You want to establish a company, register a change of managing director or make a notarized declaration and are wondering whether you still need to visit a notary's office? For many organizational steps, the answer is now straightforward: documents can be submitted digitally, drafts can be reviewed online and appointments can be prepared remotely.
However, when it comes to the actual notarization or certification, the specific legal transaction matters. Uploading a document digitally does not automatically mean that the notarial procedure itself can be completed entirely online. Likewise, an electronically signed PDF does not automatically satisfy the requirements of a notarial deed.
This online notary guide helps you identify the appropriate procedure. It explains which transactions can be completed by video, which documents and identification are required, how costs are calculated and what alternatives are available if you do not have a suitable electronic ID.
The Most Important Points in 30 Seconds
- Online procedures are legally permitted for certain notarial matters. These include, in particular, GmbH and UG formations, formation powers of attorney, certain unanimous shareholder resolutions and applications to several public registers.
- Digital preparation and notarial video authentication are separate steps. Completing or uploading a document online does not replace legally required notarization.
- A suitable electronic identification method is required for video appointments. Check your identity document, activated online ID function, PIN and any additional photo identification requirements.
- Costs depend on the transaction. Statutory notary fees, video procedure charges, register fees and possible service costs must be considered separately.
- An in-person appointment remains possible without a suitable eID. For transactions not authorized for online procedures, documents can often be prepared digitally while the notarial procedure takes place in person.
- beglaubigt.de helps you prepare the appropriate procedure: Learn about digital preparation for forming your company and clarify which steps can be completed online.
1. What Does “Online Notary” Mean in Germany?
A Notary Conducts a Legally Regulated Procedure by Video
“Online notary” does not refer to a separate profession. It describes a notary who performs certain notarial activities through the video communication system provided by the German Federal Chamber of Notaries (Bundesnotarkammer). The notary's statutory responsibilities remain unchanged: verifying the requirements, identifying the participants and performing the required notarial act.
The legal basis is found particularly in Sections 16a et seq. of the German Notarization Act (BeurkG) for notarization and Section 40a BeurkG for certifying qualified electronic signatures. Each procedure must also be specifically authorized by law. Section 40a BeurkG therefore does not permit arbitrary documents to be certified by video regardless of their content. [1] [2]
For you, this means first describing what needs to be accomplished legally. Simply asking, “Can I have this PDF certified online?” is often insufficient. Whether the matter concerns a register application, articles of association, a power of attorney or a certified copy determines which procedure is legally available.
Distinguishing Notarization, Signature Certification and Document Preparation
During notarial authentication (Beurkundung), legally significant declarations are recorded through a regulated procedure. The participants receive explanations about the content and legal consequences. Signature certification (Unterschriftsbeglaubigung), by contrast, generally focuses on confirming that a signature or electronic signature belongs to the person making the declaration.
Document preparation is a separate matter. A contract completed online may be useful preparation. However, where the law requires notarial form, downloading the document or adding an ordinary electronic signature does not satisfy that requirement.
A certified copy is also a separate procedure. It confirms that a copy corresponds to the document presented and should not be confused with signature certification. These terms are explained in our glossary of certification, notarization, apostilles and legalization.
2. Which Notarial Procedures Can Be Completed Online?
Forming a GmbH or UG Online
The notarial formation of a GmbH or UG can be completed by video communication under the statutory requirements. Section 2 (3) GmbHG expressly permits the online procedure. Individually drafted articles of association are not generally excluded; online formation and the use of the standard formation protocol (Musterprotokoll) are separate questions.
For a GmbH, eligible formations involving contributions in kind can also be completed online, provided no other formal requirements prevent this. For a UG, contributions in kind remain prohibited during formation. Its agreed share capital must be paid in full in cash. Completing the procedure online does not change these corporate-law requirements. [3] [4]
The video appointment is also only one part of the formation process. Opening a business bank account, providing the share capital, Commercial Register registration and other registrations must also be organized. The complete process is explained in “Forming a UG Online: Requirements, Costs and the Notary Process”.
Formation Powers of Attorney for GmbHs and UGs
If a shareholder is to be represented during formation, an appropriate formation power of attorney may be required. Under Section 2 (2) GmbHG, signing through an authorized representative requires a notarized or notarially certified power of attorney. The notarial execution of this formation power of attorney can also take place through the authorized online procedure.
