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In our increasingly legal and document-driven world, notarization plays a pivotal role in validating the authenticity and integrity of agreements, declarations, and documents. When a document is notarized, a licensed notary public verifies the identities of the involved parties and ensures that the document is signed willingly and without coercion. This blog post will decode the concept of notarization, detail the appearance of notarized documents, provide format examples, and guide you through the process of notarizing documents online with PandaDoc Notary. By the end, you will have a comprehensive understanding of the notarization process and its critical importance in both personal and professional realms.
What is notarization?
Notarization is the formal process of witnessing the signing of a document by a competent and impartial notary public. The purpose of notarization is to deter fraud and ensure the proper execution of documents. Notaries are appointed by the government and are authorized to perform various acts in legal affairs, in particular witnessing signatures on documents.
The notary’s role includes verifying the identity of the signatories, ensuring all parties sign the document voluntarily, and confirming the document’s completeness at the time of signing. Notarization establishes that the parties entering into an agreement have proof of authenticity and are who they claim to be. It also provides a layer of protection against forgery and tampering.
What does it mean to have documents notarized?
To have a document notarized means to have an acknowledgment, verification, or other certification from a notary public attached to it. This signifies that the notary has verified the identity of the signers and witnessed the signing of the document, ensuring its legitimacy and the willingness of the parties involved.
The process typically requires the signers to appear in person before the notary and produce valid identification. The notary will then record the act in their official journal, a practice that provides a reliable and traceable record of the notarization. In some cases, notarization also involves affixing an official notary seal or stamp to the document.
What does a notarized document look like?
A notarized document typically features several distinctive elements that set it apart from other documents. One such element is the notary’s stamp or seal, which is often embossed or inked onto the document. This seal includes the notary’s name, commission number, and the state of authorization, serving as tangible proof of notarization.
Alongside the notary’s seal, a notarized document includes a notary certificate or a notarial block that the notary completes. This section details the specifics of the notarization, such as the date, the venue, the type of notarization (acknowledgment, jurat, etc.), and the names of the signers. Notarized documents are readily identifiable by these formal elements, which signify their authenticity and proper execution.
Notarization format examples
Verification on Oath or Affirmation
The verification on oath or affirmation, also known as a jurat, involves the notary certifying that the signer personally appeared, took an oath or affirmation, and signed the document in the presence of the notary. This format is typically used for affidavits and sworn statements.
The jurat block will include language such as “Signed and sworn (or affirmed) before me on [date] by [name of signer],” followed by the notary’s signature, seal, and commission expiration date. This attests that the signer has declared the truthfulness of the document under penalty of perjury.
Certification of a Document Photocopy (Certified Copies)
When certifying a photocopy of a document, the notary verifies that the copy is a true and complete reproduction of the original document. This type of notarization is commonly applied to educational transcripts, birth certificates, or other critical documents that are frequently referenced.
The notarial certificate will state, “I certify that this is a true and correct copy of the original document,” along with the notary’s signature, date, and seal. This certification provides assurance that the copy has not been altered and matches the original document in its entirety.
Witnessing or Attesting a Signature
In witnessing or attesting a signature, the notary acts as an impartial witness to the signing of the document. The notary verifies the identity of the signers and ensures that the document is signed voluntarily and without duress. This type of notarization is typical in contexts such as loan agreements, legal contracts, and wills.
The notary’s section of the document will include wording similar to, “Subscribed and sworn to (or affirmed) before me this [date] by [name of signer],” again followed by the notary’s signature, seal, and commission details. This documentation establishes that the signature was properly witnessed by a licensed notary.
Acknowledgments
Acknowledgments are used to verify that the person signing a document has willingly signed it and understands its content. Unlike a jurat, an acknowledgment does not require the signer to sign the document in the notary’s presence. Instead, they can acknowledge beforehand having signed the document.
The notary’s language will read, “Acknowledged before me on [date] by [name of signer],” including the notary’s signature, date, and seal. This acknowledges the signer’s declaration that they executed the document for its intended purpose.
