How to Notarize Documents: Complete Step-by-Step Guide 2025

How to Get a Document Notarized: A Practical Guide

You need to get a contract notarized by 5 PM today. Your lawyer said it would be “quick,” but now you’re staring at this contract wondering where you even find a notary public. Not to mention how long it will take to do and whether you have the right ID with you.

Most people think notarization is just another signature. Then they find out there are rules. Lots of rules. About what documents work, what ID counts, and different types of notarization. What your lawyer seemed to think was simple suddenly seems like a research project when you’re already behind schedule.

What Notarization Actually Means

A notary public is basically a professional witness. They verify you are who you say you are and confirm you’re signing willingly. That’s it. They don’t read your contract or give legal advice. They just make sure you’re really you and nobody’s forcing you to sign.

When a notary does their job, they create proof that proper verification happened. Their signature and seal on your document means someone checked your ID and watched you sign. Later, if anyone questions whether the document is real, there’s a way to verify its authenticity.

Every notarization includes the same basic steps:

• Identity check with photo ID
• Confirmation you want to sign
• You sign while they watch
• They complete their certificate
• They add their official seal

The whole point is fraud prevention. Notaries stop people from forging signatures or claiming someone signed under pressure.

When You Actually Need Notarization

Not every document needs a notary. Check your local laws and regulations to see what you need because when it’s required, you can’t skip it. Some situations where you might need a notary to prove you are the signer include:

• Real Estate Considerations: Be ready for notarizations if you are buying or selling property and are dealing with documents like deeds, mortgages, and property transfers.
• Legal Documents: Some documents, like wills, affidavits, and adoption papers, will require you to notarize a document.
• Financial Matters: Things like loan papers, insurance claims, and business formation documents will also sometimes require a notary seal.
• Personal Legal Issues: If you are planning on changing your name, getting immigration documents, and other big life events, you might also need a notary public’s involvement.

The requirement usually comes from state law or whoever is involved in the agreement, change, contract, or process that you need to conduct.

How to Get a Document Notarized

Getting something notarized takes a little preparation. Here’s what actually happens:

Before Going to a Notary

• Don’t sign anything yet. I know it’s tempting, but notaries have to watch you sign. Pre-signed documents are useless.
• Make sure your document is complete. Missing pages or blank fields will send you home to fix things. Bring multiple copies if you need more than one original.
• Bring your ID. Double-check your ID to make sure it is current, issued by the government, and has your photo. The name on your ID must match the name on your document. If it doesn’t because you have changed your name and haven’t gotten a new ID yet, bring legal proof of your name change.
• Consider the cost ahead of time and make sure you have proper payment when needed.

During the Meeting

• The notary examines your ID closely.
• They compare the photo to your face and check that the names match.
• They will ask you a few questions to ensure you understand what you’re signing and aren’t being pressured.
• You sign while they watch.
• After you sign, they fill out their certificate and stamp it with their seal.
• The appointment should take about ten minutes.

What you need to do:

• Show valid ID
• Answer their questions honestly
• Sign in front of them
• Pay the fee
• Take your notarized document

Where to Find Notaries

• Banks are your best bet if you’re a customer. Most offer free notary services.
• UPS stores almost always have notaries.
• Law offices, real estate agencies, even some city halls.
• Mobile notaries come to you. They cost more but save time if you’re stuck at home or have a pile of documents.

Remote Online Notarization

This is a way for you to get documents notarized over video chat. While it isn’t available everywhere, as of 2024 it is legal in 47 states plus Washington D.C.

To get something notarized online:

1. Connect through a secure video platform.
2. Prove your identity with digital tools.
3. Sign electronically.
4. The notary applies their electronic seal, and you’re done.

The whole session gets recorded for legal purposes.

Why online works:

• Available 24/7 in many cases.
• No driving around looking for notaries.
• Faster than traditional methods.
• Complete digital records.

What you need:

• Computer with camera and microphone
• Decent internet
• Valid photo ID
• Your document in electronic format

Most states allow remote notarization, so you should check your local rules to see if it’s an option.

Common Mistakes That Waste Time

• Signing early: Never sign before meeting the notary. They have to witness your signature.
• Showing up unprepared: Missing pages, blank fields, expired ID—all of these send you home to fix things.
• Wrong names: If your ID says “Robert” but the document says “Bob,” that’s a problem. Names have to match exactly.
• Wrong notarization type: Some documents need acknowledgments, others need jurats. The document should tell you which one.
• Rushing: When you’re in a hurry, mistakes happen. Plan extra time.

The Bottom Line

Getting documents notarized isn’t rocket science, but it requires planning. Bring current ID, make sure your document is complete, and don’t sign anything early. Choose traditional or online notarization based on what works for your timeline and location.

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This blog post is for informational purposes only and is not legal advice. Please consult a qualified attorney for your specific situation.