This does not establish general permission for all powers of attorney to be completed online. A formation power of attorney, a real estate power of attorney and a comprehensive healthcare power of attorney concern different legal situations. The exact purpose and required form must therefore be clarified in advance.
A power of attorney also does not automatically replace personal declarations required from other participants. During company formation, the managing directors' own statutory declarations must be considered separately. [3] [5]
Certain Unanimous Shareholder Resolutions
Online notarial procedures may also be relevant after incorporation. These include certain unanimous shareholder resolutions of a GmbH or UG, such as amendments to the articles of association or capital measures.
The requirements must be examined for each individual resolution. The fact that a resolution could legally be passed by a particular majority does not automatically mean that the same majority is sufficient for an online notarial procedure. For the online notarization considered here, the statutory unanimity requirement is important. No other formal requirements may prevent the procedure. [6]
One possible application is increasing the share capital of a UG. The corporate-law requirements are explained in our article “Converting a UG into a GmbH: How the Capital Increase Works”.
Applications to the Commercial Register and Other Registers
Applications to the Commercial Register, Company Register, Cooperative Register, Partnership Register and Association Register can be certified online. The required qualified electronic signature is recognized and notarially certified through the legally prescribed procedure.
For Commercial Register applications, video signature certification is permitted under Section 12 HGB. The persons required to act and the supporting documents depend on the particular application. A change of managing director requires different evidence from the registration of a commercial power of attorney (Prokura).
For preparation, see the information about Commercial Register applications with beglaubigt.de. Additional details are available in the guides on registering a managing director in the Commercial Register and registering a commercial power of attorney.
3. Which Documents Cannot Generally Be Notarized by Video?
Real Estate Purchases, Wills and Marriage Contracts Require Separate Procedures
The authorization of online procedures under corporate and register law cannot be extended to all notarial activities. A real estate purchase agreement, notarized will or marriage contract cannot be notarized by video in Germany simply because the documents are available digitally and all participants have suitable identification.
For such transactions, information and drafts can often be prepared digitally. However, the actual notarial act must still take place through the legally permitted procedure. An electronic deed created during an in-person appointment is also not the same as remote notarization.
The same applies to a separate transfer of GmbH shares: the possibility of forming a GmbH online does not establish general permission to notarize subsequent share transfer agreements online. [7]
A Scan Does Not Automatically Replace the Required Original Document
Whether a document can be submitted digitally also depends on its intended use. A scan may be sufficient for preliminary review, while an original, certified copy or another formally acceptable document may be required to complete the procedure.
This is particularly relevant for foreign documents. An apostille, legalization or translation may satisfy additional requirements but does not automatically expand the legal scope of German online notarization.
Always clarify which document is required, in what form it must be presented and which notarial procedure will be carried out. This prevents confusion between a digital preliminary review and completion of the legally required process.
4. What Are the eID and Technical Requirements?
The Notary Must Be Able to Identify You Electronically
Identity verification is a central part of the online procedure. You need a supported electronic identification method. For German citizens, this generally means a valid German identity card with an activated online ID function and an available PIN.
According to the German Federal Chamber of Notaries, German identity cards issued before August 2, 2021 also require a valid passport. For other nationalities, a suitable eID card, electronic residence permit or other supported documents may be accepted.
A biometric passport alone is not automatically sufficient. Electronic identification and retrieval of the digital identification photograph serve different purposes. You should therefore check the exact combination of documents against the current official requirements.
Preparing Your Smartphone, Notary App and Video Device
Participation generally requires an NFC-enabled smartphone with mobile network reception and the Notary App. For the video appointment, you also need a suitable computer or supported tablet with a camera, microphone or speakers, and browser. A stable internet connection is essential.
Test the procedure before the appointment where possible. A missing PIN or unsupported document can prevent completion even if the draft is already finalized. Where several participants are involved, the requirements must be clarified for everyone who needs to participate.
An ordinary video conference through a general meeting service does not replace the official online notarial procedure. The legally prescribed system must be used. [1]
Local Jurisdiction Also Matters
An online appointment does not mean that any notary can act worldwide regardless of the transaction. Section 10a BNotO establishes specific connecting factors for notarial activities conducted by video communication.
