If you were wondering how to notarize a document, the answer is pretty straightforward—you can either visit a notary public in person or use an online notary service to witness your signature.
Notarization is a legal document verification process that adds an additional layer of security to a transaction. It verifies the signer’s identity and confirms that they knowingly and willingly signed the document.
In this article, we’ll explain the in-person and online document notarization process step by step, detailing the notarization requirements as well as common mistakes. Stay tuned to learn how to notarize a document quickly, easily, and correctly.
What Does Notarization Mean?
In simple terms, notarization is the process of making a document official. Its point is to confirm that the person signing the document truly is who they claim to be, thus preventing fraud. In addition to verifying the signer’s identity, notarization ensures they understand what they’re signing and that they are doing so willingly—not under threat or pressure.
This process makes the document legally recognized and is typically overseen by a notary public—an official authorized by the government to witness the signing of documents. They’re impartial and don’t give legal advice—their role is to make sure the signer’s mental capacity is sound so that they can make informed decisions about the document.
At the end of the notarization process, the notary public adds their seal or stamp to the document to confirm everything has been done correctly and in accordance with the law.
Notarization is a common practice in business situations but extends beyond them. Here are some outside-the-office documents that need to be notarized:
- Affidavits
- Power of attorney
- Liability waivers
- Contracts for deed
- Mortgage documents
- Passport applications
- Life and annuity claims
- Trust certifications
- Lien releases
- Spousal consents
- Acknowledgments
- Wills
- Loan agreements
How to Notarize a Document: Step-by-Step Guide
Let’s see how to notarize a document step-by-step, starting with its preparation and ending with a notary stamp or seal making it official:
#1. Prepare Your Document
To prepare the document for notarization, read it carefully and check for any blanks or errors that could cause problems down the line. Additionally, if the signing of the document calls for witnesses, make sure you have as many as you need and that they’re available at the time of signing.
Don’t sign the document at this stage—a notary needs to be present when you do so. Finally, bring a valid ID with you since you’ll need it at the time of signing to prove your identity.
#2. Find a Licensed Notary
Now that your document is ready, it’s time to locate a licensed notary public in your area. They can be found at banks, libraries, shipping centers, or through notary directories online. Before you reach out to them and arrange an appointment, make sure they’re authorized to handle your specific type of document in your state.
#3. Sign the Document in Person
As previously mentioned, wait until you meet the notary to sign the document. This way, they can witness your signature and confirm you’re doing it willingly. If the signing of your document requires witnesses, they also need to be present and ready to sign at this stage. As for the exact procedure, leave it to the notary—they’ll ensure everything is done properly.
#4. Have the Document Notarized
At this point, the notary will review your document, check your ID to verify your identity, and confirm you understand what you’re signing.
Once everything checks out, they’ll add their own signature and official seal or stamp to the document. This will certify the document as valid and legally recognized, preventing any disputes or fraud moving forward.
#5. Pay the Notary Fee
When your document receives the official seal or stamp, it’s time to pay the notary fee. The amount varies depending on the state and type of notarization, and in some cases, you may be charged per signature or stamp.
To avoid inconveniences, make sure you ask about the fee beforehand and bring the required payment method.
#6. Receive the Notarized Document
Once your document is officially notarized and the fee is paid, the notary will hand it back to you. At this point, you can use it for whatever purpose you’ve had it notarized and submit it to a legal office, financial institution, or another party.
However, before you do that, double-check the notarized document for accuracy and make sure all the signatures and seals are in place.
How to Notarize a Document Online
You can notarize a document online through remote online notarization (RON). It makes the process simpler, easier, and faster, as it allows you to complete it from the comfort of your home.
Instead of meeting with a notary in person, RON connects you with a licensed official through a video call. This method is just as valid and secure as traditional notarization and is legal in many states. Needless to say, it’s especially convenient for people with busy schedules and in situations when meeting with a notary in person isn’t practical.
Let’s see how to notarize a PDF file online step by step:
- Find an online notary service. Choose a reputable platform offering notary services and make sure it’s legally recognized in your state.
- Upload your document. Scan or upload the fully prepared but unsigned document to the platform.
- Verify your identity. Upload your ID and answer security questions to complete an identity check.
- Join a video call. Meet with the notary virtually and have them review your document and watch as you sign it electronically.
