Notarization

Notarization is the formal act of having a notary public confirm who signed a document and that they signed it willingly, then certify that fact with a signature, seal and journal entry. When people ask what it means to get a document notarized, this is the answer: the notary does not vouch for the contents, only for the identity and intent of the person signing.

In practice, the signer appears before the notary, presents government-issued identification, and signs (or acknowledges an earlier signature) in the notary's presence. The notary completes a certificate, usually an acknowledgment or a jurat, applies an official seal, and records the act in a journal where state law requires one. Fees and exact formalities are set by each state.

Picture a landlord selling a rental property. The lease renewals with tenants can be signed electronically in minutes, but the deed transferring the property will typically need to be notarized before the county recorder accepts it. Same person, same week, two very different signing requirements.

A common misconception is that notarization makes a document legally valid or proves it is true. It does neither. Most business contracts are perfectly enforceable without a notary, and an electronic signature under the ESIGN Act and UETA carries the same weight as ink for those agreements. Notarization matters when a statute, a recorder's office or a counterparty specifically asks for it.

Notarization sits alongside the witness signature as one of the traditional formalities that add an extra layer of assurance. It can now be done over video through remote online notarization, which most US states have authorized in some form, though the rules differ from state to state.

Before booking a notary, check exactly what the receiving party needs. Some want a specific certificate wording, some accept only originals, and a few documents need both a notary and witnesses. Asking first saves a second trip.

Our take: notarization is valuable exactly where the law asks for it, such as deeds, certain affidavits and some powers of attorney, and needless friction everywhere else. If nobody has told you a document must be notarized, it probably does not need to be, and a clear audit trail will serve you better than a stamp.

eSignSimple does not offer notarization or remote online notarization. We focus on simple electronic signatures with an audit trail, a certificate of completion and a SHA-256 hash you can check on our public verify page. For documents that need a notary, use a commissioned notary or a dedicated RON provider.