Preparation therefore includes information about the participants and the company concerned. The appropriate notary is selected based on the statutory requirements. Your ability to participate remotely and the notary's legally permitted area of activity are separate questions. [8]
5. Which Documents Do You Need for an Online Notary Appointment?
For Forming a GmbH or UG
Company formation requires information about the company name, registered office, corporate purpose, share capital and allocation of shares. Details of the shareholders and managing directors, as well as the domestic business address, are also required.
If a foreign company is involved, evidence of its legal existence and authority to represent it may be necessary. Where representation is involved, the relevant power of attorney must be reviewed. The specific structure determines which additional documents are required.
The articles of association and Commercial Register application serve different purposes. Documentation concerning capital contributions is also part of the subsequent formation process. Complete preparation should cover all these steps rather than focusing solely on the agreement for the video appointment. [5] [9]
For Changes to an Existing Company
For an existing company, the company name, competent registry court and registration number are important starting points. Information about the planned change and the necessary supporting documents must also be provided.
For a change of managing director, the required documents may include details of the person concerned and the underlying appointment resolution. For an amendment to the articles of association, the focus is on the resolution and the amended contractual wording. There is therefore no single document package suitable for every register procedure.
Describe the intended change as precisely as possible. Saying “We want to change something in the Commercial Register” leaves open who must make the declaration, whether notarization or certification is required and which documents need to be prepared.
For Powers of Attorney or Foreign Documents
For a power of attorney, it must first be established which action the representative is authorized to perform. This determines the required powers and formal requirements. A generally worded power of attorney is not automatically suitable for every notarial transaction.
For foreign documents, the country of origin, issuing authority, intended use and language should also be known. Clarify the required supporting documents before commissioning paid translations or additional certifications. Even a formally correct document may be unsuitable if it does not establish the fact that needs to be proven.
6. How Much Does an Online Notary Cost?
Statutory Notary Fees Depend on the Transaction
Notary fees are generally governed by the German Court and Notary Costs Act (Gerichts- und Notarkostengesetz, GNotKG). The type of activity, transaction value and additional chargeable services are particularly relevant.
An isolated signature or electronic signature certification is calculated differently from drafting and notarizing articles of association. Under Cost Schedule No. 25100 GNotKG, the fee is generally 0.2 of the applicable fee, with a minimum of €20 and a maximum of €70. This is not the total price for every register procedure: drafting, additional activities, expenses and VAT may be added. [10]
Online completion therefore does not automatically reduce statutory fees. Nevertheless, financial advantages may arise from avoiding travel and reducing organizational effort. The extent of these savings depends on your circumstances.
Separate Fees Apply to the Video System
Cost Schedule No. 32016 GNotKG provides separate charges for using the video communication system: €8 for certification of a qualified electronic signature and €25 for a notarization procedure.
These amounts are not complete prices for an online notary appointment. They are added as part of the applicable cost calculation. Whether several separate activities must be charged depends on the specific procedure.
For a transparent cost overview, the main notarial service, additional activities, video system charge, other expenses and VAT should therefore be listed separately. [10]
Calculation Example: A Certification Fee Is Not the Total Price
Suppose an eligible isolated online signature certification incurs a fee of €20. The video system charge of €8 is added. These two items total:
€20 + €8 = €28 net
Including 19% VAT, the calculated amount is €33.32 gross. This example covers only these two items. It is not a fixed-price offer and excludes drafting fees, other expenses and register fees.
The purpose of this example is to distinguish the different cost components. When requesting a quote, it should be clear whether only a signature is being certified or whether a complete procedure must be prepared and completed.
Register Fees and Service Charges May Also Apply
When forming a company, register fees arise in addition to notary fees. For the standard initial registration of a GmbH or UG without contributions in kind, the current fee is €225 under No. 2100 of the schedule to the German Commercial Register Fees Regulation (HRegGebV). A different fee provision applies to GmbH formations involving contributions in kind. [11]
If you also engage a service provider, its charges must be considered separately. As of October 19, 2026, formation packages from beglaubigt.de start at €249 plus VAT. This starting price covers the company formation service; statutory notary and register fees are not included.
The share capital of a GmbH or UG is also not a fee. It becomes an asset of the company and must be planned separately from formation expenses.
7. How Does an Online Notary Appointment Work?
Step 1: Identify the Transaction and Permitted Procedure
The process begins by determining the nature of your transaction. Is it a company formation, register application, amendment to the articles of association or another declaration? This determines the required legal form and whether an online procedure is permitted.
