Notarizing a document is a crucial step in ensuring its authenticity and validity. A notary public acts as an impartial witness to the signing of important documents, verifying the identity of the signers and certifying that they signed the document willingly and knowingly. Whether you're notarizing a will, a power of attorney, a real estate deed, or any other legal document, the notarization process provides an extra layer of assurance and security. Here's a comprehensive guide on how to notarize a document:
1. Find a Notary Public:
The first step in notarizing a document is to locate a notary public. Notaries public are individuals authorized by the state government to perform notarial acts, such as witnessing signatures and administering oaths. Notaries can be found in various locations, including:
- Banks and credit unions
- Law offices
- UPS stores
- Public libraries
- Courthouses
- Government offices
- Mobile notary services
You can also search online directories or use mobile apps to find a notary public near you.
2. Schedule an Appointment (If Necessary):
While some notaries accept walk-in appointments, it's a good idea to call ahead and schedule an appointment to ensure that a notary will be available when you need them. This is especially important if you're notarizing multiple documents or if you have a tight deadline.
3. Bring Proper Identification:
When you meet with the notary public, you'll need to provide proper identification to verify your identity. Acceptable forms of identification typically include:
- Driver's license
- State-issued ID card
- Passport
- Military ID
The notary will examine your identification to ensure that it matches the information on the document you're notarizing.
4. Sign the Document in the Presence of the Notary:
Once your identity has been verified, you'll need to sign the document in the presence of the notary public. The notary will watch as you sign the document and will then affix their official seal or stamp to the document to indicate that it has been notarized.
5. Provide Additional Information (If Required):
Depending on the type of document you're notarizing and the requirements of your state, the notary may ask you to provide additional information or take an oath. For example, if you're notarizing a real estate deed, you may need to provide the legal description of the property being transferred. If you're notarizing a sworn statement or affidavit, you may need to swear or affirm that the information in the document is true and accurate.
6. Pay the Notary Fee:
Notaries typically charge a fee for their services, which can vary depending on the type of document being notarized and the jurisdiction. The fee may be a flat rate per signature or a set fee for each notarial act performed. Some notaries also charge additional fees for travel or after-hours appointments. Be sure to ask about the notary's fee schedule and payment methods before completing the notarization process.
7. Receive the Notarized Document:
Once the document has been signed and notarized, the notary will provide you with a notarial certificate or stamp indicating that the document has been notarized. This certificate typically includes the notary's signature, seal or stamp, the date of notarization, and any other relevant information required by law. Make sure to keep this certificate with the original document for your records.
8. Verify the Notarization:
Before using the notarized document for any official purposes, take the time to verify that the notarization is valid and meets the requirements of your jurisdiction. Check that the notary's seal or stamp is clear and legible, and confirm that the notary's commission is current and in good standing. If you have any concerns or questions about the notarization, don't hesitate to contact the notary or seek legal advice.
9. Consider Apostille or Authentication (If Needed):
If you need to use the notarized document in another country, you may need to obtain an apostille or authentication to verify the notary's signature and seal. An apostille is a certificate issued by the Secretary of State or a designated authority that confirms the authenticity of the notary's signature and seal. Authentication is a similar process used in countries that are not party to the Hague Apostille Convention. Check with the appropriate authorities to determine whether an apostille or authentication is required for your document and how to obtain it.
10. Keep Copies for Your Records:
After notarizing a document, make sure to keep copies of both the original document and the notarial certificate for your records. These copies can serve as proof of the notarization in case the original document is lost or damaged. Store the copies in a safe and secure location, such as a filing cabinet or safe deposit box.
Notarizing a document adds an extra layer of security and authenticity, ensuring that the document is legally binding and enforceable. By following these steps and working with a qualified notary public, you can confidently notarize your important documents and protect your rights and interests. Whether you're executing a will, signing a power of attorney, or completing a real estate transaction, notarization provides peace of mind and confidence in the validity of your documents.