The process of physically visiting a lawyer or a typing center and getting a Power of Attorney (“POA”) made in the UAE has pretty much become obsolete these days. One can now get a POA drafted and registered in the UAE online, without the hassle of the times before. This article looks into how the process of making a POA unfolds at Legal Inz, and how online registration works in the UAE.

A POA is a legal document that gives specific authorization to a person of your preference to manage your business, private affairs, or any other legal matters. It is a vital document to have for any expatriate in the UAE, who may be in and out of the country for reasons pertaining to their business. It is also now commonly opted and registered by spouses as a fail-safe mechanism in case of incapacitation or inability of either one of the spouses for the purposes of managing their assets and other legal rights.

A POA basically grants the powers mentioned in the document to the person referred to as the “attorney” or “agent” in the same. The powers that one can grant to a person through a power of attorney are manifold and can include the right to enter into contracts and agreements, incorporate businesses, purchase, or sell property, open bank accounts, all on behalf of the “principal”, who is the person who grants these powers.

How it Works?

We offer convenience and pace in proceedings without an ounce of compromise in quality. All you have to do to make a POA is to select the type of POA and fill out our online form, which includes details such as the names and addresses of yourself and the agent and the powers you wish to grant to the agent and then order it. The steps after that can be broadly classified into two: preparation and online registration.

Preparation

We prepare a fully customized POA once you have placed the order online. The relevant documents that we require are the scanned copies of the passport and emirates ID (If applicable) of both yourself and the agent.

You will receive the draft within just one (1) working day from the date of the order. Once you receive the draft, you can request amendments or changes to be made in the same according to your preferences. The next process would be for us to have the final draft of the POA translated to Arabic. This step is mandatory as a POA is to be registered before the notary public in the UAE, which only accepts documents that are translated to Arabic by a duly authorized legal translator.

Online Registration

Once the translation is done, the entire process of registration can be carried out online. Everything is managed and done completely remotely. We assist our clients on this process in line with the online process applicable in the relevant emirate in the UAE. The notary public of the relevant emirate conducts a video call with the principal according to the schedule that they book it for and registers the POA. The convenience and expediency of this process is practically unparalleled as the entire video call conference takes less than fifteen (15) minutes to complete.

Getting a POA registered in the UAE provides you with a sense of calm and peace of mind as you are effectively getting someone you trust wholeheartedly to act on your behalf if the situation calls for it or if things go awry. The general ease with which one can get a POA registered in the UAE should be incentive enough to get it done at the earliest to cover all the bases. This applies to a wide spectrum of expatriates in the UAE. This wide spectrum includes   everyone from business owners looking to manage their business affairs to married couples looking to manage their assets and personal matters.

Legal Inz specializes in preparing all types of POAs in the UAE. Our experts are readily available to work on your specific requirements and ensure that your transactions are carried out in a timely and efficient manner.

Use the Correct Document (i.e. General POA or Special POA)

Choose Your Attorney Wisely

Have the Arabic Translation Done

Sign it Before a Notary Public

A POA is valid if it is signed and registered with a notary public in the UAE. However, if you are not present within the UAE, you can still sign the power of attorney before a notary public in the country of your residence, provided that you follow the process of legalization to make the document valid for use within the UAE.

The requirement of legalization has been put into place as the UAE is not a signatory to the Hague Convention Abolishing the Requirement for Legalization for Foreign Public Documents. The authorities in the UAE thus do not accept any POA that does not comply with the legalization requirements.

The process of legalization is initiated in the country of origin (where the POA is signed) and is completed within the UAE. This process provides a guarantee that the document is genuine and contains correct and truthful information.

The process of legalization is summarized in steps 1-4 below. Steps 5-6 in this Article refer to the process applicable to the translation of the document into Arabic and certification of the Arabic translation.

1. Notarization

As a first step, the document is signed before a notary public in your country of residence. The role of the notary public is to confirm the authenticity of your signatures as a witness. The notary public will typically need to see your identity document such as passport to allow you to sign the POA. In addition, if the POA is being signed on behalf of a company, the notary public will insist on you providing the evidence that you have been duly authorized by the company as its signatory.

The document is typically printed on a A4 size plain paper. In some countries such as Pakistan, India and Sri Lanka, the notary public may require the document to be printed on a stamp paper in line with the requirements of the local stamp duty laws.

2. Attestation by Ministry of Foreign Affairs

The second step in the legalization process is to have the document attested by the ministry of foreign affairs of your country of residence. The purpose of this attestation is for the ministry to cross-check the name and practicing number of the notary public who has notarized the document. If the notary public is recognized by the ministry, it will attest the document.

The act of attestation provides the document a legal standing on international level. In some countries, the process of attestation may also be referred to as legalization or apostille.

The legalization is carried out at the Foreign & Commonwealth Office in the UK. In the United States, US Department of State provides this attestation.

3. Certification by the UAE Embassy

At this stage, the document is submitted to the UAE Embassy/Consulate for certification. The UAE Embassy/Consulate certifies the document after ensuring that the first two (2) steps indicated above have been correctly completed. The UAE Embassy/Consulate also determines whether the document is treated as personal of commercial to apply the correct fee for the certification.

Once this certification has been obtained, the document is brought to UAE to complete the next step in the legalization process.

4. Certification by the Ministry of Foreign Affairs (MOFA) in the UAE

Once the document is presented to MOFA, it verifies if the document has been notarized, attested and certified as indicated in the first three (3) steps above. MOFA certifies the document accordingly. Once this certification has been obtained, the document becomes legally valid for use in United Arab Emirates.