It is also clarified which individuals must act personally and whether representation is permitted and sufficiently documented. Having a suitable eID is only useful once the transaction itself qualifies for an online procedure.
Step 2: Submit Information and Documents
Next, the relevant information is collected and the required documents are submitted. The draft is prepared according to the specific transaction.
Make sure names, addresses and company details are spelled consistently. Particularly where several participants or international structures are involved, inconsistencies should be resolved before the appointment. This helps avoid having to revise an agreed draft because of conflicting basic information.
Step 3: Prepare Identification and Technical Equipment
Before the appointment, the required identification steps are completed or prepared. You need the appropriate identity documents, PIN and technical equipment.
Use this preparation stage to test the connection between your smartphone and video device. If there are questions about your identification documents, clarify them in advance rather than discovering during notarization that an additional document is missing.
Step 4: Complete the Notarial Procedure
During the video appointment, the notary carries out the legally required checks. For notarization, the declarations are recorded and explained through the prescribed procedure. For certification, the process concerns acknowledgment and certification of the qualified electronic signature.
Uploading documents beforehand does not replace this appointment. The electronic signature must also be incorporated into the legally prescribed procedure. [1] [2]
Step 5: Complete Submission and Follow-Up Tasks
After the appointment, the remaining steps required for the transaction must be completed. For register applications, this particularly includes electronic submission through the notary. The registry court then reviews the application.
Video signature certification and completed registration are therefore separate milestones. Company formation may also require payment of share capital and other mandatory registrations. Plan completion based on the entire procedure, not just the appointment.
8. How Long Does the Online Procedure Take?
Plan Preparation, Appointment and Authority Processing Separately
There is no universal timeframe for an “online notary.” A single register application with complete documents has different dependencies from a company formation involving several shareholders and foreign supporting documents.
The schedule generally consists of preparation, appointment organization, the notarial procedure and any additional processing steps. For register procedures, final completion also depends on review by the competent court.
Digital procedures can eliminate travel and simplify coordination. However, they do not eliminate missing documents or statutory requirements. If you need to meet a particular start date, determine early which steps must be completed beforehand.
Common Delays Can Be Identified in Advance
Typical problems include unsupported identity documents, forgotten PINs, unresolved representation authority or a draft that needs substantial changes shortly before the appointment.
During company formation, opening the bank account and paying the share capital may also affect the subsequent process. If one step is delayed, consider which other tasks can be prepared in parallel.
A realistic schedule should therefore establish responsibilities: Who provides each document, who answers questions and who monitors incoming messages? This preparation is often more important than the distance to the nearest notary's office.
9. What Can You Do Without a Suitable eID?
Preparation Can Still Be Digital
Without a suitable eID, the notarial procedure can take place during an in-person appointment. Formation information, draft agreements and organizational questions can often still be coordinated digitally beforehand.
This can be particularly practical when you need to act quickly and obtaining a new identity document would take too long. The important point is that all participants understand which steps can be prepared online and which must be completed in person.
Mixed participation may also be possible in legally eligible cases: some individuals attend the notary's office while others participate through the authorized online procedure. Whether this is suitable must be assessed in advance.
A Power of Attorney Is Not a Universal Shortcut
Representation may be useful for certain transactions. However, the power of attorney must cover the specific purpose and satisfy the applicable formal requirements. Statutory declarations that must be made personally are not automatically replaced.
A power of attorney issued abroad may also raise questions concerning certification, authenticity and translation. The required arrangement should therefore be agreed with the responsible notary before signing.
The decision is not simply “online or in person.” The aim is to determine the legally permitted and practically appropriate procedure for each participant and each legal step.
10. What Questions Should You Answer Before Making an Inquiry?
Preparation Checklist
- Which transaction needs to be completed? Describe the intended legal change or declaration as precisely as possible.
- Which legal form is required? Clarify whether notarization, signature certification, a certified copy or simply document preparation is necessary.
- Who must participate personally? Have the participants' details and any evidence of representation available.
- Are the eID and technical requirements satisfied? Check supported documents, online ID functionality, PIN, smartphone and video device.
- Which supporting documents are still missing? Consider company documents, resolutions, powers of attorney and foreign documents where applicable.
- What does the quoted price include? Distinguish service charges, statutory notary fees, video procedure charges, register fees and other expenses.
