How do I get ready for my notarization?
1) Review the document
What kind of document is it? Is it a Power of Attorney? A Bill of Sale? Let your notary know in advance.
Different documents require different notarial acts. Some absolutely have to be signed in front of the notary, some require witnesses. Your notary won’t know for sure what the requirements are for your document until they can look it over, but the more information you have ready the better.
Are there any blanks that need to be filled in? Is the information accurate?
Best practice is to ensure all the blanks are appropriately filled, and information is accurate - including name spelling and addresses. We’d rather not notarize a document just for it to be improperly changed afterwards. Input the information you can, or check with whomever is requesting the notarization to find out how they want it filled in or amended. But remember, signatures are probably best left blank until notarization.
Do all signers understand the document and its intent?
If not, ask the provider giving or receiving the document to summarize its purpose. Notaries are unable to advise. Take time to read through the document and ensure you understand what you’re signing. All signers need to provide informed consent - they should comprehend the document, the purpose and implications of it, and sign of their own free will.
What language does the document use for the notarization? Let your notary know in advance so they can better prepare.
The State a notary is commissioned in will have their own guidelines of what language can and cannot be included on a notarial certificate. Sometimes the notary can simply modify the included language by crossing out or writing in the adjustments. Sometimes they need to attach an entirely new certificate instead. The language of the notarial certificate will also inform the notary of the notarial acts needed, including whether you need a witness, or if the document must be signed in the presence of the notary.
If there is no notarial language or certificate included on the document, research which form of notarial certificate you, or the provider giving or receiving the document, would prefer. Common notarial certificates are acknowledgements, jurats, or certified copies. Notaries are unable to advise or choose for you.
2) Prepare your identification
All signers and witnesses should bring at least one form of government-issued ID, with photo, name and signature. Two is ideal as a backup.
Part of the purpose of notarization is the verification of the signers identity. Providing a form of credible identification with you is an absolute must! Different states have different ID requirements. A good rule of thumb is to bring a current State ID, Driver’s License or Passport. Oregon allows the use of some forms of ID that have been expired for 3 years or less.
As an alternative, bring a close friend to serve as a credible witness. A credible witness will attest under oath that you are who you claim to be. If you would like a credible witness to serve as your identification, make sure they have valid identification with them. They also can’t be a signer or in any way benefit from the notarization.
If signing as a representative of another person or organization, bring documentation of your authority (i.e. Power of Attorney, or official document specifying your role at the organization). Contact your notary if you want to verify the suitability of your document ahead of time.
3) Verify fees and policies
Make sure you understand the notarial fees, travel fees, and additional services you’re paying for. Your notary should provide an itemized price estimate before completing the notarization.
What is the cancellation policy?
There might be cancellation fees or expectations. Make sure you know how, when and the costs to cancel your appointment - you never know when the need might arise!
What are the expectations if they are unable to complete the notarization?
Your notary might refuse to perform the notarization for any number of reasons. Make sure you understand their policy in advance. Some might require travel fees to be paid regardless if the notarization was completed.