Individual Acting in a Representative Capacity
When an individual signs a document on behalf of someone else, whether as a corporate officer, attorney-in-fact, or other representative roles, the notary must note the capacity in which the person is acting. This is crucial in business and legal agreements, where actions are often executed by authorized representatives.
The notarial certificate will include wording similar to, “On [date], [name of individual] personally appeared before me and acknowledged that [he/she] executed the document in [capacity of signer],” followed by the notary’s signature, seal, and official capacity notation. This ensures clarity and legal authority in signed documents.
How to notarize documents online with PandaDoc Notary
Step 1: Creating and Preparing Your Document for RON
Remote Online Notarization (RON) with PandaDoc Notary begins with preparing your document. Ensure your document is complete and accurate before uploading it to the platform. Using PandaDoc’s tools, you can create or edit documents according to your needs.
Once your document is ready, you’ll need to enable the notary function on the platform. PandaDoc provides a streamlined, user-friendly interface to help you guide through this preparation process, ensuring all necessary components for notarization are in place.
Step 2: Invite Your Signers and Verify Their Identities
The second step in the online notarization process involves inviting the document’s signers and verifying their identities. PandaDoc Notary sends an invitation to your signers, prompting them to join the RON session.
Signers are required to provide valid identification, which is verified through a secure, real-time process. This ensures that each participant is vetted, maintaining the same level of security and integrity as in-person notarization.
Step 3: Complete the Signing and Notarization Process
During the RON session, your document will be signed and notarized in real-time. The notary will virtually witness the signing, confirm the identities of all parties, and complete the notary certificate.
Once the process is complete, PandaDoc Notary securely archives the notarized document, providing all parties with access to their legally authenticated copies. This efficient and convenient method offers a modern solution to traditional notarization practices.
FAQ’s
Who can notarize a document?
A licensed notary public is the individual authorized to notarize documents. Notaries are appointed by state governments and must follow specific regulations and standards to ensure the legitimacy of the notarization process.
Each state has its own set of requirements for becoming a notary, which typically includes passing an exam, completing an educational course, and undergoing a background check. Notaries act as impartial witnesses to deter fraud and validate the authenticity of documented transactions.
How much does it cost to get a document notarized?
The cost of notarization can vary based on location, document type, and the notary’s fee structure. Generally, notary fees are set by state law and can range from a few dollars to upward of $20 per signature or act.
Some states impose maximum fees that notaries can charge, while others allow notaries to set their rates within a reasonable range. Online notarization services like PandaDoc may have different pricing structures, usually reflecting the convenience and added features of the RON process.
What is the validity of notarized documents?
The validity of notarized documents can vary depending on the type of document and jurisdiction. Generally, notarized documents do not expire, but their intended use may have a timeline, such as in real estate transactions or legal proceedings.
It’s essential to confirm with relevant authorities or legal advisors about the specific validity requirements for your notarized document. Notarization primarily adds an additional layer of legal authentication but doesn’t necessarily determine the lifespan of the document.
How to get documents notarized online?
Getting documents notarized online involves using a RON service like PandaDoc Notary. First, create or upload the document to the platform. Then, invite the signers to join the notarization session.
Participants will verify their identities through secure methods. A licensed notary will virtually witness the signing of the document and complete the notarization. The notarized document is then archived and accessible securely online.
Lessons Learned
| Aspect | Details |
|---|---|
| What is notarization? | A formal process by a notary public to verify identity and witness signatures to prevent fraud. |
| Significance of notarization | Verifies authenticity, deters fraud, and ensures proper execution of documents. |
| Appearance of a notarized document | Features a notary’s seal, a completed notary certificate including date, location, type of notarization, and signers’ details. |
| Common notarization formats | Verification on oath, certification of photocopies, witnessing signatures, acknowledgments, and representative capacity notarizations. |
| Online notarization process | Creating the document, inviting signers, identity verification, completing remote notarization and secure archiving. |
| Costs and validity | Costs vary by state, notarized documents generally do not expire but are subject to specific document timelines. |