch, approve the company’s financial statements, or enter into a business partnership – provided the board of managers or the general assembly has the authority to issue them without amending the memorandum of association itself.

Decisions that affect the memorandum of association itself – such as amending ownership percentages, the entry or exit of a partner, increasing or decreasing capital, changing the manager named in the memorandum, or a decision to dissolve the company or begin its liquidation – require notarized minutes as a first step rather than a final outcome, since amending the memorandum itself and a separate procedure with the licensing authority usually follow. We still prepare these minutes within that longer track when asked to, without presenting them as a substitute for completing the procedure with that authority.

This service is available to companies that meet the notarizing authority’s requirements, whether owned by a single person or several partners, with the capacity, quorum, and documents required varying according to the company’s legal form, its memorandum of association, and its licensing authority. A single-owner company’s decision can likewise be notarized, depending on the company’s legal form, the content of the decision, and the notarizing authority’s requirements.

Required Documents

As a strictly legal matter, the transaction requires a valid trade licence and the memorandum of association with all its registered amendments, since the notary’s verification of the signatories’ capacity and quorum is based on these two documents; on our part, at Instant PRO we additionally ask for a copy of each signing partner’s ID (an Emirates ID for a resident, or a passport for a non-resident) to prepare the transaction file and communicate before the notarization appointment – not because the notarizing authority itself necessarily requires it from every signatory. The signing method – in person or remotely by video – likewise varies depending on the type of ID available and the notarization system’s requirements, which we clarify with the client when scheduling rather than assuming a single path applies to every case.

How the Transaction Proceeds

1 - Send Documents

Send a copy of the licence, memorandum of association, and signatories' ID.

2 - Get a Quote

We review the file and provide a quote showing our fee separate from the government fee.

3 - Sign with the Notary

In person or remotely, depending on the ID type available and the system's requirements.

4 - Receive the Minutes

Receive the notarized minutes ready to submit to the requesting body.

This is usually completed within the same business day once the documents are complete in advance, an appointment is available, and the transaction is approved, though it may take longer if reviewing the memorandum of association, completing an absent signature, or additional documents requested by the notarizing authority is required.

Fees

The government fee for this transaction is calculated according to the fee schedule applied by the notarizing authority, and may vary based on the value of the instrument, the number of signatures, and the nature of the transaction; we inform the client of it before scheduling the appointment.

Note: The above refers exclusively to the notary public’s government fee, and does not include the fees of a private notary office if one is used, nor Instant PRO’s own fee for preparing and following up the transaction, which is shown to the client separately from the government fee before starting.

Why Instant PRO for Meeting Minutes Notarization?

Precise Matching Against the Licence and MOA

We review quorum and authority before preparing the minutes, not after.

A Path That Fits Your Case

In person or remote, depending on the ID type and the system's requirements.

Clear, Separate Fees

We show you the government fee and our own fee before the transaction starts.

End-to-End Follow-Up

From receiving the documents to delivering the notarized minutes.

An Office in Business Bay

Office 805, Opal Tower, for those who prefer to visit.

Frequently Asked Questions

Do all partners need to attend?

Not necessarily; only those required by the quorum and authorities set out in the law, the memorandum of association, and the notarizing authority’s requirements need to attend or sign. The notary public verifies this by matching signatories against the trade licence and the memorandum of association before certifying.

Is the notarized minutes accepted by all banks and government bodies?

The notary’s certification establishes that the minutes were executed according to the notarization procedure and can be submitted to the bank or government body that requested it, while final acceptance and execution of the resolution’s content remain subject to the receiving body’s own requirements.

How long does the transaction take?

It is usually completed within the same business day if the documents are complete, an appointment is available, and the transaction is approved, though it may take longer if an additional review of the memorandum of association, an absent signature, or additional documents requested by the notarizing authority is needed.

Does the service cover amending shareholding or liquidating the company?

We prepare and notarize the minutes recording the partners’ decision in these cases, but amending shareholding percentages, a partner’s entry or exit, increasing or decreasing capital, or dissolving and beginning the liquidation of the company usually requires amending the memorandum of association itself and a separate procedure with the licensing authority; notarizing the minutes remains a step within that track, not a substitute for it.

What are the fees?

The notary public’s government fee is calculated according to the fee schedule applied by the notarizing authority and may vary based on the value of the instrument and the number of signatures; it is shown to the client separately from Instant PRO’s own fee before the transaction begins.

Next Step

WhatsApp: +971 56 232 7778
Office 805, Opal Tower, Business Bay, Dubai – Monday to Friday, 9:00 AM – 6:00 PM