Notarization is a formal anti-fraud step that gives a receiving institution confidence about who signed, what they did, and when. A notary public verifies identity, confirms the signer is willing and aware, and completes a notarial certificate (for example, a jurat when a signer swears/affirms and signs during the ceremony, or an acknowledgment when a signer acknowledges a previous signature).
Notarization does not prove the content is true or legal. It certifies the act of signing and the identity behind it. Because many agencies, banks, universities, and foreign authorities depend on this trust layer, notarization is frequently mandatory.
At Notary Public Center, we make notarization fast and compliant: fully online when accepted, or in-person when a recipient requires paper. We also align your file for apostille when your notarized document will travel abroad.
Why notarization matters (and why “acceptance first” saves you time)
Notarization protects everyone in the chain. The signer gets a clear record of their act; the receiver gains a verifiable identity check and a standardized certificate; the public is protected against impersonation and coercion.
Equally important: notarization rules and receiver preferences vary. Courts, county recorders, banks, universities, and consulates publish intake requirements—some accept online notarization, others still require wet-ink. Our workflow begins with an acceptance check so you don’t sign twice.
When your notarized document must be used in a Hague Apostille Convention country, notarization is often the first step: the apostille later authenticates the notary’s signature, not the content. (For non-Hague destinations, the route is authentication and often consular legalization.) Therefore, a clean notarization up front prevents delays in the international stage.
What documents can be notarized?
Below are common categories we handle every week. Requirements can vary by jurisdiction and recipient; we tailor the certificate and workflow accordingly.
1) Affidavits and declarations (jurats)
Examples: identity affidavit, name-discrepancy affidavit, residency affidavit, single-status affidavit (when a state certificate doesn’t exist), affidavit of service.
Key point: the signer swears or affirms the truth and signs during the ceremony. We administer the oath and complete the jurat.
2) Acknowledgments for private and corporate documents
Examples: powers of attorney, corporate officer’s certificates, banking forms, releases, consents.
Key point: the signer acknowledges they signed the document; notarization certifies the acknowledgment, not the content.
3) Translator’s statements and certification pages
When a translation accompanies a filing, many receivers ask for the translator’s notarized statement. Sometimes the apostille later attaches to this statement rather than the base document. We confirm preferences in advance.
4) Academic and registrar-related paperwork (case-by-case)
Schools sometimes issue registrar-signed letters or forms that are notarized before submission to state offices or foreign ministries. We match the form to the preferred notarial act and verify whether a registrar’s signature is required instead.
5) Business and banking packets
Officer certificates, resolutions, UBO/KYC affidavits, and compliance statements often require notarization. We ensure names and titles match ID and corporate records exactly to avoid rejections.
Pro tip: If your document is heading for apostille, tell us the country of use first. That single detail often determines wording, format, and whether translation should be notarized separately.
What cannot be notarized (and safer alternatives)
Vital records: birth, marriage, death, and divorce records are not notarized. For international use, you must request (or allow our team to retrieve for you) certified originals from the issuing office (state/county/city).. A “notarized photocopy” of a vital record is generally rejected for apostille.
Blank or incomplete documents: a notary cannot notarize a document with empty essential fields.
Documents demanding legal conclusions from the notary: a notary does not certify the truth of content, authenticity of underlying facts, or someone’s legal status.
Immigration/legal advice on forms: notaries do not provide legal advice. Bring language from your licensed attorney; we’ll make the notarial ceremony airtight.
If you’re unsure whether your paper belongs in the “can be notarized” list, send us a sample (with personal data redacted). We’ll confirm the correct path and, when applicable, prepare the file for apostille.
Jurat vs. acknowledgment (the most important choice you’ll make)
Choosing the wrong certificate is the #1 cause of re-signing. Here’s the quick guide:
Jurat — You swear/affirm the truth and sign during the session. Used for affidavits.
Acknowledgment — You confirm you signed the document (often earlier) and did so willingly. Used for deeds, powers, corporate documents, and many consent forms.
At Notary Public Center, we verify your recipient’s requirement, add witnesses if needed, and keep the certificate tightly aligned with your ID and document facts.
Online notarization (RON) vs. in-person notarization
We offer both, and we’ll recommend the one your receiver prefers.
Remote Online Notarization (RON)
Identity proofing with four layers: credential analysis of your ID, KBA (timed questions), biometrics/liveness, and a recorded two-way video call.
Recording + audit trail: the entire ceremony is captured and stored per rule.
