How to Notarize a Document: Complete Step-by-Step Guide
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At some point, you will need to get a document notarized. Whether buying a home, creating a power of attorney, or signing an affidavit, notarization adds an official layer of authenticity to your signature.
A notary public acts as an impartial witness, verifying your identity and confirming you sign willingly.
This guide breaks down the notarization process, explains different types, and shows how remote online notarization makes everything faster and more convenient.
What Is Document Notarization?
Document notarization is an official anti-fraud process performed by a government-authorized notary public. The notary verifies the signer's identity, witnesses the signing, and confirms the signer acts voluntarily and understands the document's contents. Think of notaries as safeguards against forged signatures, coerced contracts, and identity misrepresentation.
After completing these verification steps, the notary affixes their signature and official seal to the document. This creates what courts consider "self-authenticating evidence" that the document was properly signed. The process has three main components: vetting (confirming identity), certifying (witnessing the signature and applying the seal), and record-keeping.
Who Can Notarize a Document?
Only a commissioned notary public can legally notarize documents. Notaries are appointed by state officials such as the governor or secretary of state. You can find notaries at banks, credit unions, law offices, shipping stores (UPS, FedEx), real estate and title companies, insurance agencies, public libraries, mobile notary services, and online notarization platforms.
How to Notarize a Document: Step-by-Step Process
Step 1: Prepare Your Document
Review your document for completeness and check for blank spaces, which could make it vulnerable to fraud. Do not sign beforehand. The notary must witness your signature directly.
Step 2: Find a Notary Public
Locate a notary at a bank, shipping store, law office, or online platform. In most states, you must appear in person before the notary, though many states now allow remote online notarization via video conference.
Step 3: Bring Valid Identification
Bring a current government-issued photo ID such as a driver's license, passport, state ID, or military ID. Your ID must not be expired, and the name should match the document being notarized.
Step 4: Sign in the Notary's Presence
After identity verification, sign the document while the notary observes. The notary watches you make each signature, initial, or mark. For jurats, you must take a verbal oath affirming the document's truthfulness before signing.
Step 5: Receive the Notary's Seal and Signature
The notary affixes their official seal or stamp, along with their signature and date. The seal includes the notary's name, state of commission, commission number, and expiration date.
Step 6: Pay the Fee and Receive Your Document
Fees range from $2 to $20 for in-person services depending on your state. Online notarization typically costs around $25. Some banks and credit unions offer free notary services to their customers. Once complete, you receive your notarized document with full legal authentication.
Types of Notarization
Acknowledgment
The most common type of notarization. The signer confirms they voluntarily signed the document and understand its contents. The document may be signed before or during the appointment. Acknowledgments are used for deeds, mortgages, powers of attorney, and contracts.
Jurat (Verification on Oath or Affirmation)
Requires the signer to swear under penalty of perjury that the document's contents are true. The document must be signed in the notary's presence after taking a verbal oath. The signer must respond aloud; a silent nod is not acceptable. Jurats are used for affidavits, depositions, and court documents.
Oath and Affirmation
An oath invokes a higher power; an affirmation is made on personal honor for those with religious objections. Both compel truthfulness under penalty of perjury. These verbal acts may accompany jurats or stand alone for testimony and official proceedings.
Copy Certification
The notary verifies that a copy matches the original document exactly. Commonly used for transcripts, passports, and driver's licenses. Not permitted in all states, and vital records like birth certificates are excluded.
What Is Remote Online Notarization (RON)?
RON allows the entire notarization process to take place online using secure audio-video technology. You connect with a commissioned notary via video conference, verify your identity digitally, sign electronically, and receive a digital notary seal. Over 45 states now permit RON, with Virginia being the first in 2011 and California joining in January 2024.
Benefits of Remote Online Notarization
- Convenience: Complete from anywhere with internet access; no traveling required
- 24/7 availability: Many platforms offer round-the-clock service
- Speed: Often completed in 10 to 15 minutes
- Security: Uses identity verification, knowledge-based authentication, and recorded sessions
- Accessibility: Ideal for those with mobility issues or living in remote areas
How to Use Remote Online Notarization
- Upload your document to the RON platform as a PDF
- Verify your identity through knowledge-based questions and ID scan
- Connect with a notary via live video session
- Sign electronically while the notary observes
- Download your completed, digitally notarized document
Which Documents Need to Be Notarized?
Real Estate Documents
Property deeds (warranty, quitclaim, grant), mortgage documents, promissory notes, deeds of trust, and closing documents.
Legal Documents
Power of attorney (financial, healthcare, durable), wills, trusts, affidavits, sworn statements, court documents, and advance healthcare directives.
Financial and Business Documents
Loan documents, articles of incorporation, commercial contracts, partnership agreements, commercial leases, and trust certifications.
Personal Documents
Minor child travel consent forms, passport applications (Form DS-3053), liability waivers, and medical consent forms.
Frequently Asked Questions
Why does a document need to be notarized?
Notarization verifies signer identity, confirms voluntary signing, prevents fraud, and creates self-authenticating court evidence that is difficult to dispute.
Can I notarize a document that's already been signed?
For acknowledgments, yes. For jurats, no. Jurats require signing in the notary's presence after taking an oath affirming truthfulness.
Is online notarization legally valid?
Yes. RON is legally valid and enforceable. All 50 states accept online-notarized documents, though not all states permit their notaries to perform RON.
What does a notarized document look like?
It includes a notarial certificate section with the notary's signature, official seal, date, and commission information. Leave this section blank before your appointment.
What documents cannot be notarized?
Vital records (birth, death, marriage certificates), court-issued documents, incomplete documents, and documents where the signer is absent or appears coerced.
Conclusion
Getting a document notarized is straightforward: prepare your document, bring valid ID, sign before the notary, and receive their official seal. With remote online notarization available in most states, the process is now faster and more accessible than ever. Check your state's requirements to confirm which notarization method works for your situation.