Authentication and Registration of Documents' Proclamation No. 334/2003

\\ I\. / ~ \.r' \"" ~' , ' 5~-~~~ " 7>~~ f~+f"*f t..1..t-I\'e '\'l"ht-fLfce tT1Ih.h ~~/ralA' ~;JtT ;JtLlfJ , FEDERALNEGARIT GAZETA OF THEFEDERALDEMOCRA TIC REPUBLIC OF ETHJOPIA, '17 " " ;"1 "".. , ' , ' , , "tri~11 ,-ofcfl-rC !I§ "-\h "OCI"'I.f1l1 @ +1 !i'f2?1' ,.~ . ),. 9111Year No. 54 ADDIS ABABA-8tb May, 2003.Oh.off-A"f ~1..t-"C£ -\'fOht-ft.fC£ tT-fll\.h f ih1f-fl "'lDt}f-T 9'11C o.of mCl4:~offmtl) 0?~fi5J., , , , " "cp~, cfl'1'C ~fcl)§/!;Uj~ ,.9" ; fit.,P.~4fJl!J1-rt; 9"mCl "'P~ .;. 1W litif<:'1 t: ... f "'P~ cfl'1'Crf@i/lifj~, ; " ~.,~~-."7l;J1';f,t; 9"1I1C1t'lDnJ,"'P~ fit~1.- "7l.:J1'1' ",t- ~9"~of f"7!IJAOof "711~){f"7.fit 1~t;",,1Ct; 0'''9'' ,,+~ ~:( O"'PJTt;O.(-~~T oot}h~, f"7.1.l1'- fm-~t; fi,~T ""~~"'T' fDjJoo;F"f Ooo(J'~ f fit~P.,T 9"1I1g ",t- it~P.T 9",iH.9" It.cLl\,. ~'~1~ ~it.,.,.,"7~ "'~:r f"7..(.'1'Cooo.,~ i , ,fit~P.T "71..:J1'1't;9"1I1C1",t- O""t-f: m-"'1' O~C.( o."'Tt;' 0 fi,it-T9"f oiJ,..,,,,:,. 00'" tfo."'T ~9"'(-' 00lPl of' O"7.(-l.., ft.t)~~ fcfof 0001l'~'i ffU}'} ",t- .,...,Clt-oft; p..t-m-1 f"tJ'ht;'~~ "'*"7of, "'~nJ,r; .,...,ClC f"7.OJit' ",1.- lD-r f~1..t-~ ih.., Cll\OOc:'~f ' fit~P.T "7l.:J1'1't; 9"1I1C1",t- 000" ""t-f: ,,.cL2\"7.~+ O"7.c:'lm- ",1.- lD'1' f~I.t-1A ih.., Oooot- OH.-)T oo"'h~ fOY.ht;lD~ f,..,.(-t;, A,tr-T19" fh.f1c:'''7. ""~~"'T 0"7"" "m~ l1.(- h~.,.2j= hll.,.'PWt. fl\m- 0~1f.~ f f it ~P.T "7l.:J1'1't; 9"111 CI ", t- f"7.fht; OJ~ .,.!t"7of, .,...,ClCt; ~"4.~of Oih.., ooOJit, ,"itcL"1. ooo.,~ f 0h.off-k1 ~1..t-"C£ JlifOht-ft.1C£ tT-nl\.h ih1 00''''''':'- ",+;t 9~(i)"OolPloffm.1J f"7.h.,.l\m- :rm-~~ II, '!'" h~~ 1 111""""1:' .:J1."T "'~ ' I' ,,~C CiJit ,,~IJ ~'P~,"~,it~P.TOYl.:J1'1't; 9"1I1C1<"'P~ cfl'1'Cr~~§/!ifj~" .,.-otr- l\.m+h ~T"~ II I- ofc~'" , f ~k "..,,-0 fi," ,ofC1'-9"f"7.fc"tmm-t}~If~ O+C OttlJ "'P~fD-l\1' f , n~ .,:: 3.40 VOltPnce . CONTENTS Proclamation No. 334/2003 Authentication and Registration of Document ,Proclamtion Page 2172 PROCLAMATION NO. 33412003, . PROCLAMATION TO PROVIDE FOR THE AUTHENTICATION AND REGISTRATION OFDOCUMENTS " WHEREAS, Authentication of documents provide a reliable means of evidence and thus facilitate contractUaland other relations between persons and organizations both at the domestic and intemationallevels~ WHEREAS, registration of documents'ensures the availability of documents whenever they are required; WHEREAS" the functions of authentication and regis tration of documents have been canied out in the country by courts and other public offices based on practi~and that there was no relevant Federal legislation which determines the scope of the work and the powers and duties of organs involved in the provision of notarial services; , WHEREAS,applying uniform Jeder~> legislation on 'authontication and registration of documents through out the country have positive impact on. the'flixibility of the Trade and other business relations between the citizens. WHEREAS, it is necessary to define by law the powers and duties of institutions that carry out the functions of authentication and registration of documents; NOW, THEREFORE. in accordance with Article 55(1) of the Constitution of the Federal Democratic Republic of Ethiopia, it is hereby proclaimed as follows: ' , PART 1 General \ 1. Short Title This Proclamation may be cited as the "Authentication and Registration of Documents' Proclamation No: 334/2003." , , 2. Definitions In this Proclamatro~ unless ;thecontext requires otherwise: \' , . ~;Jt"" ;m.tIJ ;r..,.cft. ititli Negarit G.P.O.'Box 80,001 \ ,It I1r.II,r U-t-A. ~;J~+ ;Ju,1IJ 4I1'c!li "7J1I1 cJ)+') IIfII",,,, i' ".U~ OYI.,;J1'1'''OYl\T ".Ilia .U~ O"U,;J)t:' tIJ~r .,.,cs" OO?OPl\h.,.m- {}m- i't.LI.,.. 07,':(w9 """lid)o' OPu.oo-"} OOYI.,;J1'1'O{}~.c;.,,~ OPLl.r'i-t).,.,. OY~I.": m~'" "ia+~'I" O.,.LI.OP {}~~ ~~ r~~~ d.COY"}'i m~'" OY"'''''''"} 0:J'l\ OP"''' i m~' . O'ioo-'i d.COY'i m~'" 117..,.,.,.. OThhA OPII')'"} OOYI.,;J1... O{}~.c;. ,,~ OPLI.'r'i 117""'''' fOY~I." ).~I!. " . . I' .~{}.,.~, OYATOYIj¥aJ.'" m-A f ).tfn. f fm-hA'i\ rl\tlJ1 ~h~ {}~'~ i h""}~ ~* m~'\"':*'f: ~m.c;:"f"} l\~.f.C1'" U~ O.,.