Tamper-evident PDF: if anyone alters the file later, standard PDF viewers show modified/invalid.
Multi-signer flexibility: signers in different cities (or countries) can join the same session when rules allow.
In-person notarization (Miami office)
Wet-ink signatures and a physical seal for receivers who insist on paper.
On-site identity check with the same name-matching rigor.
Timeframes may vary with scheduling, holidays, and third-party requirements (courts, banks, or foreign authorities).
How notarization supports apostille (the private-document pathway)
For private documents that will be used in a Hague country, the usual pathway is:
Notarization — We complete the appropriate certificate (jurat or acknowledgment), align names with your ID, and coordinate witnesses where needed.
Apostille — The competent authority authenticates the notary’s signature and capacity (a step fully managed by our specialized division, Apostille de la Haya).
Translation (when required) — We help you decide whether the apostille attaches to the translator’s notarized statement or to the base document (or both).
Delivery & verification — We return your original and, on request, provide scans and simple verification instructions for the receiver.
For non-Hague destinations, we evaluate whether we can support you through the authentication and consular legalization process. Either way, strong notarization is the foundation for international acceptance.
A practical, receiver-first workflow
Acceptance check — Tell us the recipient and country of use. It’s important that you confirm in advance whether the destination accepts online signatures or requires wet-ink, whether witnesses are needed, and which certificate they expect.
Document hygiene — We review names, dates, and venue lines. If your file needs a jurat, you must sign during the session; acknowledgments allow prior signatures.
Identity verification — Online (credential analysis + KBA + biometrics + recording) or in person (physical ID review).
Notarization — We execute the ceremony and finalize the certificate.
Apostille/authentication (optional) — If the document travels, we assemble and file the packet. Timeframes may vary.
Delivery — Tamper-evident PDF for online; wet-ink originals for in person. We can add courtesy scans upon request.
Ten tips to avoid re-signing (and speed up apostille later)
Start with the destination. The receiver’s rules decide online vs. paper, witness needs, and wording.
Pick the right notarial act. Jurat for affidavits; acknowledgment for most other private documents.
Match names to ID exactly. Include middle names, accents, hyphens, and suffixes as on your ID.
Use legible, complete documents. No blanks in essential fields.
Plan witness logistics early. Some forms demand one or two witnesses.
If it’s a vital record, don’t notarize it. Order certified originals from the issuing office.
Coordinate translations. Decide whether the apostille will attach to the translator’s notarized statement or to the base document.
Avoid staple removal. For paper apostilles, don’t un-staple the packet; get scans before binding when possible.
Order enough originals. Each apostille binds to one original; plan quantities if multiple agencies will ask for the same item.
Expect variability. External office workloads change; build a time buffer. Timeframes may vary.
Common mistakes we prevent
Using acknowledgment for an affidavit (should be jurat) → rejection.
Pre-signing a jurat document before the session → invalid; jurats require signing during notarization.
Name mismatches → delays with banks or apostille units.
Notarizing photocopies of vital records → rejection; let us help you obtain certified originals.
Skipping acceptance checks → repeat signings and shipping.
Delivering the wrong format (paper when the receiver wants a sealed PDF, or vice versa).
Why choose Notary Public Center
Two modes: online notarization (RON) with recording and multi-layer ID checks, or in-person notarization in Miami.
Acceptance-first: we build to the receiver’s rules so you don’t sign twice.
Apostille-ready: we prepare your notarized documents for apostille or authentication when they will be used abroad.
- Bilingual: English/Spanish guidance with a consultative.
Ready for notarization that gets accepted the first time—and sets you up for a smooth apostille if needed? Contact Notary Public Center. We’ll confirm your recipient’s rules, notarize online or in person, and return a tamper-evident or wet-ink package built for compliance. Timeframes may vary.
FAQ
1) What is notarization, in one sentence?
It’s the official process where a notary verifies identity, willingness, and awareness, then certifies the signing act with a notarial certificate.
2) Can my document be notarized online?
Often yes. Many institutions accept Remote Online Notarization. We verify with your recipient first; if they insist on paper, we host you in person.
3) Can you notarize my birth or marriage certificate?
No. Vital records require certified originals from the issuing office; they are not notarized. We can notarize related affidavits if needed and route apostille for the proper pieces.
The information contained in this publication is provided for general informational purposes only and does not constitute legal advice. Reading or using this content does not create and is not intended to create an attorney-client relationship. No reader or user should act or refrain from acting based on the information presented herein without first consulting an attorney duly licensed to practice law in their jurisdiction.
