How to Notarize a Document in 5 Simple Steps

Having a document notarized adds an extra layer of security to contracts and other documents by requiring a notary to verify the signer's identity. This witness attests that the signer is not signing under duress and is aware of the contents of the document they are signing.

But what exactly does it mean to have a document notarized?

Read on to learn how to notarize a document, who can notarize it, and how the process is evolving in the digital era through remote online notarization to improve security, privacy, and convenience.

This blog post is offered for general information purposes only. It does not constitute, and is not a substitute for, legal advice.

What does it mean to notarize a document, and what is a notary?

Notarizing a document means having a government-authorized notary public verify your identity, witness your signature, and confirm that you signed the document willingly, resulting in a notarized document that helps prevent fraud.

Notarization is an identity-based, anti-fraud measure performed by a government-authorized person called a notary public. A notary public’s role is to verify a document signer’s identity, to witness the signing of a legal document, and to provide an independent check on the mental capacity of the signer. Notaries public affirm their completion of these critically important tasks by affixing their signature and notarial stamp or seal to the signed document. Notarized documents are considered self-authenticating court evidence that they were properly signed.

What are the steps to notarize a document?

Although requirements can vary by state, the notarization process generally follows a clear sequence designed to verify identity, confirm intent, and officially validate the signature. These steps are as follows:

• Identity verification: The signer must present valid identification to allow the notary public to confirm their identity. This ensures that all parties signing the document are who they claim to be.

• Document review by notary: The notary reviews the document with the signer to confirm all required sections are complete before proceeding to signature.

• Witnessing the signature: The notary observes each signer completing the required signatures, initials, or marks. This confirms the document was signed willingly and without coercion.

• Applying seal or stamp: Once signing is complete, the notary applies an official seal or stamp to each signature. This seal includes key details such as the notary's name, commission state, and expiration date.

• Record completion (if applicable): The notary records the notarization in their official journal or system, depending on jurisdiction and whether the process is in-person or electronic.

Who can notarize a document?

The only person who can notarize a document is a notary public. This role is an official position within the state government, and notaries public are either appointed, commissioned, or otherwise designated by a high-ranking government official such as the governor or secretary of state.

Many bank employees are notaries public, and banks will offer notary services to their customers. Because oaths and affidavits require notarization, lawyers and others in the legal profession are often notaries public as well.

At the same time, the notary’s role depends on remaining impartial—so even when someone you know is a commissioned notary, it’s not always appropriate to use them. In practice, notarizing for family members can introduce conflicts of interest and raise questions about a document’s validity.

Traditional and electronic notarization methods

Notarization has historically been an in-person requirement. All signatories would need to coordinate their schedules to travel to the notary. On the day of the notarization, they would need to bring a paper copy of the document to be notarized along with all necessary identification.

In the 1990s, an electronic version of notarizing documents was introduced. This process is known as In-Person Electronic Notary (IPEN). IPEN is effectively the same as the traditional notarization process, except that the notary public signs and stamps the document electronically.

What are the different types of notarization processes?

The notarization process can take several forms depending on how the signing is conducted and whether it is completed in person or digitally. The main types include traditional notarization, in-person electronic notarization (IPEN), remote ink-signed notarization (RIN), and remote online notarization (RON).

Traditional notarization 

The signer physically appears before a notary, presents identification, and signs a paper document in the notary's presence. This is the most widely recognized form of notarization and remains common for real estate transactions, legal agreements, and other documents requiring a physical record.

In-Person Electronic Notarization (IPEN)

This follows the same in-person process as traditional notarization, but the notary applies their signature and seal electronically rather than using a physical stamp. IPEN introduced a digital layer to an otherwise unchanged workflow, making it a stepping stone toward fully remote notarization.

Remote Ink-Signed Notarization (RIN)

The signing is observed via audio-video technology, but the signer must still physically sign (wet ink) and mail the document to the notary for completion. RIN is a hybrid process that is more flexible than traditional notarization, but still depends on physical documents and postal delivery.

Remote Online Notarization (RON) 

The entire notarization is completed online, with no physical presence or paper documents required. Identity verification, signature witnessing, and the application of the electronic seal all occur remotely via secure audio-video technology and digital identity verification tools. RON is the most advanced and efficient form of notarization available today.

Benefits of remote online notarization (RON)

RON offers numerous benefits over traditional notarization. Here’s how they compare:

These differences translate into several practical advantages for businesses and individuals:

Convenience and increased access 

With RON, notaries don’t need to gather in the same location as signers to notarize a document. By removing this barrier, RON makes notarization more accessible to people who lack adequate transportation, live in remote areas, have non-traditional work schedules, or have health issues that confine them to their homes.

Fraud minimization 

RON takes authentication even further than in-person notarization by using established identity proofing technologies, including:

• Identity verification: Signers present a government-issued ID to the camera on their device. The RON solution confirms the ID's visual, physical, and cryptographic security features, lending to a more sophisticated process than an in-person review by a notary without relevant experience in this area.

• Knowledge-based authentication (KBA): In many states, signers must correctly answer several questions from their personal background, which are then verified from a third-party database. This adds another layer of verification of the signer’s identity before joining the audio-visual session.

Security and enforceability

RON employs a few additional security features to help show that a signed and notarized document is authentic:

• Tamper-evident seal: An automatically generated digital seal helps authorities determine whether a document notarized with RON was altered.

• Robust audit trail: The electronic journal and audio-visual recording serve as evidence of a completed notarial act.

Which types of documents need notarization?

Notarizing documents can be relatively common in business situations. But it is also a requirement for documents outside the office, including:

• Power of Attorney

• Affidavits

• Contract for deed

• Liability waivers

• Passport applications

• Mortgage documents

• Trust certifications

• Life and annuity claims

• Spousal consent

• Lien release

• Acknowledgements

Notarize documents remotely with Docusign Notary On-Demand

Docusign Notary On-Demand brings digital identity verification, eSignature, and remote online notarization together into a single, seamless experience backed by a nationwide network of commissioned notaries.

Signers can complete notarizations from anywhere, at any time, using secure audio-visual technology that meets regulatory requirements. Built-in identity verification, tamper-evident certificates, and detailed audit trails help protect every transaction while keeping agreements moving without delays.

Ready to notarize documents faster and more securely? Start completing notarizations in minutes with Docusign Notary On-Demand.

Frequently asked questions about how to notarize a document

Do all documents need to be notarized?

No. Only certain documents require notarization—typically those in which identity verification or fraud prevention is important, such as affidavits, powers of attorney, mortgage documents, and other legally binding agreements that require identity verification.

Is online notarization legally valid?

Yes. In jurisdictions where it is authorized, online notarization is legally valid and carries the same legal standing as traditional notarization. Secure identity verification and audit trails help ensure the integrity and enforceability of the document.

How much does it cost to notarize a document?

Notarization costs vary by state, document type, and method. In-person notarization is often low-cost per signature, while mobile and online services may include additional convenience or technology fees. Learn more about typical pricing in our state-by-state guide to notarization costs.