{}'~m- {}m-' 'f"'''' t;1"J'fm.~ fif~)'(- :":( m~r "AI}"l" : foiMo~T' ' /' OPODP'Z;JC~~~ iD~r otJrf-P.1.&f1.1-0 f "'l\',.q~ m~'" OY'iTm-,.. fill" "'P~ OIJIP4!TP\"}.Il1.,;J1'1''i ~"}.IlOPU1-of+I.O ~m.lj: ~m- II r.. "{}~.(-, OPOP"1-o" OYl\T ""}~ f.,.I.,;J1m {}~~"} l\lLV- o",u,;J:l OP"1-o OP41 ck'l'C OOPiamT OPoP1J 1-Q'i ",iatOP'I' f m~'r Oih." OPIPI.T O{}~~ "1.;J.;JIif!'I}l\rAtlJ1 ~"}.Il+OP'I' ,.,.ql\ {}~~"}. "-+-01\- OPoP"1-o'i OYia+OP'I'~m- II 9.' "{}m-" OYl\T f"'L"'~ ilm- m~'" Oih" f{}m-~T OP-oT f"'{}mm- ~C~T ~m- II . ?i" " {} ~.t;- ~I.,;J ,;J"l"" 1171\T {}~~ l\ 1171.,;J1 'I' 0" ,,1} 0 rAtIJ"} f"'{}mm- f{}~.t'OYI.,;J1~'i "'''11} ~ihLT o.TIPt-"'~ m~'" OlL" "'P~ ""}+~ n h"'m + ,.,. OPr&1 o..,."f fOY'iTm-,.. OPr&1 o.T 1Pt-"'~ ~ II . i" "fh-t""l OOia"'~'(-C" m~r "fhTO? OPia.,.,cs.(-C f"hC 0.+" OYl\""~"}1.V-).;l"m-f".Ilia "01} hTO? otJia+"U~-C(l1"lJ"rhCo.T. m~r f.(-tA'P hTO? OPia.,..,.(-Cm~r rhe o.T ~m-II ~. f"'L~1.~T mil") . . ""., "..~ I . i' Oh~~ OPia"'.4~c""f 1-""} "'P~. l\",IIUr rAtlJ1 O"'AtlJT."""T f I" . O~.fJ.hMI}'iO~tA'rh"''I''"f OlL" "'P~ rAtIJ"} 'O"'iltIJTm-"""~ i ' , j:' . O~ 1-JI~ ."ttll-f:C i Om-"l" ""C Ol\.Tf"kl O?f1.,.cr"f f . . 9." flOPhtthllPt-f£+ ,h~A n:IfD"f ~9 ?i' OJ.I.t-A OYI."t1 {}..,.:y- 00?1.,;J1m-'i' O"!,r'U 10- ,UP'T "" ""LK"t tAr'iA" . 'h~1 . f{}~~ "7l.;J,;J'""'''I}t-.'K" f).(.,;J.,Q,)J,,~"'f 9." f{}~~ "'I1.,;J1#f"., ,Qt--1 f{}~'(- "'I1.,;J1... "'''I}~''''' f1.h.,.I\-T"} Im:J'~"A II i" {}~P."f"} OYI.,;J1~' tllJou"1-o i I: f{}~'(' :":(,.:f1 h'P'iCD-,;JC O"'IOPlthC +hhl\~~~ T(J)o"} "'I1.,;J1'1'9 OItOD1f1-o I i:" :J'l\ 00"'''9 n:J'l\ 00"''' 'f"tAm- "'I1.,;J1..,."f"} 00+OA9 0000"1-0 i i" 1}I\14Sf"'f 1\.111,.-11 ~"}J;"'Le\"I.~oJ;fd.C"'l~9Im~'r M..,.,.r 'ioo-'i 001" i ?i" l\ODI.,;J1TO"t+co- {}~P."f,,~ f"tLCOO- m~r f LI.-- il9''f1 "fl\-;l" i OP-O+'irAtIJ"} "'I1.,;J1'1'i i" . Af!"I.,;J1... f"totCo- (}~P."f1 ih,;Jf£~+ "'I1.,;J1'1' I / to ., PcC*a1 Negarit Gazeta - No.54 8" May, 2003-Page 2173 1) ~;toauthenticate a document" means to witness the slgning of a new document by the person who has prepared such document or the person it concern 'and, after ascertaining that this formality is fulfilled, to sign and affix a seal on the document, or to sign and affix a seal on an already signed document by ascertaining its authenticity through an affidavit or specimen signature and/or seal; ;.2) "Doc~nt" means a contr'ift, wilb'. power of attorney,..dotument tr~slated from ~"language into another by a licensee. tianslJor,: &py of a document, ~morandufh or articl~s of ~sociation. ~' " j', . mi'nutesor any writtenmatter submitted for authen \icatiqnand ~egistration; . 3) "to register a document" means to register and authenticated docume~t by marking it, with an identification number,' in'a regis~r preparCd for the . purpose and to de~it the same. docu~nt, qr to register and deposit' a document which is required 'by law to be deposited with a notary; , 4) "Person" meamj\a"physicalor legal person; 5) "Notary" means the Federal Notary Office or an employee of the office or of any of tI1O$einstitutions mentioned under Aqicle 26,.duly. awporized to authentication documents; 6) "City Government" means either the City Govern ment of Addis Ababa or the City Council of Dire Dawa, as the case may be; c, . 3. Scope of Application This Proclamation shall apply to documents authenticted and registered'by: 1) .' organs of the RegioMl Government authorized by respective Regional laws. 2) organs of the Addis Ababa; ~dDire Dawa City Governments authorize,dunder this Proclamati6n; 3) the Mipistry of Fo~ei~nJ\ff'airs,Ethiopian ~p1bas siesandConsularOffice; , 4) Commanders of divisions of the deferice force; and '. G 5) heads of federal prisOJ:ts. Part2. NOTARIAL Aci1VITIES AND DUT1ES OF THE NOTAR Y 4: NotarialActivities, '. Notarial activities include the follo~ing: . 1) to ~uthenticate and register docu~entS;'.' 