6 Steps to Getting Your Documents Ready for a Notary Public

Key Takeaways

• Don’t sign your document before your notary appointment unless instructed to do so.
• Valid government-issued photo ID is required at every notary appointment.
• Some documents, such as Wills and Powers of Attorney, require you to have other witnesses sign.
• At every appointment, the notary will verify your identity, review the document, witness your signature, and apply their official seal.
• Online notary appointments are fast, convenient, and legal in most U.S. states.
• A little preparation ahead of time ensures your appointment goes smoothly.

Introduction

This step-by-step checklist walks you through how to prepare documents for a notary public, so your appointment goes smoothly. 

Showing up to a notary public appointment unprepared can cost you both time and money. Expired identification, a pre-signed document, or a missing witness are common reasons notarizations get delayed or need to be rescheduled. Following this checklist will help you avoid these common mistakes.

In a hurry? Book your online notary appointment and complete your document from any device with a Wi-Fi connection.

How to Prepare Documents for a Notary Public

Step 1: Review Your Document

The most important thing you can do before arriving at any notary appointment is to read your document carefully. 

Review the document for:

• Special requirements: Is it a Will, Power of Attorney, Affidavit, or contract? Different documents have different notarization requirements (e.g. needing a witness).
• Accuracy: Make sure all names, dates, and addresses are spelled correctly and match exactly.
• Instructions: Some documents include specific guidance from the issuing institution. Read those carefully before your appointment.
• Number of pages: Make sure you have the complete document and aren’t missing any pages.
  

Important note: Do not sign your document before your appointment. Signing ahead of time is one of the most common mistakes that can cause delays.

Step 2: Bring Valid Identification

Every notary appointment requires proof of your identity, which means showing them your current (not expired) government-issued photo identification. Your notary is legally required to verify who you are before completing your document. Without acceptable ID, your appointment can’t proceed.

Acceptable forms of government-issued photo identification typically include:

• Driver’s license (valid and unexpired)
• State ID card
• Passport (one of the most widely accepted forms)
• Military ID
• Permanent resident card 

Important note: Your ID must be current. If you don’t have a current government-issued photo ID, contact the notary ahead of time to see what alternatives might be used instead.

If multiple signers are involved in the same document, each person must bring their own government-issued photo ID.

Step 3: Confirm Witness Requirements

Some documents will need one or more witnesses. Witnesses are separate from the notary and must also be present during signing.

Documents that commonly require witnesses include:

• Wills and testaments
• Powers of Attorney
• Real estate documents (requirements vary by state)
• Certain healthcare directives and living wills

Before your appointment:

• Check your document or the instructions that came with it for any witness requirements.
• Contact the issuing institution (e.g., an attorney or financial institution) if you are uncertain.
• Arrange for any required witnesses to attend in person or if you’re meeting with the notary online, make sure remote witnesses are permitted in your state.
• Ensure witnesses bring valid ID as their identity will also need to be verified.
  

Important note: Witness requirements vary by state and document type. When in doubt, check with the institution that issued your document.

Step 4: Double-Check Information

Small errors in a document create big delays. A single misspelling, an incorrect date, or a mismatched name can cause delays.

Before you appointment, carefully review:

• Your full legal name: It must appear exactly as it does on your government-issued ID.
• Dates: Do not fill in the date unless told to. Dates are typically completed at the time of signing.
• Addresses and other personal information: Check to make sure all details are accurate and consistent.
• Completeness: Check that all blank lines, dates, and check-boxes are filled in. Notaries typically refuse to notarize documents with empty, crossed-out, or missing sections. 
• Attachments: Make sure you have all pages and any required attachments or related documents.

Step 5: Prepare for an Online Appointment

Online notarization is fast, convenient, and legal in most U.S. states. Instead of visiting an office, you connect with the notary via video. The process can be completed in minutes from your home or office.

Here’s what you need to do prepare for online notarization:

• Check your device: You will need a smartphone, tablet, or computer with a camera and a microphone.
• Test your internet connection: A stable connection helps avoid interruptions during the video session.
• Have your ID ready to show on camera: You will be asked to hold it up so the notary can verify your identity visually.
• Upload your document in advance: Most online notary platforms require you to upload your document before your session begins.

Ready to get started? Book an online notary appointment and complete your documents from wherever you are.

Step 6: Understand What Happens During the Appointment

Knowing what to expect makes the appointment less stressful. A standard notary appointment follows a straightforward process.

Here’s what happens during the appointment:

1. Identity verification: The notary reviews your government-issued photo ID and confirms it matches the name on the document.
2. Document review: The notary may review the document to confirm it is ready for completion.
3. The Oath or Affirmation: For sworn documents like affidavits or statutory declarations, the notary will ask you to swear or affirm that the statements in your document are true. 
4. Signing in front of the notary: You sign the document while the notary watches you.
5. Stamp and seal: The notary will sign the document and apply their official seal or stamp, making it legally valid. 
6. Record-keeping: The notary records the transaction in their official notary journal.

The entire process typically takes about 10 minutes for straightforward documents. Complex documents or multiple signers may take longer.

The process is the same for online appointments, which are conducted via secure video with electronic signing tools. Your completed document is usually available for download immediately after the session.

Important Note: A notary public cannot provide legal advice or help you fill out legal documents.

Common Mistakes to Avoid

Mistakes can happen, even if you think you’re prepared. Here are the most frequent mistakes and how to avoid them.

Mistake	How to Avoid It
Signing the document before arriving	Always wait until you are in front of the notary to sign.
Forgetting to bring valid ID	Double-check your ID is current before your appointment. Expired ID is not accepted.
Not arranging required witnesses	Confirm witness requirements for your document type in advance.
Bringing an incomplete document	Review all pages and confirm all required information is filled out.
Using a name that doesn’t match your ID	Make sure your name appears on the document exactly as it does on your government-issued ID.
Not checking the online notarization requirements for your state	Verify that RON is permitted in your state for your document type before booking your online appointment.

Next Step: Complete Your Documents Online

Online notary appointments are fast and convenient. You can meet with the notary from your home or office at a time that works best for you.

1.     Prepare your document. Make sure it’s filled out completely, but don’t sign it before your appointment.
2.     Gather your valid government-issued photo ID. It must be current/not expired.
3.     Choose your notary option. In-person, mobile, or online.
4.     Book your appointment. Book your online notary appointment for the fastest option and have a notary commission your document from any device with a Wi-Fi connection.

Remember: drafting your document is not enough. It must be signed and commissioned in the presence of a notary to be legally valid.

Ready to complete your document? Book an online notary appointment and have your documents commissioned in minutes — no office appointment needed.

Your Notary Appointment Checklist

Before your appointment

• I have read the document and know what type of notarization is needed
• I have NOT signed the document yet
• My name on the document matches my government-issued ID exactly
• My government-issued photo ID is current and not expired
• I have confirmed witness requirements and arranged any needed witnesses
• All required document pages and attachments are included
• All fields that should be completed before signing are filled in

For online appointments only

• My device has a working camera and microphone
• I have a stable internet connection
• I have uploaded or am ready to upload my document to the RON platform
• I have confirmed that online notarization is accepted in my state for this document type

Conclusion

A little preparation goes a long way when it comes to notary appointments. Getting your documents ready for a notary public doesn’t have to be complicated. A few simple checks before you arrive can help make sure your notary appointment goes smoothly.

And if you’d like to skip the office visit completely, online notary appointments make it easy. Book an online notary appointment and can get your documents commissioned in minutes from wherever you are.