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How to notarize a document in 4 simple steps.
When it comes to legal matters, notarization keeps things above board. Learn how to notarize legal documents and explore the future of online notarization.
Signed, sealed, delivered.
Odds are, at some point, you’ve encountered a notary or needed to get a document signed in front of one. The notarization process deters fraud and ensures that individuals or groups that are part of a transaction are authenticated. Sometimes referred to as “notarial acts,” notarization is a three-part process that includes vetting, certifying (overseeing the signing process with a notary seal), and finally, record-keeping.
How to notarize a document.
Having a document notarized adds an extra layer of security to contracts and other documents by requiring a witness to verify the identity of the signer. This witness attests that the signer is not signing under duress and that they are aware of the contents of the document they are signing. Here are the most common steps in getting your documents notarized:
1 Find a notary public. In nearly every state, the signer must appear in person before a notary public during the notarization process. Some notaries travel to you for convenience and some states allow remote online notarization.
2 Review the document carefully. Before notarizing a document, it's essential to check it in order to make sure it includes all necessary elements and complies with the state's requirements. Check for any blank spaces, as leaving blanks can make a document vulnerable to later alterations or fraud.
3 Identify yourself. Whether you go in person to a notary public, they come to you or you're using remote online notarization, make sure you have the required forms of ID to certify you are who you say you are.
4 Sign the document and/or the notary journal. Lastly, you'll have to sign the document in front of the notary and, depending on the type of notarization needed, in some cases, you'll also have to sign the notary journal.
Types of notarization
There are several different types of notarization, in many different contexts; here are some common types.
- Signature witnessing. This is a very common form of notarization. A notary’s presence and notarization certifies that the person signing is who they say they are and did indeed sign the document. They often provide a notary signature demonstrating this.
- Acknowledgment. This type of notarization is required when ownership of assets like property, powers of attorney, or trusts are transferred. For acknowledgment, the signer is required to appear in person and declare that the signature on a given document is theirs and that they agree with any changes or new terms.
- Certification. For certification, a notary will make a copy of an original document and certify that the contents of the document are true, exact, and complete. Often this is done with transcripts, passports, and driver’s licenses.
- Jurat. Jurat is far less common, but it’s used for evidence-related documents and (written statements), which require you to sign and swear that the evidence you’re giving is true. Jurat notarization is often used to establish a credible witness for legal depositions and court settlements.
How to use remote online notarization.
Notary regulations in most states have been updated to permit some form of online notarization. This process can be carried out in two ways: remote ink-signed notarization (RIN) and remote online notarization (RON).
RIN is a modern version of traditional and IPEN notarization methods. It involves a video and audio chat where the notary observes the signer applying a wet ink signature to the document. Afterward, the signer must mail the signed document to the notary, who then applies their official seal to each signature before mailing the document back to the signer.
Remote online notarization, on the other hand, leverages advanced audio-video technology, identity verification, and digital audit trails to enable fully remote notarization. While the steps— identity verification, signature observation, and applying the notary seal—remain the same, RON utilizes a faster, more secure system to complete the process. However, your access to this service greatly depends on the type of document you need notarized and your area's notary laws.
To determine whether you’re allowed to notarize digitally, get legal advice to ensure that what you’re doing complies with state and local law.
Who can notarize a document?
Only a notary public is authorized to notarize a document. This is an official position within the state government, and public notaries are typically appointed, commissioned, or designated by a senior government official, such as the governor or secretary of state. Many bank employees serve as notaries public, and banks often provide notary services to their customers. Additionally, because a lot of legal documents such as oaths and affidavits require notarization, many lawyers and other legal professionals are also notaries public.
Digital notarization and Acrobat.
Acrobat offers powerful electronic signature solutions, and now through a partnership with Notarize, there are more ways than ever for electronic notary services to flourish where and when they’re allowed.
Start your signature workflow within Acrobat, sending out documents to necessary parties so they can affix their signatures. Then, with the integration with Notarize, execute remote online notarization.
Acrobat also offers some powerful cost-reducing assists:
- Less printing, filing, mailing, and storage hassles
- Going end-to-end with digital signatures and document tracking
- Storage for e-signed and notarized documents with a tamper-evident audit trail
- Use of the Bring Your Own Notary service in Notarize to support your in-house notary
Frequently asked questions.
What type of documents need notarization?
Notarizing documents is common in business settings, but it is also necessary for a variety of documents for personal use, such as power of attorney, affidavits, liability waivers, trust certifications or acknowledgments.
What are the benefits of remote online notarization?
Remote online notarization (RON) offers several benefits, including convenience, security, and efficiency. It allows parties to complete notarizations from anywhere, eliminating the need for inperson meetings and reducing travel time. RON utilizes advanced technology for identity verification and digital audit trails, ensuring a secure and tamper-proof process. Additionally, the use of video conferencing and electronic signatures speeds up document processing, making it a more efficient option for both individuals and businesses.
What is the purpose of notarizing a document?
The purpose of notarizing a document is preventing fraud and confirming the authenticity of signatures. The process of notarization verifies the identities of the signers and ensures they are signing voluntarily. It is essential in legal matters, real estate transactions, powers of attorney, and other agreements, providing additional layers of security and validation.
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