How to Notarize a Document — A Quick Guide

How to Notarize a Document

What is a Notary Public

A notary public is a state-appointed official whose role is to act as a neutral third party during the signing of important documents. Rather than interpreting documents or giving advice, a notary follows specific legal procedures designed to protect the integrity of the signing process.

Notarization is meant to reduce fraud by confirming two essential things: who the signer is and that the signer is acting knowingly and voluntarily. Because of this, notarization is commonly used for documents such as affidavits, powers of attorney, real estate paperwork, and other agreements that carry legal or financial significance.

How to Notarize a Document

To complete a notarization, the signer must appear with valid government-issued photo identification and the full document. In most cases, the document must be signed in the notary’s presence. The notary verifies identity, confirms the signer’s awareness and willingness, and then completes the required notarial certificate with an official signature and seal.

Certain documents cannot be notarized. A notary cannot notarize incomplete documents, documents with critical blank spaces, or documents the signer does not understand. Notaries also cannot certify copies of vital records such as birth, death, or marriage certificates. Those must be obtained directly from the issuing government office, although a notary may notarize a signature on a related request or statement.

If a notarized document will be used outside the United States, an apostille or authentication may also be required. This additional step verifies the notary’s authority for international use.

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