5. Arabic translation

The Arabic translation is carried out after the attestation of the POA by MOFA. The legal translators will only be able to stamp the document as legally translated if it has been attested by MOFA. The translation is attached underneath the original document and the translators typically staple the documents together. The Arabic translation is required to be carried out if the document is to be presented before any government authority in UAE. Exceptions may only apply in cases where the document is presented for use in a free zone – however, this practice may not be consistent and a safer approach is always to have the document translated into Arabic.

6. Attestation by the UAE Ministry of Justice

As a last step in the process, the Arabic translation will be certified by the UAE Ministry of Justice. This certification essentially confirms that the Arabic translation has been carried out by the legal translators duly licensed and approved by the UAE Ministry of Justice.

The POA can be presented to any third parties, government departments and authorities to carry out the relevant transactions once the above process of legalization and certification has been completed.

The UAE has transformed itself into a major business hub. You may either be representing a major multinational company or looking to set-up your own business here while currently being located in your home country. You may be an expatriate who is leaving the United Arab Emirates for good and wish to appoint someone on your behalf to manage or sell your real estate property or a vehicle. In all these situations, you will be looking to appoint someone on your behalf who can carry out the required tasks to your satisfaction while you are outside the UAE.

Here are four (4) of the most important tips that you should keep in mind while going about preparing and executing a power of attorney for use in the United Arab Emirates:

1. Have Your POA Prepared in Line With the UAE Law Requirements

There is a chance that you may be considering to have your document drawn-up by someone in the country of your residence. You might feel comfortable dealing with someone face-to-face to draft this document. You should, however, keep in mind that the document must be drafted in line with the UAE laws and requirements of the relevant government departments. It is only a UAE based law firm such as Legal Inz that can help you draft the POA that complies with these requirements. If you have already drafted the power of attorney through someone in your home country, you should have the draft reviewed by us to ensure that it will be acceptable in the UAE.

2. Choose Your Attorney with Care

It is also important that you choose your representative (referred to as ‘attorney’ in the POA) with care. Your attorney should be someone who you can trust with your assets and he/she should be well-aware of the workings of government departments in UAE. Your attorney may have to take time out from work to visit the relevant government departments to carry out the duties assigned by you. If you think you need professional assistance, we provide an end-to-end POA representation service in UAE. In other words, we can prepare the power of attorney in UAE, have it legalized, act as your attorney and complete your desired tasks outlined in the document. Please contact us if you would like to avail our POA representation services.

3. Complete the Legalization Process

The legalization process can be daunting at times if you wish to carry out the entire process on your own. It will typically involve visits to the Ministry of Foreign Affairs and the UAE Embassy in the country of your residence once you have signed the POA before a notary public. Your attorney will need to visit the Ministry of Foreign Affairs and Ministry of Justice in UAE to complete the legalization and attestation. We offer an end-to-end service to our clients for the legalization of POA throughout the world. If you are interested in our legalization services, please contact us.

4. Confirmation of Completion of Tasks Assigned in the POA

Once your attorney has exercised the powers granted by you, he/she should provide you with the relevant documents provided by the relevant third parties/government departments that are issued as a result of the completion of relevant transaction. For example, in the case of sale or purchase of real estate property, you should seek a copy and then the original of the title deed issued by the Land Department in the relevant Emirate. It is important for you to have these documents delivered to you as evidence of your ownership of the real estate property. A similar process applies to all other transactions.

The above tips are based on our experience in the preparation, legalization and representation of powers of attorney in UAE. There may be additional issues that need consideration keeping in view your situation and requirements.

If you have determined that you require a special POA in UAE after carrying out an assessment of your situation, you should keep in mind the requirements that may apply to preparing and executing the document before it is presented for use.

In all special POAs, it is a rule of thumb that the subject matter and transaction should be specified in details so the parties relying on the document should be in a position to identify the document as clearly applicable to the transaction at hand.

Here are some of the examples of the most common special POAs that are used in the UAE:

1. Special POA For the Sale of Real Estate Property

For a special POA relating to the sale of real estate property in the UAE, you should ensure that the following details are included in the document:

1. Details of the real estate property with precise unit number and other information provided on the title deed of the property.
2. Details of the specific powers that you wish your attorney to exercise while using the power of attorney.
3. If the transfer of property is a transfer as ‘gift’ instead of an actual sale, you must specify that the transfer will take place as ‘gift’ and there will be no consideration payable for this transfer.

If your real estate property is currently mortgaged, you will also be required to obtain an NOC from the relevant bank before you can sign the document at a notary public. It may be possible for you to sign the document without this NOC if you wish to sign it before a notary outside the UAE.  However, in all cases, you will need to provide notary public the evidence of your ownership of the real estate property at the time of signing the document.

It may not be necessary for you to choose a special POA if you wish to purchase or manage the real estate property. A general POA is typically acceptable for these transactions.

2. Special POA For Vehicle

For a special POA authorizing the sale of a vehicle, you will need to include the following information in the document:

1. Details of the vehicle registration as per the vehicle registration card.
2. Details of the specific powers that you wish your attorney to exercise.

You will need to present the original vehicle registration card valid at the time of visiting the notary public for signing the document.

3. Special POA For Sale of Shares

The special POA authorizing the sale of shares should include the following:

1. Details of the company where the shares are held by you.
2. Details of number of shares held by you.
3. Specific powers that you wish your attorney to exercise.

You will need to provide original trade license, memorandum and articles of association and share certificate (if applicable) to the notary public at the time of signing the document.

If your special POA does not fall under any of the above categories, please contact us and we would be happy to provide you with the relevant requirements applicable to your document.