Disclaimer: This blog post is for informational purposes only and does not constitute legal advice. Please consult an attorney for guidance on specific laws regarding Remote Online Notarization (RON), digital signatures, and related legal matters. As laws concerning RON and notarization are subject to frequent changes, it is advisable to verify current regulations with your local government.
It seems simple enough; you have a document that needs a witness, but you want that witness to be official, recognized, and trustworthy. You need someone whose seal of approval carries weight. You decide to notarize a document. But this simple decision can often become a confusing and frustrating process with many unknowns. Who can notarize a document, and what does it even really mean to notarize a document in the first place? Let’s break it down to clear up the confusion so you’re ready when the moment comes.
What is a Notary Public?
A Notary Public is a public official appointed by the government — often the Secretary of State. Their main responsibility is to act as an impartial witness. Their role isn’t about judging the content of the document. Instead, they help make sure that the individual signing is who they say they are and that they’re signing willingly, free from pressure or trickery.
Think of them as safeguards against fraud. This official role helps deter folks from forging signatures, forcing someone into a contract, or misrepresenting their identity to gain an advantage in an agreement. For certain legal matters, you must visit a notary in person, as not all states have laws that allow for a completely remote process. Certain documents require notarization for them to be legally valid.
What Do Notary Services Do?
A notary public’s job might seem simple, but the list of services they offer is longer than one might think. The main job of the Notary Public is, of course, verifying the identity of a document signer using acceptable identification. Beyond identity, notaries also check to ensure the person signing the document understands the contents.
This can include ensuring that they are mentally capable and signing freely, not being pressured into the agreement. Once these steps are completed, the notary adds their signature and official seal to the document, a unique and personalized symbol. The seal varies in design based on the notary’s commissioning state.
It usually contains their name, jurisdiction, commission number, and date their authorization expires. This notarial act certifies that the signing happened under their watch, with a real person and real intentions. But in a digital age, some processes need to adapt. And notarization is one of them.
Online Notary Services
The world is getting more comfortable with electronic transactions. Online notary service options like NotaryCam’s online notary services, have become a game changer. You don’t always need a physical meeting to get something notarized.
Remote online notarization (RON), blends technology with tradition. You get the official witness aspect in real time over video conferencing, meaning geographical limitations fade away. Your document signer, the notary public, and even the document itself can all be in different places but still come together to ensure the legality of the signing.
With remote online notarization (RON), all interactions get recorded, adding a valuable extra layer of evidence and audit trail. This virtual face-to-face meeting ensures awareness, intention, and most importantly, identification with tools that cross-check the document signer’s credentials.
The Perks of Online Notarization
Online notarization isn’t just about ditching the physical presence aspect, though. Because it simplifies the process so much, it opens a bunch of other benefits for people who need to notarize a document. With the added ease of online notarization people and businesses both find their document workflows become much smoother and less time-consuming.
- Convenience. No traveling, traffic, or hunting down a notary’s office – you can do it from the comfort of your home.
- Efficiency. Online notary services cut out the waiting around; it speeds up document signing and keeps things moving.
- Accessibility. You don’t have to live in a major city or near a notary public to have your documents legally acknowledged.
- Security. Audio-visual records create strong documentation. Plus, specialized ID verification tools exceed what an in-person notary alone can do to confirm identities.
- Environmentally-friendly. It slashes paper consumption. According to Red Herring, the mortgage sector, where notarizations are frequent, consumes around 2.2 billion sheets of paper every year – shifting to online helps reduce this waste.
Types of Documents That You Can Notarize
Lots of official transactions need an extra layer of assurance, and that’s where the notary comes in. Legal paperwork for things like buying or selling a property often require a notary to ensure everything is legit. Many financial documents need this official stamp as well, especially for large-sum situations.
This makes sure the people involved understand the terms before signatures hit the paper. Medical and healthcare paperwork often benefit from notarization to solidify the intentions of all parties involved. Personal declarations like affidavits or sworn statements require notaries. These documents declare specific truths under oath.
Even international travel paperwork, adoptions, and a whole slew of other agreements may benefit from having a notary stamp to bolster their legitimacy. Here is a helpful table summarizing common document types frequently requiring notarization:
| Document Type | Common Examples |
|---|---|
| Real Estate | Deeds, Mortgages, Power of Attorney, Loan Documents |
| Financial | Wills, Trusts |
| Legal | Affidavits, Sworn Statements, Contracts |
| Business | Articles of Incorporation, Partnership Agreements |
| Personal | Permission Slips, Travel Consents, Copies of Personal Documents |
Ready to Get Started? How to Get Your Document Notarized with NotaryCam
Getting your document notarized online with NotaryCam is a simple and convenient process. First, upload your document to the secure NotaryCam platform. Next, connect with a live notary via secure platform with audio video to confirm your identity. Then, electronically sign your document while the notary witnesses it. Finally, the notary will apply their electronic seal, completing the notarization. Ready to start? Visit NotaryCam.com to begin your online notarization today and experience the future of document authentication.
FAQs About Notarizing a Document
Why does a document need to be notarized?
Getting a document notarized verifies the identities of the people signing and assures they’re doing it willingly, knowing what they’re signing. It also makes sure the signatures are authentic and helps protect against fraud. When you notarize a document, it adds an official layer of credibility, often required for legal, financial, or real estate paperwork. Notaries act as neutral third parties, confirming the process meets certain legal standards.
How much do most notaries charge?
Most states have rules setting a cap on how much notaries can charge, which can be per document or per signature. Fees vary based on where you live, the specifics of the notary service, and the type of document being notarized.
Some banks and credit unions may even provide free notary public services for their customers, while others might have a small service fee, even if they are members. You’ll want to check your state’s guidelines and always confirm pricing with the notary beforehand.
What does a document look like that needs to be notarized?
There isn’t one set layout, but documents requiring notarization will have a designated section, typically at the bottom, set aside for the notary to complete. You will often see a statement to be signed by the individual whose signature needs witnessing. Below the signature line, you may find lines for the notary’s signature, date, seal, commission information, and potentially their expiration date.
The Notarial Certificate wording can change based on your state laws. Always be sure to ask your notary about state-specific requirements. The key here is making sure this section, often called a notarial certificate, is left completely blank when you take the document to the notary, whether a traditional notary public or a remote online notary.
Conclusion
Understanding how to correctly get something notarized may seem overwhelming at first. Whether you’re choosing a mobile notary, in-person notary public, or Remote Online Notarization, being prepared makes the process smoother, ensuring the notary’s seal reinforces the authenticity and intent of your crucial documents.