What Do I Need in Order to Get My Document Successfully Notarized?

Getting a document notarized can be a puzzling and sometimes even stressful process, but it doesn’t have to be! By preparing ahead of time, you can ensure that you get your document successfully notarized on your first try. Check out the information below to learn about the notarization process and to find out how to best prepare for your notary appointment.

What does a Notary Public do?

 A Notary Public (or “notary”) is a state-appointed official that serves an important role during the signing of a variety of important documents. A notary's main duties are to act as an impartial witness to a signature of a document, to verify the identity of the person signing the document, and to ensure that the signer of that document is doing so willingly. In their practice, notaries must follow the laws of the state they are commissioned to perform notarial acts in, and can refuse to notarize documents as part of their duty to deter fraud.

How do I prepare for the notarization of my document?

As previously mentioned, a notary can and will refuse to perform a notarization for a number of reasons. Make sure to prepare for your appointment by having the following present and ready with you before meeting with a notary to ensure that the job gets done right the first time.

1.     Have the entire, complete document ready, but unsigned.

Although it may seem obvious, one of the most important things to have ready for your notary appointment is the entire and complete document. Do not just bring the signature page, as a notary is required to see the complete document and must ensure that no pages or information are missing from the document before performing the notarial act. If a document has pages missing or blank spaces where information should be, a notary may refuse to notarize the document in order to prevent potential fraud through the addition of information after the notarization.

To avoid the notary’s refusal, make sure you have the entire document completely filled out and that no blank spaces are present in the document. However, do not sign the document beforehand. Part of the notary’s responsibility is to serve as a witness to a signature, and a notary cannot carry out this responsibility if the document was signed by one or all of the signatories before they reviewed it. Make sure that the only blank areas of the document are the signature line and the notary certificate section.

2.     Know what type of notarial act is needed for your document.

While a notary can tell you what types of notarial acts they can perform, a notary is forbidden by law from recommending what kind of notarial act should be performed. Ensure that you know what type of notarial act is needed for your specific document before meeting with a notary in order to avoid a refusal. Typically, the signature line and notary certificate section may indicate what type of notarial act the notary is to perform, such as an acknowledgment or a jurat. However, if you are unsure of what type of notarial act is required, confirm it beforehand with the creator of the document or the company or agency that will be receiving the notarized document. 

3.     Bring valid government-issued photo identification.

 An important part of a notary’s duties is to verify the identity of the individual that is signing the document before them. In order to ensure that your identity can be properly verified, bring valid, government-issued photo identification with you when meeting with a notary. This form of identification should be current, in good condition, and should include a photograph, signature, and perhaps a physical description. Commonly accepted forms of identification include state-issued driver’s licenses or identification cards, a United States passport, or a United States military identification card.

The name on your preferred form of identification should match the name on the document to be signed before the notary. In cases where your name has changed, or where the names do not exactly match, you may need to bring additional legal documentation with you, such as a marriage certificate, to explain the discrepancy and ensure that the notary can verify your identification.

4.     Be present and aware.

Unless a remote online notarization is being done, the signer of the document must be present in person with the notary. Only some states recognize and accept remote online notarizations, so verify with the receiving company or agency whether a remote online notarization will be accepted. If unsure, being physically present for your signing with a notary is your best bet. If your schedule does not permit you to visit a notary during their traditional business hours, you may want to retain the services of a mobile notary. Mobile notaries will travel to you for an additional travel fee at non-traditional hours that work best for your schedule.

Beyond physical presence, signers should be mentally present and aware when signing a document before a notary. A notary will ask if you are signing a document of your own free will and if you understand what you are signing. If a signer appears to be confused, disoriented, or coerced at any point in time during the process, a notary can and should refuse to notarize the document.

5.     If applicable, bring your own witnesses.

Some documents will require the presence of witnesses in addition to the notary. In most cases, a notary cannot serve as a witness to a document that they are also notarizing. A signer is responsible for providing their own witnesses during the notarization process. To avoid any last-minute issues during the notarization process, confirm whether or not your document’s notarization will require the presence of witnesses and if so, ensure that eligible witnesses are present with you during your meeting with a notary.

Anything else I should know before meeting with a notary?

By preparing ahead of time for your notary appointment with the considerations above in mind, you should hopefully avoid any refusals or gametime fumbles during the notarization process. All that is left is to secure an appointment with a notary that is right for you! When contacting a notary public, let them know what kind of document you need notarized, what type of notarial act is required, and what language the subject document is in. A notary may refuse to notarize a document in a foreign language that they cannot read or understand, so make sure that the notary is fluent in the language of the document. Once preparation is complete and the appointment is made, you should have your notarized document ready to go soon after!

Hermes Mobile Notary & Translations offers mobile notary appointments in Hudson County, NJ and Bergen County, NJ. Check out “Our Services” page for pricing information and contact us to set up an appointment today!