2) to verify copies ofdocuments against their originals and register same; , 3) to administer oath and receive affidavits and register same; 4) to keep custody.of specime~ of signatures and/ or seal upon request by those concerned; 5) to ascertain the capacity, right and authority of persons who are abOutto sign or who have signed documents submitted for authentication;', 6) to ascertain the legality of documents sUbmi~ , " for authentication; I ' ,,,. liI".lif(tii IJ.601A ~.?t'1' .?IJ.1fJ ~1'C ~ii "t1111 @+1 Iilrj~ '}.9". Federal Negarit Gazeta - No. 54 glbMay, 2003-Page 2174 'j,. 0 ih.., f 11t\ 0."" ~..,. "'I t.;J 16IiJ.f"'l. (} 'P 11TfD-'} '}-f1t..,."f t\"'I it.,. 1\t\,,: 0"'I."t. 1- fD-ftol' : v) f'}-f1t."" hit'''I\I\~.fD-'} I1t\OD-f1""~"": "hc,' t\) '}011t..,: OODI""~"" IA"'(}m CD~9" O,,:C.(' 0."" :"{)tJ1I IA:1'11, ODIf~,} "'It.;J1'P : ~- itt\.,'t.;J1fflolj itt\+tID"10' (}~Jl.1' P'AlIJ') 11t\fD CD",}9" h.., 11-f111t\fD- h \1A f'1.mf:" "'Iitt.:cr ODitm"": D- I\.t\-':(, ,"OD""" "'..,I1t-""'} IhljfD-IjA II ft- ODt.;J1'P1j OD0D1I1-f11t\I1TfD- (}~,,"f i- f"'l.h"'''''''' (}~Jl.T OtLtJ ih.., ODIPt."" \1A.,'t.;J1fflolj \1A,"OD"10- ih;J'C fD-m."" h,.tj t-TfD-9" II v) h.., 11-f1 11t\CD- ih.., ODIP t...,. ODt.;J1 'P1j OD0D1I10111t\I1TCD- (}~,,"f : t\) ffD-hAC,' P'AlIJ'} ODit6IiJ. (}~,,':(, : th) f'}"',('C,' I\.fto':(, "'11 0 t-:" ODODP't.:F "th.c:."flj: OD.,.~"tl .(-'}(l':(' "hlj "'I7f7fI?' :FTCD- : I- htLtJ 01\" h"'ODt\hi:"" (}~',"f fD-'T' I\.t\-"f (}~Jl."f "h,}-'l t.;J 1 fflol\TfD-1j "h') -'lOD"1 0-1\TfD- 11t\,.~ \"'"f f'1.m"ck (}~.(' ht.;J1aJ: "h~tLtJ') (}~,,"f 1t.;J..,lIJA : ,e.OD"..,I1A II }- hAhl\ i- h,}'(' (}~.(' ht.;J;JIi11'i v) ft-"",}: fl1t\o.i:,} : fml\j(:t:'} m,e.9" f"'CDI\ j(:t:'} : f CD'}'('9" CD1-9" f"h tJ i:,) i f"'l. it ..,. CD"9" fl1A CDI\j("f'}1j "h,}-'lv-9" f"'l,it"" m,e.9", fl1A CD'}'('9" "htJ""') (}~.(' : t\) t-"" CDh.A CD"9" "h,}1,t-f1. flf~t\""'} (}fD-(}~.(' "'It.;J1'P h,e."fA9" II I- OtLtJh'}+" '}o-it h'}+" (i) f"'ODt\h"'fD- v-~;J' f'1.1;J'P'/" (}~~ 01\.1\ (}~.(' ht.;J;J'T' ,.t.;J1l1JA II f.- "h,}-'lv-9" Oih.., "h'}-'l ".t'" f"'mfck v-~;J'9'':(' \1A'"''.7.''' (}~.(' ht.;J;JaJ: (}~.(' f"'lt.;J1'P h1A ..,t\-:" h,.(}'P9" II 'j,- ho.i:;J' f"'l:"t.-f1 OD-f1:" i- h,}'(' (}~.(' ht.;J;JIi11' OtLtJ ih.., ODIPt."" ODitm"" 1t\0""') h1A..,t\-"" n.ht\hA CD"9" ih1-'} OOD"'I\t\,,: h1A..,I\-"" n.(}1' "'I'}~CD-9" :"~;J' 1t\fD- (}fD-f(}~'( ht.;J;JQ;)I fOl\,. t\1f~CD- h\1A on; +') fD-it'P hf1.i:;J' iLl+C-f1 ,."fl\A II I- 11t\ .,.~, OtLtJ h'}+" '}o-it h'}+" (i) ODIPt."" O"'(}mCD- CD-"'~ :"~;J' \1t\fD-CD"9" ho.i:;J'fD h+ t.0 t\ ..,. +'} 1.9"t: 0 c!J I(}1\"I +'} fD-it 'P fD-"~ \11\11 t\tj:C.(' 0."" hit "'I:"t.-f1 "':('I\A II ~- foo.,.110C ..,1..;J' h,}1..' (}~.(' ht.;J;J1if!" t\Ft-fD- hit~I\1 :flf~ (}~.(' CD,e.9" oot.~ f'1.m":" i "'I1~CD-" (}CD-f"'mf+CD-') (}~.(' m,e.9" tlDt.:cr Oooitm"" CD"" 0"'l:"t.011 oo.,.110C ht\O"" II u- "'I.itm.C foomO:" ..,1..;J' "'I'}~CD-" (}~" ht.;J;J1if!" i i- Otj:C.(- 0."" CD"" Oih.., P'AlIJ') O"'(}mfD- h\1A \1A:1'"" o+C 0P't-fD- h;JlIJ"'I. O"h:( f111fD-'} oot.:cr t\t\.1\ f.~ CD1'}h"Ac:. h,.(}'P" II I- 0P't-CD- h;JlIJ"t ICD+CD-'}~1C o,.itm.C ,e.,.tJA II h":A f. (}~.(- f"'l t.;J1'P P'C~"" ! . h-'lit (}~.(- itt\ "'I t.;J 11' i (}~I.' ht.;J;J~ h,) I.' (}~.(- "h'}-'It.;J;J'P f'1.+C-f1t\""i (}~~ ') t\oo~t." f+t.OCD- (}fD- itao-Ij h.(-t-7ffD O(}~~ 1\" f"'m+(}CD (}CD- oolf~,) O"'litt.:cr hoo"ht: cU~ '} 1t.;J..,lIJA II 7) to ascertain with respect to contracts made to transfer properties for which title certificates are issued under the law: (a) the right of the transferor to transfer the property; and (b) that the property is not Mortgaged or pledged or that such property is not attached by a court order. 8) to provide information upon request by authoratative or approprate organ about authenticated and regis tered documents. 9) other simaliar activities. 5. Documents thatMust be Authenticated and Registered 1) The following documents shall not have legal effect unless they are authenticated and registered: (a) documents that must be authenticated and registered in accordance with the appropriate law; (b) power of attorney; (c) memorandum and articles of association of business organizations, statutes of associations, and amendments thereof. 2) The Notary shall authenticate and register documents other than those mention~d above, if requested by the concerned parties. 