What to Bring to Get Something Notarized: A Practical Guide

Having a document notarized in the United States is a routine process that verifies signer identity and ensures the document’s proper execution. This guide outlines exactly what to bring to a notary, highlights common ID requirements, and explains variations for different document types. By preparing in advance, individuals can speed up the process and avoid delays at the notary office or bank.

Understanding The Notarization Basics

Notarization involves a licensed notary public witnessing a signature, confirming the signer’s identity, and ensuring the signer acts knowingly and willingly. Notaries perform two common types of notarial acts: acknowledgments and jurats. An acknowledgment confirms the signer’s identity and voluntary acts without requiring the signer to swear to truthfulness. A jurat requires the signer to swear or affirm that the contents are true. Knowing which type you need helps determine the documentation you should bring.

Primary Identity Documentation

Proof of identity is essential for most notarizations. Notaries rely on government-issued identification to verify the signer’s identity. The exact accepted IDs can vary by state, but some standards are widely recognized.

• Primary IDs: Driver’s license (unexpired), US passport, passport card, state-issued photo ID, or military ID.
• Secondary IDs: Some states accept a second form of photo ID if the primary is unavailable. This might include a non-photo ID with a matching name, social security card, or utility bill (without photo) for address verification in certain contexts.
• Names must align: The name on the document should match the name on the ID; if there are differences, additional documentation or a name-alias clarification may be required.

Documents You Might Need To Bring

In addition to ID, bring the documents you want notarized and any supporting materials that establish authority or ownership. Preparation reduces the risk of delays or the need to reschedule.

• Original document to be notarized: Do not sign it in advance unless instructed by the notary. The signer typically signs in the presence of the notary.
• Document-specific attachments: If a document requires attachments, bring copies or the originals of those attachments as applicable.
• Signer’s authorization: If acting on behalf of a corporation, nonprofit, or estate, bring proof of authority such as a corporate resolution, power of attorney, or letters testamentary.
• Certifications or seals: If a particular document requires an apostille or additional authentication, bring related certificates or forms or be prepared to discuss alternatives with the notary.

Common Scenarios And What To Bring

Different notarization scenarios may require varying documentation. Being prepared for your specific case helps ensure a smooth process.

1. Individual signing a personal document: Bring a government-issued photo ID and the document to be notarized. If the document contains blanks, have them completed before the appointment, unless the notary instructs otherwise.
2. Power of attorney or guardianship: Bring the power of attorney document or guardianship order, along with ID and any rules or limitations that affect the notarization. Depending on state law, the notary might require the signer’s relationship to the principal to be verified.
3. Real estate documents (deeds, mortgages): Bring government ID, the complete document, and any accompanying exhibits. If the document is part of a larger transaction, you may also need a witness or signer co-signer depending on local requirements.
4. Acknowledgments for corporations or trusts: Bring proof of authority for the signer (e.g., corporate resolution, officer title). The notary will confirm the signer’s capacity and authority to act on behalf of the entity.

Special Considerations By State

Notarial rules vary across states. While most states require government-issued photo IDs, some states have unique requirements or additional acceptable documents for proof of identity. Always check the notary’s state guidelines before your visit. Some states require signers to appear in person, while others allow remote online notarization (RON) under specific conditions. If you’re unsure, contact the notary in advance to confirm acceptable forms of identification and required documents.

What If You Don’t Have a Primary ID?

Notaries typically require a valid form of ID. If no standard ID is available, options may include secondary documents with government validation or a county recorder’s record that can help verify identity. Some notaries may permit a self-certification or additional witnesses, but this is not universal. It’s best to contact the notary ahead of time to discuss alternatives and avoid delays.

Practical Tips To Ensure A Fast Notarization

Being organized saves time and reduces the likelihood of rescheduling. The following tips help streamline the process.

• Call ahead to confirm accepted IDs and any state-specific requirements.
• Print copies of the document to be notarized for the notary (if allowed) or bring the digital version on a device with readable text. Do not sign until instructed by the notary.
• Remove any blank spaces in the document before you arrive, unless the notary requires you to fill them on site.
• If the document involves a business entity, bring a letter of authority (e.g., corporate resolution) and a business card or proof of the signer’s role.
• Ask about additional witnesses if required for the specific notarization type.

After The Notarization

Once the notarial act is complete, ensure all seals, signatures, and notarial certificates are legible and correctly dated. If the document requires recording with a government office, the notary can provide guidance on the next steps and any additional filings. Keep the original notarized document in a secure location, and store any auxiliary documents separately for easy retrieval.