What Do You Need to Get a Document Notarized? (Complete Checklist)
Exactly what to bring and what to avoid when you need something notarized, including ID requirements, witnesses, why you should not sign beforehand, and what happens at the appointment.
If someone told you a document needs to be notarized, you probably have a few questions: what do I bring, what does it cost, and what actually happens? Here is the complete checklist, written for the person who has never done this before.
Notaries can also send this to clients before an appointment, because the most common reason a notarization fails is that the signer arrived unprepared.
The short version
Bring four things:
The complete, unsigned document
A valid, unexpired government photo ID
Any other people who need to sign
Payment
That covers the vast majority of notarizations. Now the details that matter.
1. Bring the complete document, and do not sign it yet
This surprises people constantly. Do not sign your document in advance. For most notarizations, the notary must witness your signature, which means you sign in front of them. A pre signed document often has to be redone.
The document also needs to be complete. Blank spaces are a problem, because anything could be filled in after the notarization while still carrying the notary's seal. If sections do not apply, they should be filled in or struck through before you sign.
Bring every page, not just the signature page. The notary needs to see the whole document to identify what it is.
2. Bring valid photo identification
This is the heart of what a notary does: confirming you are who you say you are. The requirements vary by state, but generally your ID must be:
Government issued
Unexpired, and this is the one that trips people up most
Have your photograph
Have your signature, in most cases
Match the name on the document, or close enough that the notary can reconcile it
Commonly accepted: a driver's license, state ID card, passport, military ID, or permanent resident card. What is accepted varies by state, so if you have anything unusual, ask the notary before the appointment.
What if your name does not match? If the document says Maria Elena Delgado and your ID says Maria E. Delgado, that is usually fine. If you recently married and your names differ entirely, mention it when you book, because it may require additional steps.
What if you have no ID? Some states allow credible witnesses, meaning people who personally know you and can swear to your identity, with their own identification. This is not available everywhere and the rules are specific. Ask the notary in advance rather than showing up and hoping.
3. Bring anyone else who needs to sign
If the document requires multiple signers, everyone who signs in front of the notary must be present with their own valid ID. You cannot bring your spouse's signature for them.
Witnesses are separate from the notary. Some documents, particularly wills and certain estate documents, require witnesses in addition to notarization. The notary is not automatically a witness, and in many cases cannot be. If your document requires witnesses, ask who is arranging them when you book. Some notaries can bring witnesses, many cannot.
4. Be ready to pay
Most states cap what a notary may charge for the notarial act itself, often a modest amount per signature. If a mobile notary travels to you, there is typically a separate travel fee, which is not capped and reflects distance, timing, and urgency.
Ask for the full cost when you book so there are no surprises. More detail in how much a notary costs.
What actually happens at the appointment
It is quick and undramatic:
The notary checks your ID and compares it to you and to the document
They confirm you understand you are signing and are doing so willingly, not under pressure
You sign in front of them
They complete the notarial certificate, which is the official wording with the date, location, and their details
They apply their stamp or seal
They record the act in their journal, which usually includes you signing their journal as well
Most straightforward notarizations take ten to fifteen minutes.
What a notary cannot do for you
Worth knowing before you ask:
They cannot give legal advice or explain what your document means for your situation. That is a lawyer's role. A notary can tell you what kind of document it is, not what it does to your rights.
They cannot prepare the document for you, unless separately licensed.
They cannot tell you whether you should sign.
They cannot notarize if you cannot be properly identified, if the document has blanks, or if you appear to be signing under pressure or without understanding.
They cannot notarize for themselves or in a transaction where they have an interest.
If a notary declines your notarization, it is almost always one of these reasons, and it is them doing their job correctly.
Where to get something notarized
Banks and credit unions often offer notary services, sometimes free for account holders.
Shipping and print stores commonly have a notary on staff.
A mobile notary comes to you, which costs more because of travel but is invaluable when you cannot easily get out, when you need an evening or weekend appointment, or when the signer is in a hospital or care facility.
Remote online notarization lets you notarize over live video where your state authorizes it and the receiving party accepts it. (What RON is.)
Special situations worth mentioning when you book
A few circumstances change what the notary needs to prepare, so raise them when you schedule rather than at the door:
The signer is in a hospital or care facility. Access rules, visiting hours, and check in procedures all matter, and the notary needs to plan around them. The signer also needs to be alert enough to understand what they are signing, which the notary will assess at the appointment.
The signer does not speak English fluently. Rules on interpreters vary by state, and in some places a notary cannot use a third party interpreter. Mention it early.
The signer cannot physically sign. Some states allow signature by mark or signing at the direction of the signer, with specific requirements. This needs to be arranged in advance.
The document is going to another country. You may need an apostille rather than just a notarization, which is a separate process through your Secretary of State. (What an apostille is.)
You are not sure the document needs notarization at all. Check with whoever is requesting it. Not every document does, and notarizing something unnecessarily costs you time and money.
A quick checklist to screenshot
Before your appointment, confirm you have:
The complete document, every page, unsigned
Valid, unexpired, government issued photo ID
All other signers present, each with their own ID
Witnesses arranged, if your document requires them
Payment ready, and the total cost confirmed in advance
Any special circumstances mentioned to the notary when booking
For notaries reading this
Most failed appointments are preparation failures, not notarial ones. The signer brought an expired license, signed the document in the car, or did not know they needed two witnesses. Every one of those is a wasted trip you do not get paid for.
The fix is telling people what to bring before you arrive. That is exactly why we send automatic appointment confirmations in NotaryNext: every signer gets a message before the appointment with the details and what to have ready, so you stop driving across town to discover the ID expired in March. We also handle the invoicing, the payment follow ups, and the review request after every signing, free for 30 days.
Related: What does a notary do? · How much does a notary cost? · Mobile notary vs RON