6. Prohibition 1) A notary shall not authenticate: (a) his own documents and those of his relatives by consanguinity or affinity up to the second degree; (b) the document of a person for whom the notary is acting as agent or representative; 2) in the case of Article (1) the document shall be authenticated by another notary 3) The notary shall not give any notarial service unless the requirements ofthe law are satisfied; 7. Right to Petition 1) Any aggrieved person may submit a petition to the superior organ of the notary within 15 days where the notary refuses to give service that he must under the law, or gives service in violation of the law; 2) Where the person who has submitted a petition under Sub-Article (1) of this Article is not satisfied with the decision rendered or where no decision is rendered within 30 days from the date of submis sion of the petition he may bring an action in a court of law. 8. Duty to Cooperate Any person required by a notary to give a document or information necessary for the notary's activities shall cooperate by producing the required document or by providing the required information. 9. Duty of Secrecy A notary shall: 1) not give to third party information, which comes into his possession in the course of performing his duties unless ordered by a court or by a body empowered by law. 2) keep secret anything which he happens to know in the course of performing his duties. PART 3 PBOCEDURE OF AUTHENTICATION 10. Authentication of a New Document 1) Where a new document is submitted for authen tication, the notary shall authenticate the document. after having ascertained by means of evidence that I the name address of the person who is about to sign the document is the same as the name and address i on the document; "K' Mjf.iir~~ Uo.6-1\ ~:Jt.}. ;.IILII) <IITC9~ "".,f1" ~j +') Ijj.rj~ ,.,... ! ~ Federal Negarit Gazeta - No. 54 SohMay. 2003-Page 2175 ~, {t~1.' hl..?.?~ {t~1.' fl.ll..?"'T : h..,I1-o 11"TW' ih1:f f'NJ.~11(1}<'} IIDh.,'A hAil"" II Hi' hil+1.''l'' ilA.f'Ll.tJOc{t~f.~' j!. {t~1.'hl..?.?~ hil+Y:'l" f.,.Ll.IID {t~Y:h'}Jll..?1T fl.+C-oA"" =- 11{t~~ "f, f{tLl.(I}< kCI17 {t~~ '} hil+ 1.''l'' f Ll.IID(I}< 1'1(1}<~.CI17 IIDIf~,} OJf,9" 11{t~~ "f, fl17.11(1}< 117..,.,.9" ""tltlA~(I}< 117..,.,.9" IIDI1'~,} 1 l..?..,fflA :: I{' f+l.I1(1}< {t~Y: 111\." {t~1.' hl..?.?6f!- f.,.l..?.?m hl1'~ 11{t~~ "f, fD?11(1}< kCI17Cj 117..,.,.9" f.,.I11\(I}<{t~Y: hl..?.?6f!- keD?Cj 117..,.,.9" IIDI1'~,} 1l..?..,fflA:: II{' hA{t~Y: "'AI16f!- OJf,9" 11"( j!. fh'}1.' {t~Y: "'AI16f!- OJf,9" 11"( h'}Jll.'?1T fl.+C 01\"" : {t~Y: hl..?.?~ OJf,9" fl1"(1}< f,U"" hCPCj(l}< {t~1.' f,U"" .?C h'}JllJc9" l1"'AI1~ OJf,9" 1111"(1}< "f, 11\(1}<keD? tDf,9" 117..,.,.9" I1CPCj(l}<{t~Y: "f, 111\(1}<kCI17Cj OJf,9" 117..,.,.9" .?C h,}Y: f}f,~"" IIDI1'~,} 1111711DI&hc{t~~ '} 1l..?..,fflA :: I{' I1ttO h'}+". '}o-h h'}+". (li) IIDIPl."" f.,.l..?1m fh'}1.' {t~Y: "'AI16f!- fCPCj(l}<'}{t~Y: lOA fl17hl.jf~"" CP.?f,'i l.CPA :: Ii:' f{t~f.:f'} ih.?ce~"" hl\I17l..?1T li' {t~Y: hl..?.?~ {t~1.' hl17l.'?1m-Cj hllDlID1f1f1cIlk"" f{t~~ f,U"" ih"''}Cj IIDAI19" ml1f,'} fl17f.:1>l.'} IIDI1'~,} 117l..?1T hl\I1"" :: I{' {t~Y: hl..?.?~ fh'}Y:'} {t~Y: ih.?ce~"" hl17l..?1'1' hAc:. f{t~~ '} f,U"" fllDI\OJ'I' OJf,9" fl17hl\OJ'I' P'AffI'} fl\(I}<9" :: Ii' f{t~Y: L&-lI7.sP:f'} :f1\-:rCj P'AffI'} hl\I17l..?1'1' li' {t~Y: hl..?.?~ h,}Y:,} {t~Y: hl17l..?1m- 11~."" f L&-II7.(I}<'} f lIDLl.9" IID-o"" OJf,9" P' A ffI'} 117l..?1'1' hl\O"":: I{' h,}~: {t~Y: L&-I17. f ih.., :fl\-:r 11\(1}< IIDI1'~ hm &-ffl& fl.1f'} 1'1~Y: hl..?.? ~ f L&-II7.(I}<'}f ih.., :fl\-:r "'10. 1111D{tl\(I}<IID'}1Y: 117ff1&-""f,:f"A II I~' fh'}}S'}.r.' '}-I1l..,.:f'}Cj fl11\,}-I1l.-I:'} lJc~:r hl\I17l..?1'1' ° ih.., filA 11.""~"" IID-I1..,. 117l.'? 1651 fll7.{t'l' 11T(I}<'} '}-I1l..,.:f l\l17h"'''I\tt: fIl7.U.?~ {t~p.:f hllDl..?1ff1T(I}< Ok"" {t~Y: hl.'?'?"" =- i' li' '} -11l."" h h.,." "k(l}< h .., 11-11 111\(I)< ih.., lID IP l...,. fl11\I1.""~"" 117l..?1651{t~Y: 11\OJ. IIDI1'~,} i I{' ,}-I1~-I: ° lID'''''~'''' lA.,.{tm OJf,9" Ott:CY: 11."" lA:r11. IIDIf~,} : f.' {t~~ '} fIl7.Ll.IID(I}< 1'1(1}<{t~~ '} I\IIDLl.9" h(l}<A tDf,9" hih.., fllD~Q;}. P'AffI'} 11\(1}< IIDI1'~,} 117l..?1'1' hl\O"" II II' :1>l\ lID"''' hl\IID+OACj f9"htiC :1>A hl\lIDhl17"" Ii' h '}Y: (a(I)< f J\ ') Y:,} 1'1"Y: f,U"" ..,.tItll\ ~~..,. ° 1'1 ~.