Ministero della Giustizia

How to apply for a copy of the notarial deeds

The copies of the notarial deeds are issued by the notary public that drafted the deed.

However, should the notary public have stopped practising or moved to another notarial district, a copy of the deeds can only be issued by the notarial archive of the district where the notary public practised when the deed was made.

You can consult ARCHINOTA to find the notarial archive where the deed is deposited.

You can request a copy of a deed deposited with a notarial archive:

• By going to the office of the archive, at the opening hours of the cash desk (when the cash desk is closed it is not possible to make a search or to consult a deed, nor is it possible to ask for all the other charged services);
• By ordinary mail
• By fax
• By e-mail

If you want to request an authenticated copy by mail, fax or e-mail, you first have to contact the office of the Archive asking for the relevant fees, since a deed can only be issued after the fee for the search and copy and the refunding of any shipping costs are paid.

If you know the name of the Notary public that received the deed and the reference number and date of the deed itself, you can ask for the cost of the copy by telephone, e-mail or certified e-mail – using  the relevant form – to the Notarial archive where the deed is deposited, specifying: 

• Whether the copy has to be issued in paper or electronic format;
• Whether the copy has to be provided with a revenue stamp affixed thereto or without a stamp affixed thereto (in this latter case specify what you need the copy for, to see whether it can be exempted from a stamp);
• Delivery modalities of the copy. The copy can be collected at the office of issuance or sent by correspondence; in this latter case the applicant has to specify the type of postal service to be used by the administration (registered mail is recommended since it legally certifies that the copy has actually been sent). Copies issued in electronic format can be sent by email.

The archive shall email the applicant the sum due for the issuance of the copy (cost of the copy and any shipping costs) and payment method.

If the applicant does not have the deed’s reference, he/she can make a request on the basis of the data he/she has, by correspondence,  fax, e-mail or certified e-mail (using the relevant form) to the notary archive where the deed is deposited to search for the requested deed.

In this case the following has to be attached to the application:

• The deposit/bank or postal transfer to postal current account of the notary archive of the sum of € 6.00 (cost of the search);
• A copy, also by e-mail,  of the receipt  of the deposit/transfer

In this case too, the applicant has to specify whether:

• the copy is requested in paper or electronic format;
• the copy has to be has to be provided with a revenue stamp affixed thereto or without a revenue stamp affixed thereto (in this latter case please specify the use you are going to make of the copy, and whether the said use provides for the copy not to need a revenue stamp):
•  the copy’s delivery modalities.

The Archive searches for the document and informs the requesting person by e-mail on the outcome of the search; should the archive find the document, it notifies the amount due for a copy thereof (cost of the copy and any shipping expenses) and payment modalities.

The (fixed and proportional) amounts due to the Archive to pay for the requests made by the users, pursuant to Articles 8 and 11 of the Regulation on the determination of parameters for charges and contributions due to the Social Welfare Funds for Professionals and to the Archives, approved by Ministerial Decree no. 265 of 27 November 2012 (published in the Official Gazette no. 51 of 1.3.2013), in force as of 1 April 2013, are as follows:

• The charge of € 1 is due for each request
• The overall charge of € 6 is due to the archive for a document search.
• The overall charge of € 10 is due to read and inspect a document, when a copy, abstract or certificate thereof is not requested. The same fee is due for the collation with the original of an already issued copy.
• The fee of € 1.50 for each 25-line page is due to print original copies, abstracts and certificates or to make copies. In case of urgency the said charge is increased to €3.00.
• The fixed charge of  € 18.00  is due for the issue  of an  authenticated copy  in paper or electronic format of a deed  drawn up in paper format and € 27.00 for the issue of an enforceable copy, as well as € 6.00 (for the request and search) plus the printing charges and any revenue stamp.

To make an example, for an authenticated copy issued without a revenue stamp in  paper format consisting of a 4-page deed the overall charge is € 30.00 (€18.00+€6.00+€1.50x4).

The same charges are due to the Archive for the issue of a copy in paper format of a deed drawn up in electronic format.

The same charges are due to the Archive for the issue of a copy in electronic format of a deed drawn up in electronic format, except for the printing charges.

For an abstract or certificate of a deed a charge of € 10.00 is due, as well as € 6.00 (for the request and search) and the printing charges. When the abstract or certificate refers to the essential content of a convention € 18.00, plus € 6.00 (for the request and search) and the printing charges are due.

Under Presidential Decree 6242/1972, a € 16.00 tax is due for every 100 lines of a copy in paper format; a fixed € 16.00 tax is due for a copy issued in electronic format and transmitted electronically.

Once the amount due is known, the applicant has to pay the sum due for the issue of the copy on the postal current account held in the name of the Archive by payment via postal payment slip/bank or postal money transfer, then send the application form  by post, fax, e-mail or certified mail, attaching a copy of the proof of payment thereto.

Payment shall exclusively be in euro and not in any other currencies.

For money transfers coming from foreign current accounts in some cases an addition fee shall be charged in addition to the amount due, as shown by the following table, because of corresponding additional charges borne by the Notary Archive

Once the Notary Archive has ascertained that the payment/transfer has been made it delivers or transmits the copy together with the receipt of payment, using the modalities decided by the applicant.

Copies of notarial deeds are issued by the notary public that drafted the deed.

However, should the notary public have stopped practising or moved to another notarial district, a copy of the deeds can only be issued by the notarial archive of the district where the notary public practised when the deed was made.

You can consult ARCHINOTA to find the notarial archive where the deed is deposited.

Find the notarial archive

 

Application for a certified copy (pdf, 58 Kb)

Application to be informed of the cost of a certified copy (pdf, 66 Kb)