Getting a document notarized can feel intimidating if you've never done it before. But here's the truth: it's actually a straightforward process once you know what to expect. Whether you need legal document notarization for a real estate transaction, power of attorney notarization for family planning, or any other official document, this guide will walk you through every step.
What Is Notarization and Why Do You Need It?
Notarization is a fraud-prevention process where a neutral third party, a notary public, verifies your identity and witnesses your signature. Think of it as an official way to prove you really are who you say you are and that you're signing voluntarily.
The National Notary Association explains that notarization serves three main purposes:
- Prevents identity theft and document fraud
- Creates a legal record of the signing
- Ensures signers understand what they're agreeing to
Common documents that typically require notarization include real estate deeds, powers of attorney, affidavits, advance healthcare directives, and certain business contracts.
Step 1: Determine if Your Document Actually Needs Notarization
Not every document requires notarization, so don't assume yours does. Check with:
- The organization requesting the document
- Your state's specific requirements (the American Society of Notaries has state-by-state guides)
- Legal counsel if you're unsure
Some documents are commonly confused as needing notarization when they don't, while others absolutely require it by law.
Step 2: Find the Right Notary for Your Needs
You have several options for finding a notary public:
Traditional Locations:
- Banks and credit unions (often free for customers)
- UPS stores and shipping centers
- Law offices and real estate agencies
- Public libraries (some offer free services)
- Government offices and courthouses
Mobile Notary Services:
This is where services like Apollo Notary Services really shine. Mobile notary services come directly to your location, whether that's your home, office, or even a hospital. It's perfect when you can't easily travel or need notarization outside business hours. Explore our Services and check Pricing before you book.
Online Notary Services:
Many states now allow Remote Online Notarization (RON), where the entire process happens via secure video call. You'll still need proper ID and follow the same verification steps, just digitally. For step-by-step setup and state eligibility, review our Remote Online Notarization (RON) Guide.
Step 3: Prepare Your Documents and Materials
Proper preparation is crucial for smooth notarization. Here's what you'll need:
Essential Items:
- Your document (complete but unsigned, you must sign in front of the notary)
- Government-issued photo ID (driver's license, passport, or state ID card)
- Payment for notary fees (typically $5-$20 per signature, depending on your state; see our Pricing for travel and online session fees)
Additional Considerations:
- If your document requires witnesses beyond the notary, arrange for them to be present
- Review your document to ensure it's complete and ready for signing
- Check if your document has a notarial certificate section, if not, the notary will provide one
According to Notary.net, about 30% of notarization delays happen because signers aren't properly prepared with the right documents or identification.
Step 4: Understanding the Notarization Process
In-Person Notarization
Here's exactly what happens during a typical notarization appointment:
- Identity Verification: The notary examines your ID to confirm your identity
- Document Review: The notary ensures the document is complete and ready for signing
- Willingness Confirmation: You'll confirm you're signing voluntarily and understand the document
- Signing: You sign the document while the notary watches
- Oath or Affirmation: For certain documents (like affidavits), you may need to swear the contents are true
- Notarial Certificate: The notary completes the notarial certificate, adds their seal, and signs
The entire process typically takes 10-15 minutes per document or signer.
Remote Online Notarization (RON)
If your state allows RON and you choose this option, the process is similar but conducted via secure video technology. You'll need:
- A reliable internet connection
- A device with a camera and microphone
- Your physical documents and ID
- Access to the notary platform
The Mortgage Bankers Association notes that RON adoption has increased significantly, with over 40 states now permitting some form of remote online notarization. For a state-by-state policy overview, see the National Association of Secretaries of State (NASS).
Step 5: Know the Different Types of Notarization
Understanding these common types will help you communicate clearly with your notary:
Acknowledgment (Most Common):
- You acknowledge that you signed the document voluntarily
- No oath required
- Typical for real estate documents and business contracts
Jurat:
- You swear or affirm that the document's contents are true
- Requires an oath or affirmation
- Common for affidavits and sworn statements
Copy Certification:
- Verifies that a copy matches the original document
- Not available for all document types (certified copies of vital records usually require government agencies)
- Restrictions vary by state
- For documents intended for use abroad, you may need an apostille rather than a copy certification—review our Apostille Guide and official resources from the U.S. Department of State and the Hague Conference on Private International Law (HCCH)
Common Mistakes to Avoid
Learning from others' mistakes can save you time and frustration:
- Signing before the appointment: This is the most common error. You must sign in the notary's presence
- Bringing insufficient ID: Check your state's requirements, some accept multiple forms, others are stricter
- Incomplete documents: Don't expect the notary to help fill out missing information
- Wrong notarization type: If you're unsure, ask the requesting organization what type they need
- Rushing the process: Allow adequate time for the notary to properly verify everything
The Conference of Notaries reports that about 25% of initial notarization attempts fail due to these preventable issues.
When to Choose Mobile Notary Services
Mobile notary services offer significant advantages in certain situations:
- You're dealing with time-sensitive documents
- You have mobility limitations
- You're managing estate planning documents for elderly family members
- You need notarization outside standard business hours
- You're coordinating multiple signers at one location
Apollo Notary Services specializes in bringing professional notarization directly to you, making the process as convenient as possible. Our mobile notaries are experienced with all types of legal document notarization and can handle complex situations like power of attorney notarization with care and expertise.
Costs and What to Expect
Notary fees are regulated by state law and typically range from $5-$20 per signature. Mobile notary services may charge additional travel fees, but many clients find the convenience worth the extra cost. For a detailed breakdown of our travel, RON, and specialty service fees, see our Pricing.
Some banks offer free notarization for account holders, but their availability may be limited compared to dedicated notary services.
Frequently Asked Questions
Can a notary refuse to notarize my document?
Yes, notaries can and should refuse if they suspect fraud, can't properly identify you, or if you're not physically present (for in-person notarization).
Does notarization make my document legally binding?
Notarization doesn't make a document legal, it just verifies your identity and voluntary signing. The document's legal validity depends on its contents and compliance with applicable laws.
Can I get documents notarized out of state?
Yes, as long as the notary is properly commissioned in their state. However, some states have specific requirements for certain document types.
Your Next Steps
Getting documents notarized doesn't have to be complicated. Whether you choose traditional in-person notarization, remote online notarization, or convenient mobile notary services, the key is proper preparation and choosing the right notary for your needs.
Ready to get your documents notarized without the hassle? Contact Apollo Notary Services today to schedule a convenient appointment at your location. Browse our Services and Pricing, or prepare in advance with our Remote Online Notarization (RON) Guide and frequently asked questions. Our experienced mobile notaries handle everything from routine legal document notarization to specialized services like power of attorney notarization, making the process as smooth as possible for you.
Don't let document requirements slow down your important transactions. Get professional, reliable notary services when and where you need them most.