( hl.'?'?"" k"" +C(1 0:1>1\ lID"''' 117l..?1'1' f,'f"A II (a~.r.' J\l..?.?QJ;I}" f.,.I11\(I}< (a(l)< Ok"" +C(1 :1>I\-,} hllDhm-l: Ok"" :1>1\ lID"''' IIDLOtJOc'} O{t~~ "f, f,1A"A II I{' J\,}'(- {t~.(- J\l..?.?~ Ott:C.(- 11."" fl.:rU1f fh,}'(-,} (a(l)<f9"htlC~"" :1>Af,+O"A II f.' 1'1",(- J\l..?.?"" OttO h'}+". '}o-h h,}+~ (~ IIDIP l."" f9"h tiC""" :1>A 0117.+OAO"" 1.tf. 9" htl~ :1>I\-') f {tm(l}< 0111 U ~ IIDIf~ '} f9" h tiC""" :1>I\ O{tLl.O"" (a".(- "f, 1A~ f,LC9"O:rA 117..,.,.tJOc'}9" '''''9''O:rA II 2) The notary shall comply with the provision of the relevant law when he authenticates a document. 11. Documents Already Signed 1) Where a document which is already signed is submitted for authentication the notary shall authenticate such document by ascertaining that the signature on the document is that of the person who has signed it or that the seal on the document is genume. 2) Where the document submitted for authentication is already authenticated by another notary, the notary shall authenticate the document by verifying that the signature and seal on the document is the signature and seal of the said notary. 12. Copies of Documents 1) Where a copy of a document is submitted for authentication, the notary shall authenticate the document by ascertianing that the contents of the copy are the same as those of the original document and that the signature and/or seal on the copy is the same as the signature and/or seal on the original document; 2) A copy of a document authenticated under Sub Article (1) of this Article shall have the same probatory value as that of the original document. 13. Ascertaining the Legality of Documents 1) A notary shall, before authenticating and regis tering a document, ascertain that its contents are not illegal or immoral; 2) Apart from ascertaining it's legality, a notary shall not have power to change or cause to be changed the contents of a document submitted for authen tication. 14. Ascertaing the Capacity and Authority of Signatories of a Document 1) The notary shall, before authenticating a document, make shure that the person who has signed or is about to sign the document has the right or authority to sign it; 2) Where it is doubtful that the person who has signed or is about to sign a document has capacity to do so the notary shall make the necessary investigation in a way he thinks proper to find out whether or not the signatory has capacity to sign. 15. Ascertaining the Ownership and Other Conditions of Certain Properties Before authenticating documents relating to the transfer of properties for which title certificates are issued under the law, the notary shall ascertain that: . 1) the transferor of the property has title certificate for the property in accordance with the relevant law; 2) the property is not mortgaged or pledged or is not attached by a court order; 3) the person who has signed or is about to sign the document has the right or authority, legal or contractual, to sign the document. 16. Administration of Oath and Hearing of Witnesses 1) A person may declare the truth of the contents of a document.under oath before a notary. In such a case the notary shall state on the document that the said person has been sworn by him before he made the declaration; 2) A notary shall take the testimony of a witness where he is ordered by a court; 3) Where the notary takes the testimony of a witness under Sub-Article (2) of this Article, he shall state on the document that the witness give his testimony in his free will. The notary shall also sign the document and affix his seal thereon. """ !(1I""1iJ~ IJ.t-/:\ ~:Jt.1" ;IlL'" 4I'I'C:li! "7J1/' t!) +") litX1?; '}.~. Federal Negarit Gazeta - No. 54 gohMay, 2003-Page 2176 I%" 'JOl.A ()~,.~.') 1lf\"7";J~:" Ii" {)~1.' hl;J;Ja.1J OlltJ h'P~ h'}+?\ ~ f\"'oPf\hi::'-lJ' h,}l.hllL"1.