- When is your transaction actually complete? A finished draft, completed appointment and finalized register entry are different outcomes.
11. Next Steps with beglaubigt.de
Prepare Your Transaction Using the Appropriate Procedure
Once you know which transaction you want to complete, who is involved and which documents are available, the next steps can be organized more precisely. First clarify whether the online procedure is legally permitted, then check the personal and technical requirements.
With beglaubigt.de, you can combine preparation and coordination of your company formation. The notarial procedure is performed by an independent notary, while the competent court decides on any required register entry.
Do You Want to Form a GmbH or UG?
Company formation service from €249 plus VAT. Statutory notary and register fees are charged separately.
Would you like to organize a notary appointment within seven working days? Submit your company formation information and clarify the requirements. Subsequent registration depends, among other things, on providing share capital and processing by the registry court. View Company Formation Packages from beglaubigt.de
FAQ: Online Notaries, eID and Digital Notarization
Is an Online Notary Legally Recognized in Germany?
Yes. Certain notarial procedures may be conducted by video communication under the statutory requirements. Legal recognition results from the regulated procedure and its legal authorization, not merely from the term “online notary.”
Which Documents Can Be Processed by a Notary Online?
The underlying legal transaction is decisive. Eligible procedures particularly include GmbH and UG formations, formation powers of attorney, certain unanimous shareholder resolutions and register applications. An arbitrary PDF does not automatically qualify for online notarization or video signature certification.
Can Every Contract Be Notarized Online?
No. The statutory authorization applies to specific procedures. Real estate purchase agreements, notarized wills, marriage contracts and separate GmbH share transfer agreements are not generally eligible for notarization by video.
Is My Passport Sufficient for an Online Notary Appointment?
Not automatically. Electronic identification and provision of a digital identification photograph serve different requirements. Whether your particular combination of documents is supported is decisive.
What Happens If I Don't Have My ID PIN?
Clarify in advance how to obtain a new PIN or activate the online ID function. If the requirements cannot be met in time, an in-person notary appointment may be an option depending on the transaction.
Is an Online Notary Cheaper Than an In-Person Appointment?
Statutory notary fees depend on the transaction. Additional charges apply for the video system. Savings may arise primarily from reduced travel and organizational effort; a lower total price cannot be assumed in every case.
Are €8 or €25 the Full Price for an Online Notary?
No. These are statutory charges for using the video communication system for the respective procedures. Notary fees, other expenses, VAT and any register or service charges must be considered separately.
Can I Participate from Abroad?
Participation from abroad may be possible. A supported identification method, an eligible transaction and the statutory connecting factors governing the notary's activity remain necessary. Foreign documents may require additional evidence.
Is a Register Change Effective Immediately After the Video Appointment?
No. The notarial appointment and register entry are separate steps. The application is subsequently submitted and reviewed by the competent registry court. Whether a legal change only becomes effective upon registration depends on the specific transaction.
Sources and Legal References
[1] Section 16a BeurkG – Eligibility for Notarization by Video Communication
[2] Section 40a BeurkG – Certification of a Qualified Electronic Signature
[3] Section 2 GmbHG – Form of the Articles of Association and Formation Powers of Attorney
[4] Section 5a GmbHG – Unternehmergesellschaft and Capital Contributions
[5] Section 8 GmbHG – Content of the Commercial Register Application
[6] Section 53 GmbHG – Form of Amendments to the Articles of Association
[7] Section 15 GmbHG – Transfer of Shares
[8] Section 10a BNotO – Notarial Jurisdiction for Online Procedures
[9] Section 3 GmbHG – Content of the Articles of Association
[10] Schedule 1 GNotKG – Particularly Cost Schedule Nos. 25100 and 32016
[11] Schedule to the HRegGebV – Particularly Nos. 2100 and 2101
[12] German Federal Chamber of Notaries – Overview of Permitted Online Procedures
[13] German Federal Chamber of Notaries – Technical Requirements and Identity Documents
[14] German Federal Chamber of Notaries – Fees for Online Notarial Procedures
[15] Section 12 HGB – Commercial Register Applications
[16] Section 16c BeurkG – Identification in Online Procedures
[17] Section 16e BeurkG – Hybrid Notarization
[18] beglaubigt.de – Formation Packages, Prices and Included Services
