How to prepare for your notary appointment: a complete checklist
How to Prepare for Your Notary Appointment: A Complete Checklist
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Getting a document notarized shouldn't be stressful. At The Notaryous LLC, we want your notary appointment to go smoothly—which means coming prepared. Here's everything you need to know before we meet.
The Essential Checklist: What to Bring
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✅ **1. Valid Identification**
This is the most important requirement. Oregon law specifies exactly what forms of ID we can accept.
**Acceptable Forms of ID (current or expired less than 3 years):**
- Oregon or any state driver's license (including learner's permits and provisional licenses)
- State-issued ID card from the DMV
- U.S. passport (passport *cards* are not acceptable—they lack a signature)
- U.S. military ID card with photo AND signature (Note: most recent military IDs don't include signatures)
- Tribal ID card from a federally recognized tribe with photo and signature
- Foreign passport (must be officially recognized)
- Other government-issued documents with photo and signature
**NOT Acceptable:**
- Temporary/interim driver's licenses (only valid 30 days)
- Matricula Consular ID (by itself—can be used as backup with another accepted ID)
- Credit cards, student IDs, or employee badges
- Expired IDs (expired more than 3 years)
- Any ID without both a photo AND signature
**Pro Tip:** If your ID photo is very old or you've changed significantly, consider bringing a second form of photo ID to make the identification process smoother.
✅ **2. Your Unsigned Document** (In Most Cases)
For many notarizations, you should **NOT** sign the document before meeting with the notary:
**Sign in Our Presence For:**
- Jurats (verification upon oath or affirmation)
- Witnessing or attesting a signature
- Any document where the certificate says "signed before me" or "subscribed before me"
**Can Be Pre-Signed For:**
- Acknowledgments (unless the certificate says otherwise)
- Documents signed weeks, months, or even years ago that need acknowledgment
**Never Sign:**
- Blank or incomplete documents (see below)
✅ **3. Complete Documents**
Your document should be filled out completely before the notarization. Here's what that means:
**All Blanks Should Be:**
- Filled in with the required information, OR
- Marked "N/A" (not applicable) if they're meant to be left blank
**Why This Matters:**
Blank spaces can be filled in later with fraudulent information. We're required to refuse notarization if there are unexplained blanks in the document.
**What About Dates?**
If there's a blank for a date next to a signature line, you can fill it in at the time of signing—but other blanks in the document body should be completed beforehand.
✅ **4. All Signers Present**
**Everyone** who needs to sign the document must be physically present (or participating via Remote Online Notarization if that's what you've arranged).
**Common Mistake:**
A spouse signs a document at home, then the other spouse brings it to the notary. This doesn't work! Both people need to appear.
**Exception:**
If someone cannot physically attend and has granted Power of Attorney to someone else, the person with the POA can sign on their behalf—but they must bring the signed POA document to prove their authority.
✅ **5. Know What You're Signing**
We're required to assess whether you:
- Understand what you're signing
- Are signing willingly (not under pressure or duress)
- Have the mental capacity to execute the document
We may ask you simple questions like:
- "What type of document are you signing?"
- "What does this document do?"
- "Do you want to sign this document?"
This isn't nosiness—it's our legal obligation to prevent fraud and protect vulnerable people.
Special Situations
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**If You Can't Physically Sign Your Name**
Oregon law allows someone who is physically unable to sign to direct another person (not the notary) to sign their name for them. Both you and the person signing for you must be present.
**If You Don't Speak English**
You don't need to speak English to get a document notarized, but:
- The notary must be able to communicate with you to establish willingness and awareness
- If there's a language barrier, consider bringing an interpreter
- The document can be in another language only if the notary can read that language
**If You're in a Hospital or Care Facility**
We can come to you! However, we'll need to:
- Verify that you're aware and understand what you're signing
- We may ask for confirmation from a doctor, nurse, or attorney about your capacity
- We'll document this in our records
**If You're Notarizing Multiple Documents**
Great! This saves time and money. Make sure:
- All documents are complete
- You know which documents need which type of notarization
- All signers for all documents are present
What to Expect During the Appointment
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Here's how a typical notarization with The Notaryous LLC works:
**Step 1: Identification (2-3 minutes)**
We'll examine your ID carefully. This isn't personal—it's our legal duty to verify your identity and watch for fake IDs.
**Step 2: Document Review (2-5 minutes)**
We'll review the document to:
- Check for blank spaces
- Identify what type of notarization is needed
- Make sure we're not named in the document
- Understand what we're notarizing
**Step 3: Willingness and Awareness Check (1-2 minutes)**
We'll have a brief conversation to ensure you:
- Understand what you're signing
- Are doing so willingly
- Have the capacity to execute the document
**Step 4: Journal Entry (3-5 minutes)**
We'll record the notarization in our official journal. You'll need to sign the journal—this is your receipt and our record.
**Step 5: The Notarial Act (2-3 minutes)**
Depending on the type:
- **Acknowledgment:** You'll confirm the signature is yours
- **Jurat:** You'll sign in our presence and take an oath or affirmation
- **Witnessing:** You'll sign in our presence
**Step 6: Certificate and Seal (2-3 minutes)**
We'll complete the notarial certificate and apply our official seal.
**Total Time:** Most single-document notarizations take 15-20 minutes.
Common Questions
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**Q: Can I just sign the document and bring it to you later?**
A: It depends on the type of notarization. For acknowledgments, yes. For jurats and witnessing, no—you must sign in our presence.
**Q: Can you notarize a document I received by email?**
A: Yes! You can print it out and we'll notarize it. For true electronic notarization (IPEN), special technology is required.
**Q: My document doesn't have a notary certificate. What do I do?**
A: We can add the appropriate certificate—but we cannot tell you which one to use (that would be legal advice). The sender or recipient of the document should specify which type of notarization is needed.
**Q: I don't have ID. Can you notarize anyway?**
A: Unfortunately, no. Proper identification is required by law. However, if you have a credible witness who personally knows you and has acceptable ID, that can work.
**Q: Can my ID be expired?**
A: Yes, as long as it expired less than 3 years ago.
**Q: Do I need the original document?**
A: For most notarizations, yes. We cannot notarize a photocopy (except when we're certifying that it IS a photocopy).
Why The Notaryous LLC?
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When you schedule with us, you get:
✅ **Mobile Service** - We come to your home, office, or preferred location
✅ **Flexible Scheduling** - Including evenings and weekends
✅ **Professional Experience** - Dual-commissioned in Oregon and Washington
✅ **Specialized Services** - Apostille preparation, loan signings, business documents
✅ **Clear Communication** - We'll let you know exactly what to bring
✅ **COBID-Certified** - Supporting diversity in business services
Before You Book
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When you contact The Notaryous LLC, we'll ask:
1. **What type of document** needs to be notarized
2. **How many signers** will be present
3. **Your preferred location and time**
4. **Whether you need any additional services** (like apostille preparation)
This helps us:
- Give you an accurate price quote
- Ensure we bring the right materials
- Block out enough time for your appointment
- Provide you with the prep checklist
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The key to a smooth notarization is preparation. With this checklist, you'll have everything you need when we arrive.
**Serving the Portland/Beaverton Metro Area**
📞 Call or text to schedule your mobile notary appointment (503.489.8519)
💼 Professional service for personal and business documents
🌍 Apostille services for international document authentication
⚡ Rush appointments available
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*The Notaryous LLC: Making notarization convenient, professional, and stress-free. Dual-commissioned in Oregon and Washington, COBID-certified, woman-owned.*