~i: f\f\.f\"~' ()~,."f9" 'JOl.A "7";J~:" ~~'''A II J." {)~1.' hl;J;Ja.1J 11";J~OJ- 'JOl.A {)~1.' f\oPm+9" f"7.LA'" {)OJ-OlltJ h'P~ oPlPl:'- O"7.lDlIJ I:HI f"7.tD()~OJ-'} 'P;J OoPtlLA 'JOl.A ()~~ '} "7..,,:, ~~'''A II It" ()~P."f') 1lf\oPoP1I11llJ' llf\"7ll+oP1' Ii" {)~1.' hl;J;Ja.1J f"7.!l;J",IIJTOJ-'} ()~P."f ~oP" ",I1A II f\h1').';'}~ {)~1.' h'}1.' "'AI16£b OR"ihL:' 0.1: 11l+9"IIJA :I J." h'}1.' {)~1.' O()~1.' hl;J;J6£b h~ h'}Jt+oP1' Oih", f"'1.~11 hln {)~1.' hl;J;Ja.1J h'}JttJ 1f\OJ- {)~1.' ().+Cllf\:'- .,.+llf\o ~oP""'I1A i 11l+9"IIJA II ;:" {)~1.' hl;J;Ja.1J Oh:( f"7.1~ h'}1.' f()~1.' "'AI16£b lD~9" h'}1.' {)~1.' Oh:( llf\oP'i~ ,..';, O"7.oPf\ h.,.OJ- {)OJ-"7lll)f ().m~:" i "'1o.OJ-') tI~1 0"71l hLA ",AI1a.1J'} lD~9" "7lll)fOJ-'} ~{)IIJA II tI~A § llf\()~1.' "7l;J11iliJ.lJ'9"11111 R'ihL:'- o..,."f '}O-ll tI~A h'}1.' ftlAA f()~1.' "7l;J11iliJ.lJ'9"11111 ?\ihL:'- 0.:' Iii" h1.l)f~:' Ii" ftlAA oPll"'.';1.'~"f ~tJ,} h'P~ f"7.11lL?\go. f()~1.' "7l;J11iliJ.lJ'9"111111\.11.&-:( ~"f"1\- II I" 1IC1I~'} h'}1.fht)l1o.1TOJ .,.Q;1,I16£b V-).;J 0&-1't:fOJ-~tDlllJ'1\- II '}o-ll tI~A v-f\:' fhJtll hOI1lJ' f1.'~.';'P f()~1.""7l;J18j.lJ' 9"11111R'ihL:'- 0.:' 1)" fR'ihL:'- 0.1: oP9l9l9" Ii" fhJtll hOI1lJ' 1.'~.';'P h"''JO"f h1'}.';'}.';TOJ- h'}1.' R'ihL:'- 0.:'- ~'i&-:f'PA II I" f4..l.&-1\- f()~1.' "7l;J11'lJ' 9"11111 JP&- OhJlll hOI1lJ' 01.'~'P O"7.9l9lgo.:'- R'ihL:'- o..,."f ~hlJ' lDlJ'A II ~Ii" fR'ihLT 0.1: JPAIIJ'}lJ' .,.",I1C R'ihLT 0.1: f"7.h.,.I\-T JPAIIJ'}lJ' .,.",I1&-T ~'i~;J-A: Ii- OlltJ h'P~ h,}+R' g f"'"l"~T .,.",I1&-T 1hlJ' lDlJ'Ai I- OlltJ h'P~ h,}+R' 1% oPlPlT h,}1. hllL"1.~i: 'JOl.A ()~P."f') 1U;J)fA i ;:- OJ-A ~'P'PA i g- '}-olT ~~tfA i 11l"'''A~A i ?;- ,I\"7OJ-'} h",-o f\"71.'lll f"7.!llLA1OJ-'} .,.",I1C v-I\- ~LR'''7 A II 1)1- h1.l)f~T R'ihLT 0.1: Ohi"'7OJ- oPll.,..';1.'C 9"tlc o.T f"7.7'9" h'}1.' fR'ihLT o.T ;}I\A- hlltJ 0:\1\ ";}I\A-" hf.,.l1f\ f"7.m&- hlJ' hllLI\1. 1P&-.,.VO"f~'i~;J-A II 1);:- f?\ihLT 0.1: ;}I\A- JPAIIJ'}lJ' .,.",I1C Ii- ;}I\A-OJ- hhi"'7OJ- oPll.,..';1.'C O"7.()mOJ- hm:J>I\~ oPOD,,' ODlPlT R'ihLT 0.1:'} ~oP&-A Ill.,..'; 1.'&-A II I- flltJ h '}+R' '}o-ll h '}+R'(Ii) hm:J>"~ h ~;J1C h,} 1."'m 0 + II' 'i ;}I\A-OJ 17. Drawing up Model Documents 1) The notary may draw up model documents for those documents specified under Article 5 of this Proclamation and for such other documents as may be necessary; 2) Any person who desires to use a model document drawn up by the notary may get a copy thereof by paying the price prescribed by regulations issued pursuant to this Proclamation. 18. Registration and Deposit of Documents 1) The notary shall register all documents which he authenticates and deposits a copy for each document in his office; 2) Where the law provides for the deposit of a document with a notary, the notary shall register and deposit such document upon its submission; 3) Upon request by an interested person to get a copy of information about a document in the hands of the notary, the notary shall give the requested copy or information upon receipt of the appropriate charge. PART 4 NOTARY OFFICES Section one Regio Notary Offices 19. Organization 1) To implement this proclamation Regional Adminis trations may organize notary offices. 2) They may issue details based on the facts of their respective area. Section two Addis Ababa and Dire Dawa notary offices; 20. Establishment of the Federal Notary Office 1) Addis Ababa and Dire Dawa cities have notary office each. 2) The Federal Authenatication and Registrations Shall be Carried out by notary offices to be established in Addis Ababa and Dire Dawa cities. 21. Powers and Duties of the Office The Office shall: 1) Carry out the activities provided for under Article 4 of this Proclamation; 2) Draw up model documents pursuant to Article 17 of this Proclamation, as may be necessary; 3) enter into contract; 4) Own and transfer property; 5) carry out other activities necessary for the attain ment of its purposes. 22. Organization The Office shall have a head (hereinafter the "Head)" appointed by the City Governments and the necessary staff. 23. Powers and Duties of the Head of the Office 1) The Head shall direct and administer the Office in accordance with the general directives given by the City Government; 2) Without prejudice to the generality of Sub-Article (1) of this Article, the Head shall: 1A' IW.ltfcr.