Office of
the Notary to Government and Notarial Archives in Gozo Quality Service
Charter
Contents
This Charter
Who we are
Why would you visit our
office?
Where do you find us?
How to use our services
Fees
Our commitment
What we expect from you
Special Commissioner
for Notarial Acts
Your feedback
Putting things right
Complaints
This Charter
This charter is a guide to the Office of the Notary to Government and
Notarial Archives in Gozo. It outlines the service we provide and the standards of service
we aim to achieve.
Who we are
The Office of the Notary to Government and Notarial Archives dates back
to the time of the Knights. The Department gives a service to the public requesting to
inspect any deed published by notaries practising in Gozo since 1640 to date and to order
a copy thereof.
The passing of Chapter 55 of the Laws of Malta in 1927 regulated the
workings of the Notarial Archives and the Office of the Notary to Government.
Throughout this time, the department has handled the publication of
deeds in which Government or any Parastatal Corporation is a party. It also has custody of
such notarial acts belonging to deceased notaries and to those notaries who no longer
practise this profession, besides issuing copies to the public.
Why would you visit our
office?
The services provided by our Department are:
- notarial services to Government departments and parastatal organisations
- notarial services to the public in general regarding:
- sale of government property to the public namely: plots of land and
burial sites
- deeds with officers who are to follow a course of study/training paid by
government/parastatal organisations
- contracts of works (‘appalti)
- grants/compensation to farmers and fishermen.
- inspection of notarial acts and issuing of copies from the Notarial Archives of deeds
published by notaries practising in Gozo and of deeds published by Maltese notaries
regarding immovable property situated in Gozo
- ordering, on behalf of Gozitans, copies of deeds from the Notarial Archives in Malta
- follow-up of procedures required prior to the publication of deeds by this department
such as, the application for permits from the Inland Revenue Department and the order of
searches from the Land and Public Registries
- help to persons who are making researches for a purely historical, literary or
scientific purpose.
Where do you find us?
Our offices are situated centrally in Victoria, Gozo and are housed on
the first floor of an imposing house of character. However, for the convenience of the
elderly, the handicapped and mothers with small children, our services are available on
the ground floor level on request.
Our address and telephone numbers are:
Office of the Notary to Government,
139, Republic Street,
Victoria VCT 103
Gozo
Tel: 21556470, 21553732
Fax: 21553716
Opening hours:
Winter (1st October - 15th June): Monday to Friday: 8.00 a.m. to noon
and 1.30 p.m. to 3.00 p.m.
Summer (16th June - 30th September): Monday to Friday: 8.00 a.m. to
noon
How to use our services
We are always there to help you, but we try to minimise the number of
times you visit. Therefore please remember to bring with you the following particulars:
- The name of the Notary who published the deed.
- The date of the deed/will.
- The type of deed required (for instance, whether a sale, will, donation, emphyteusis or
partition etc.).
- The name of at least one of the parties who appeared on the deed/will.
- In the case of a will, if
- testator is living, the testator/testatrix or a person authorised by him/her may inspect
his/her will or request a copy thereof provided that his/her identity card is presented
- testator is dead, a death certificate issued by the Public Registry is required.
Fees
Inspection of a notarial act
€0.58
per act
Informal (unsigned) copies
€0.35
per page
Legal copies
€0.58 per page
Copy to researchers (with the authorisation required by law):
Inspection of deeds free of charge
Copies of deeds
€0.12 per page
Our Commitment
When contacting or visiting our office we will:
- treat you with courtesy and respect
- clearly explain the details we need from you to help us meet your information needs
- ensure that training will be provided to our personnel in order to give you all the
necessary help with regard to legal matters and to refer you to the Notary if the need
arises
- guarantee that service regarding copies ordered will be efficient and delivered on time.
In fact, we will deliver copies ordered within five working days (to Gozo) and seven
working days (to Malta) from the day we receive your request. In case of wills, there may
be cases where the copy has to be collected personally from our premises, since this may
require the testator’s signature or that of his attorney.
- undertake that in genuinely urgent matters, service will be provided, if possible, on
the same day of the order
- provide you with the required volume - if it can be inspected without assistance –
within ten minutes of your request, unless the volume is not stored within the premises,
in which case it will be delivered within two hours
- keep a clean and welcoming smoke-free environment
- ensure that all communications carry a contact name and telephone number
- inform you if there is going to be a delay in providing you with the service or
information requested.
What we expect from you
To help us give you a better service, kindly:
- be courteous and polite with members of our staff
- furnish us with the relevant information and/or documents to prepare the necessary deeds
- inform us immediately if you have any difficulties with our service
- take extreme care when using our volumes. Handle them with care and do not write on
them.
- protect our volumes and your health – refrain from smoking inside our premises.
Special
Commissioner for Notarial Acts
With the advent of Act X of 1999, the office of the Special
Commissioner was established so that uninspected notarial deeds can be deposited at our
Archives. The Special Commissioner shall make a preliminary examination of such deeds so
that they can be transferred to our office. In this way, these notarial acts can be made
accessible to the public within a shorter time-span than is presently the case.
Your Feedback
As the quality of service we give is our priority, we are always ready
to hear from you in striving to obtain this aim. You are welcome to fill a feedback form
in the reception area and hand it to one of the officers in charge or deposit it in the
box provided. In this way we will be able to improve the standard of service we deliver.
Putting things right
We are committed to the aims of the Quality Service Charter Initiative.
We work to provide a high quality best value service but we recognise that things can
sometimes go wrong. And if things do go wrong we want to know because we are always
looking for ways to improve.
Complaints
Your complete satisfaction is essential to us. We will look into all
complaints as they help us improve our service.
If you feel that the service offered was not to your satisfaction, you
can immediately lodge a complaint with the officer providing the service. If you are
unsatisfied with the outcome, you may forward your complaint to an official referred to
you or else write a letter addressed to the Notary himself at:
Dr. Marlin Vella
139 Republic Street
Victoria VCT 103
Gozo
After an investigation is conducted, we will do our utmost to ensure
that the matter is dealt with to your satisfaction in the best possible manner and without
delay.
All complaints will be acknowledged within three working days and a
full reply will be given within two weeks of the day your complaint is lodged.
November 2000
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