Notarization is a critical step in many legal, business, and personal transactions. Whether you’re signing a real estate agreement, executing a power of attorney, or authorizing an affidavit, ensuring the notarization process goes smoothly is vital for the legal validity of your documents. At Preston B. Jones & Associates, we’re dedicated to providing seamless notary services to our clients. In this blog post, we’ll share essential tips and best practices to help you ensure a smooth notarization process every time.

1. Ensure You Have Proper Identification
One of the most important steps in the notarization process is verifying the identity of the signer. Notaries are required by law to confirm the identity of each individual signing a document to prevent fraud and ensure that the person signing is doing so voluntarily.

To ensure a smooth notarization, always bring a valid, government-issued photo ID with you to your appointment. Common forms of identification include:

Driver’s license
Passport
State-issued identification card
Military ID

Make sure your ID is not expired and contains all the necessary information, such as your full name and photograph. If you are unsure whether your ID is acceptable, contact the notary in advance to confirm.

2. Understand the Document You Are Signing
Before you arrive for notarization, make sure you thoroughly understand the document you are about to sign. The notary’s job is to verify that you are signing the document voluntarily, but they are not responsible for explaining the contents of the document. If you have any questions or concerns about the document, it’s best to seek legal advice or clarification before your appointment.

Additionally, ensure that all fields on the document are complete (except for your signature). A notary cannot notarize a document that is incomplete or contains blank spaces. If you are uncertain about the document’s contents, take time to review it with the relevant parties prior to the notarization.

3. Sign the Document in Front of the Notary
A key rule for notarization is that the document must be signed in the presence of the notary. The notary needs to witness you signing the document to validate it. Do not sign the document in advance, as the notary is required to witness the signing to ensure its authenticity.

If the document has already been signed by the parties involved, the notarization will not be valid. It’s crucial that you sign it only when the notary is present to witness the action.

4. Bring the Correct Number of Signers
Many documents, such as real estate transactions, require multiple signers. If you are having documents notarized with others, make sure that all signers are present and have valid identification ready. If you need to schedule a notarization for multiple people at different times, consider using a mobile notary service, like the one offered by Preston B. Jones & Associates, to accommodate everyone involved.

If one or more signers cannot be present at the notarization appointment, let the notary know in advance so alternative arrangements can be made. For example, some notaries may offer a service to accommodate signers who are out of town or unable to attend in person.

5. Be Prepared to Pay Notary Fees
Notary services typically come with a fee that varies depending on the type of service and the jurisdiction in which the notary is located. In Georgia, for example, the state sets a maximum fee for notarizations, which usually includes a small charge per signature or document.

In addition to the basic notary fees, there may be extra charges if you require a mobile notary or need the service outside of regular office hours. Be sure to ask about any additional fees before the appointment.

At Preston B. Jones & Associates, we make the payment process simple and secure. We offer convenient online payment options, allowing you to settle the bill before or after your appointment, depending on your preference.

6. Provide the Correct Document Format
Notaries are tasked with verifying and authenticating signatures, but they do not alter the document’s contents. It’s essential that the document is already in its final form before you bring it for notarization. If you need to make any changes or edits, do so before scheduling the notarization appointment.

Additionally, most notaries will only accept original documents or certified copies, depending on the nature of the transaction. If you have a digital document that needs to be notarized, you may need to print it out or meet specific guidelines for electronic notarization (if available in your jurisdiction). Be sure to check the requirements before your appointment.

7. Ensure All Required Pages Are Present
Before you go to your appointment, double-check that the entire document is included, and there are no missing pages. Some documents, like real estate contracts or loan agreements, may have multiple pages. If any pages are missing or incomplete, the notarization will not be valid.

If the document includes several parts or attachments, make sure that the notary is aware of all included sections so that they can properly notarize the entire set of documents.

8. Know When and Where to Get Your Documents Notarized
When you need documents notarized, choosing the right location and timing can make all the difference. Preston B. Jones & Associates offers both in-office and mobile notary services for your convenience.

In-office notary services are ideal if you prefer a professional office setting and want to have your documents notarized quickly.
Mobile notary services are a great option if you’re unable to visit the office or prefer the convenience of having a notary come to your home, office, or other location.
If you choose a mobile notary, make sure to provide accurate location details and verify the appointment time in advance to avoid any confusion.

9. Ask for Certified Copies If Necessary
Sometimes, you may need additional certified copies of notarized documents. For example, if you’re dealing with legal proceedings or official matters, you might need multiple copies for different parties involved. A notary can provide you with a certified copy of the notarized document for a small additional fee.

Ask the notary ahead of time if you need certified copies so they can prepare the necessary paperwork.