& U.~A ~.:Jt:t. ;lIL"I eIITCYi "7J1J!i9 ""J !lin~ 't.g-. Federal Negarit Gazeta - No. 54 8'"May, 2003-Page 2177 v) fh"'''7ID-''} (/Dit.,.~1.'C 'hI itL"". fR':h.f."" o.1:") f", ~ ~1\.f.sP"f'i ibl\-":(' 1P~"'if""f"} O.f..1..~A ~ii.A (tcii.it :h.,..-:;' (/DlPl"" ~"'l"~A i lit"'~1.'~A i 1(t'i-o;J'A i fJt:hL"" o.1:") '(/D:1"'£ O~""'i f"'~ rr.''''~9'' I\h'f-"71D- (/Dit.,.~1.'C }\:"C(11it~ 1.'~1A i O~""'i f"'~ -rC'..,~9" ",~ I\~ '11D-1\1A i th) flD-it... ~"}(1"f"}'i (/D(/Dt,lsP"f") }\",;J~'" I\hT"71D- (/Dit.,.",1.'C ,"'CI1IA i ~~1..:,.9" ", ~ I\~ IID-I\A i (/D) Jt:hL"" o.i:") O,.it.,.~ m1,:,"f ""}1.' ~mhl\Ai IP) itl\R':h.f."" 0.1: f"'~ h"}ID-"}I\h"-"71D (/Dit .,.",1.'C 9"hC 0...,. '(/D ;J''£ t,;rc"" ,"'CI1A i l) Oh.,.oYID- (/Dit.,.",1.'C f"7.(tffio tt.1\--:;'"'tf"7~ "''''"~'''''') Ih'iID-'i1A 81 &,g. fR':hL"" o.i: O~..,. fR':h.f."" 0.1: n~""' i' 1\"7.(tIlJTID- }\1A..,I\-"'-:;' h"7.(tO(tOID- 10. : I' Oh.f0"71D- (/Dit.,.",1.'C h"7.(/D,.-oI\"" fO~"" 1."1-"7'1' i f.' h"7.11'flD- it{l1;J''i c)C"';J' i f"'1D-1IJ1IJ ~1fC.'1A81 f!?;' f'tPfoO }\1111'i 9"C(/D~ i' R':hL"" 0.1: '''10.1D-'') f't"'-o M1.' 'h'i (/Dtf..,-o"" ~~tfA i I' fR':hL"" 11.1: 't...00 Ofh"-"71D- (/Dit.f''''1.'C ).Jl"'C ~(/Dl(/D~1A1I 1\) h~A ?; IA" A" 1.',,},;J1.sP-:;' f)'I. (t~1.' f"7l,;J1... 'h'i f(/D(/D1I100 ",AIIJ"}'i "'..,I1C itl\.,.(tIlJTID- }\"}~"}1.' f .f..1..~A (/D"}"'''''''' }\'1I\"" Ii' nlD-~ }\1C fh."""kl h.9"II~jP"f'i "'''}itl\ R':hL"" o..,."f m~ h."""kl f"7.10- (t~p."f") Il,;J..,IIJlt-i I' flD-~ 1-"'~ "7.titi:C i V) Oh...,."kl h.9"I1~sP"f'i "'''}itl\ Jt:hL"" o..,."f 'h''}Jlf109'' nh. """k 1 0"7.11- flD--"" }\1C h.9" l1~sP-:;''i "'''}itl\ Jt :hL"" o..,."f f.,.l,;J1ffio (t~p."f") i ,,) 0''''''"'' }\1C :h.., 'h"}Jll,;J1ffio f"7.LI\1- 'h'i m,. ~ f"7.~,IJ. (t~p."f") Il,;J..,IIJA II f.' f(/Dhl\hllP~,£"" fhtt:1A if.'l""f O..,"'~ I\~ f"7.11 flP~ce1: }\111\"" f"7.1"'Co-I\TID-"} (t~p."f Il,;J ..,IIJIt-i g. f.f..1..~A "7l"7.1 0."" ~1\.f.sP"f 'h",lif""f f"7.1"'C 0-1\TID-") (t~p."f Il,;J..,1IJ It- i li' 0 fl II }\"}.,. R' f"'(/D 1\h1:"" }\ '11\"" 0 fl II }\CP~ it1\.,.(t IIJTID- ",AIIJ"}'i .,...,I1C }\L~~9" 'h"}~}\itLI\'L~i: (/D(/Dt,11l.1mffio ~"f1\1t- 81 n. f"'l;J1ffio (t~p."f :h,;J'£ID-m."" i' Oflll }\CP~ (/DlPl"" f.,.l,;J1m (t~1.' OID-itffioitl\"7. 111D- ~"..,. ~It- 'h9"~"" f"7.IIJIAO"" 04: "7itlj{ ~ID-II I' f.,.l;J1m (t~1.',,) (/D~m9" f"7.:F1\1D- tt:C1.' 0."" 004: 9"h"}I"" ~L:"1.' -o:F ~ID-II f!~' it"}\1A..,I\-"" htt:1 i' (t ~1.' }\ l;J ,;J "" 1\"7.(t mID- }\1 A.., 1\-"" "'(/DIIJ IIJ~. flf~ f}\1A..,I\-"" htt:lll.m~:" ~"fI\A II I' fhtt:11D (/Dm") Oflll }\CP~ O}\,,}"'R' 0f. (/DlPl"" O"7.mllJ ~,,}00 ~m(t'iA II . (a) employ, administer and dismiss department heads of the Office and other employees in accordance with the Federal Civil Service Law with the approval of the City Government; (b) submit the annual budget and work programme of the Office for approval to the City Govern ment and implement the approved budget and work programme; (c) prepare and submit internal regulations and directives to the City Government and im plement the same after approval; (d) represent the Office before third parties; (e) submit to the City Government annual report concerning the performance of activities by the Office; (f) carry out other related activities that may be assigned to him l>ythe City Government. 24. Budget of the Office The Budget of the Office shall be drawn from: 1) revenue derived from the services rendered by it; 2) budget appropriation made by the City Govern ment; 3) donations and assistance; 25. Keeping of Accounts and Audit t) The Office shall keep books of account and record; 2) The Accounts of the Office shall be audited by the A.uditorof the City Governments. PART 5 MSICELLANEOUS PROVISION. . 26. Notarial Powers and Duties Vested on Certain Institutions of the Federal Government 1) Ethiopian Embassies and Consular Offices shall authenticate documents entering into Ethiopia. 2) The Ministry of Foreign Affairs shall authen ticate: (a) documents authenticated by Ethiopian embas sies and consular offices and by embassies and consular offices of foreign countries in Ethiopia; . b) Documents to be sent abroad that are required to be authenticated under the law of the receiving country . 