- Receive the notarized document. After the notary adds their electronic signature and seal to the document, you can download it.
3 Benefits of Online Notarization
The benefits of online notarization include convenience, easy access, fraud minimization, enforceability, and security.
Let’s explore them in more detail to understand why you should notarize a document online:
#1. Convenience and Access
Online notarization saves both time and effort—you can notarize your document from anywhere, whether from the comfort of your home or on the go. You don’t need to open a time slot in your schedule for a drive to a notary’s location to meet them in person.
This is especially helpful for busy people or those living in remote areas. To top it off, services are available 24/7 on most platforms.
#2. Fraud Minimization
Remote online notarization uses advanced tools to minimize the chances of fraud. Additionally, identity checks involve multiple steps, such as ID uploads, live video calls, and authentication questions. For an extra layer of security, the whole session is recorded—this way, there’s proof of the interaction.
Digital signatures for notarization add another safeguard, confirming documents are impervious to alteration and legally binding. Thanks to these measures, it’s hard for someone to falsify their identity or forge a document.
#3. Enforceability and Security
Many states and industries recognize online notarization as legally valid. First of all, digital seals and signatures ensure that the document can’t be altered after notarization. Moreover, many platforms use encryption methods to protect your files.
With the previously mentioned practice of recording sessions and tamper-proof technology, you can rest assured that online notarized documents are secure and enforceable in courts and legal matters.
3 Mistakes to Avoid During the Notarization Process
The most common mistakes to keep an eye out for during the notarization process include signing the document too early, using invalid identification, and failing to notice the document is incorrect or incomplete.
Let’s explore them more closely:
#1. Signing the Document Too Early
As previously mentioned, signing the document before meeting with the notary defies the whole purpose of notarization. Namely, the notary needs to witness you signing the document to ensure you’re doing it willingly and knowingly and verify the signature’s authenticity.
With this in mind, if you sign the document too early, it’ll likely get rejected, forcing you to go through the process again. To avoid this, wait until you meet the notary, whether online or in person, to have them watch you sign the document.
#2. Using Invalid Identification
Next to the paperwork you need notarized, your ID is the most important document you must have with you when meeting with a notary. An expired or incorrect ID, like a school card instead of a government-issued one, will either cause a delay in the process or a rejection of your document.
Therefore, make sure your ID is up to date, includes a clear photo, and matches the name on the document. As for the type, you can bring a passport, driver’s license, or ID card.
#3. Incorrect or Incomplete Documents
Missing pages, blank spaces, errors, and typos can make your document invalid. Namely, notaries can’t notarize incomplete and incorrect documents. To save yourself the hassle of repeating the process, review the document carefully before meeting with the notary. See if all required information is filled out and check for any missing sections.
Prepare Your Document for Notarization With PDF.net
Now that you know how to notarize a document online, you need to carefully prepare your paperwork before meeting with the notary. Fortunately, there’s a perfect tool for that—PDF.net makes it easy to organize and finalize your documents. Upload your file, edit it, and ensure everything is in order so that you’re ready for a smooth notarization process.
Here’s why you should use this PDF editor to prepare your document for notarization:
- Reliability and security: Security is one of the primary concerns when it comes to notarization, and PDF.net has encryption and authentication features to protect your documents. Rest assured, no one can access the file you’ve uploaded.
- User-friendly interface: Whether you have experience with notarization or not, PDF.net will make the preparation of your document simple and easy. You can upload, review, and edit your file in just a few clicks.
- Compatibility with different devices: Notarization can be done from anywhere, so it’s only logical that we make the preparation just as convenient. You can access PDF.net from any device, including Windows, Mac, Android, and iPhone, and edit your file wherever you are.
How to Notarize a Document FAQ
#1. How do you format a document that needs to be notarized?
To format a document that needs to be notarized, you need to have a clear title at the top to indicate its purpose, use paragraphs and numbering to make the content readable, leave space for signatures, and include the notarial certificate at the bottom.
#2. Can you notarize a document online?
You can notarize a document online through an online notary service. After you upload the document to the platform and verify your identity, you’ll meet with the notary via video call and sign the document.
#3. Can I notarize a PDF document?
You can notarize a PDF document through a trusted online notary service. Before you do, make sure it’s organized—a PDF tool such as PDF.net can help you edit your file and prepare it for notarization.