3) Commanders of divisions of the defense force shall authenticate documents submitted by members of the defense force who are on active duty; 4) Heads of federal persons shall authenticate documents submitted by prisoners; 5) The heads of the institutions mentioned in this Article may issue directives of the implementation of the powers and duties given to them under this Proclamation. 27. Legal Effect of Authenticated Documents 1) A document authenticat~d in accordance with this Proclamation shall be conclusive evidence of its contents; 2) Authenticated documents may be challenged only with the permission of a court for good cause. 28. Service Fee 1) The notary may charge appropriate fees for his services; 2) The amount of service charge shall be determined by regulations issued under Article 33 of this Proclamation. ,It l1tifcn ~A ~;J~+ ;JtL"I -tl1'C'i '"t11Il~"" !11f2~ 't.,.. Federal Negarit Gazeta - No. 54 8111May. 2003-Page 2178 ID' l\,,-t"-oC .,.~~ blj:l cU'(' h~;J;J"" cU~ 1 h~;J"'(I1 hODOD1J1R- 04."" h..,q-o q"m- ih.., ODIP~"" f-t,.-oC +~~ ODhL~1 "'~;J1~ h"O"" .. 0' f"'~;J1tn cU.('- +.,.q1o""" i' OtUJ h'P:E- ODIP~"" O~Y.t-A OD1..,P''''' fC\.,.( h~;J;J6f!" h\1A f+~;J1tn c\.,.('-OhAA OD1"'P':J-"" ++q1o""" .e.': ~'PA ,I I' ~1~tlV." ObAA c\.,.('- h~;J;J6f!" h\1A f+~;J1tn c\.,.('- O~Y.t-A OD1"'P'''''~ '01\.A-~ fbAA OD1.., P':J-"" +.,.q1o""" .e.': ~'PA II 0i hOD~O~ fP't- (1:J-m-6f!"h1A..,A-"" h"ODhtn"" Ii' OJ~ c\.,.('- h~;J;J"" OD~O~ f P't (1:J- "OD't.(' f"'1o~A c\m- c\.tn1o:" c\.,.('- h~;J;J"" Otnlcf:m h.('-t-7f OOD1"f"" fC\.,.('- "'I~;J1~~ ,.1J1q h1A ~, ..,A-"" 1oc\tlJA II I' ~1~tlU ""m h1A..,A-"" f c\.,.('-h~;J;J"" +t.D.",t blj:ll\.tn1o:" 1o~"A II 01' :"tIJ"" OtlU h'P:E- f+~"11m-1 f+""L ,.('- h~;J;J6f!" OJ1o" ",'~m-" c\m- OOJ1:l"~ OD:"8J. ih.., ODlPl"" 1o+tlJA II . 01:' ~1-o f"'lm-tlJ"" P'AtlJ1 fbAA ODh+~.('-~~ f fh.lll\ hOq h.,.", ODh+~'(-C ~~ f .('-~'P h.,.", ODh+~.('-C ,.bC n..,.~ "tl U h'l':E hLM" ~1-o I\.IOJm- 1o~"~ .. 0§' +L~"7. f",1o.,'1- ih""~ > " t,> , ~ '. ::f. ~.f~'..i'~' "'C':'.' < 1oU1 h'P:E- f"'l:l'l1 ",'~m-" ih.., f i111 i oOOot1" OJ1o" fhlPt-C A,..('- OtlU h'P:E- m-h~ O+OD"h-t:"" ...~f"~ "10 +L."7.""" h1o': lm-,. II 0li' h'l':q: f"7.S~O"" 1.11. 10U h'P:E- h"7.11J1 0''''' !Df~li ~.9'" :l9"~ ftJ~ 1o"~ A II AJl.1IAflll 01.j'1I.f@1'1 li!ll~ ,.r. IIJC01 OJAJ'.1.f"C1.11 fJa.:"f"k.f "f!.t1-,,'I! JI.f"ht1-II..f'l!&r-fllLh T&,/LJl1:" 29. Payment of Stamp Duty Before authenticating and registering a document the notary shall make sure that the stamp duty relating to the document is paid pursuant to the relevant law; 30. Acceptance of Authenticated Documents 1) Any document authenticated by a federal notary organ under this Proclamation shall.be accepted by Regional Governments; 2) Similarly, any document authenticated by a Regional notary shall be accepted by the F~eral Govoernment and other Regional Governments. 31. Rendering Service Outside the Official Place of Work 1) Where a person who is incapable of going to the official place of work of the notary request for his service, the notary shall render service of such person at the latter's address; . 2) For the Service he renders under Sub-Article(l)of this Article the notary may charge additional fees. 32. Penalty A notarry 'or any person who violates any of the provisions of this Proclamation shall be punished in accordance with the Penal Code. 33. Authority to Issue Regulations Regional administrations, the City Government of Addis Ababa and the City Council 01 Dire Dawa may issue regulations for the implementation of this Proclamation. J4;, In~f!'pl~cable Laws, ,j~d 'M, regulations, directives or customary practice, contrary to this Proclamation shall be applicable to matters provided for in this ~roclamation. 35. Effective Date This Proclamation shall come into force as of 8thday of May, 2003. Done at Addis Ababa, this If' day of May, 2003 GIRMA WOLDEGIORGIS PRESIDENT OF THE FEDERAL DEMOCRATIC REPUBLIC OF ETHIOPIA «Icn~ t)4r ".,.-u JX:f~ :1"T68 BFRHANENA SELAM PRINTING ENTERPRISE \ \