What Do You Say When You Notarize a Document?

Everyone · Explainer · Updated October 1, 2026 · LearnLife Editorial

What does it mean to notarize a document?

Notarizing a document means a notary public certifies that the person signing the document is who they claim to be and is signing voluntarily and knowingly. The notary’s role is to prevent fraud and ensure the authenticity of signatures on important documents like contracts, deeds, affidavits, and powers of attorney. This official act adds legal weight and trust to the document, making it more likely to be accepted in courts, banks, or government offices. The notary public is a state-appointed official with the legal authority to perform notarizations and must follow strict procedures to protect the parties involved.

The process involves the signer appearing in person before the notary, presenting valid identification, and signing the document in the notary’s presence. The notary then completes a notarial certificate—an official statement confirming these facts—and applies their seal or stamp to the document. While notarization does not guarantee the truth of the document’s contents, it verifies the signature’s authenticity and the signer’s willingness. This helps reduce legal disputes and fraud.

How does notarization work, step by step?

Understanding what happens during notarization helps you prepare and know what to expect. The process generally follows these steps:

1. Preparation: Bring the document you need notarized, unsigned, along with valid photo identification such as a driver’s license or passport.
2. Appearance: You must appear in person before the notary. Remote notarizations are available in some states but require specific technology and procedures.
3. Identification: The notary verifies your identity by checking your official ID. The ID must be current and government-issued, with your photo and signature.
4. Voluntary signing: The notary asks if you understand the document and are signing it voluntarily, ensuring you are not under duress or coercion.
5. Signing: You sign the document in the notary’s presence. Do not sign beforehand, as the notary must witness your signature.
6. Notarial certificate: The notary completes the certificate, which includes key information about the signing event.
7. Seal and record: The notary signs the certificate, applies their seal or stamp, and records the details in their official journal for legal record-keeping.

For example, if you are signing an affidavit in California, the notary might say: “On this __ day of ____, before me, [notary name], personally appeared [signer’s name], who proved to me on the basis of satisfactory evidence to be the person whose name is subscribed to this instrument and acknowledged that they signed it freely and voluntarily.” Then the notary signs and stamps the document.

What do you say when you notarize a document?

What you say as a notary is called the “notarial certificate” or “jurat.” This official statement confirms you witnessed the signing under proper conditions. The exact wording can vary by state and document type, but it generally includes:

• The date of notarization
• Your name and title as a notary public
• The name of the signer
• A declaration that the signer personally appeared and was identified
• A statement that the signer signed voluntarily

Here is a common example of what to say: “On this [day] of [month], [year], before me, [your name], Notary Public in and for [state or county], personally appeared [signer’s full name], known to me or proven on the basis of satisfactory evidence to be the person whose name is subscribed to this document, who acknowledged that they signed it voluntarily for its stated purposes.”

If performing a jurat, which requires the signer to swear or affirm the contents of the document, you would say: “Subscribed and sworn to (or affirmed) before me on this [day] of [month], [year], by [signer’s name].”

Using exact, state-approved wording helps ensure the notarization will be legally valid. Notaries often have standard language forms or stamps with the wording printed.

What do notaries write or put on the document after notarizing?

After witnessing the signature, the notary adds a notarial certificate either directly on the document or on a separate attachment called a notary acknowledgment or jurat. This certificate includes:

• The date and location (city and state or county) of notarization
• The full name and signature of the notary public
• The notary’s official seal or stamp
• The type of notarization performed (acknowledgment, jurat, affidavit, etc.)
• The notary’s commission number and expiration date (depending on state requirements)

The notary also records the details of the transaction in an official journal or logbook. This journal entry contains:

• Date and time of notarization
• Signer’s name and contact information
• Type of identification presented
• Type of document notarized
• Any fees charged

This record protects both the signer and the notary in case of future questions or legal challenges. The notary’s seal and signature on the document serve as visible proof of the notarization.

Why does notarization matter for you?

Notarization matters because it helps protect your legal rights and the validity of important documents. Many contracts, deeds, affidavits, powers of attorney, and other legal documents require notarization to be accepted by courts, banks, or government agencies. Without notarization, these documents might be rejected or challenged as fraudulent or invalid, causing delays or legal disputes.

For example, if you sell a house, the deed often requires notarization to prove you willingly transferred ownership. If notarization is missing, the buyer or lender may not accept the deed. Similarly, notarized affidavits are more persuasive in court because the signature was verified by a neutral official.

By understanding what you say and do during notarization, you can confidently prepare, bring the right ID, and sign in the notary’s presence. This ensures your documents are legally sound and accepted when you need them.

What terms do people confuse with notarization?

Several terms are often mixed up with notarization but mean different things:

• Certification: This usually refers to a notary certifying that a copy of an original document is a true and accurate copy. Certification does not involve witnessing signatures.
• Authentication: This is a higher-level verification by a government authority, often required for documents used internationally. It confirms that the notary’s seal and signature are genuine.
• Apostille: An apostille is a special type of authentication used to certify documents for use in countries that are part of the Hague Apostille Convention. It is issued by a government office, not a notary.

Knowing these differences helps you request the correct service for your needs and avoid delays or errors in legal or international transactions.

What should you do next if you need a document notarized?

If you need a document notarized, follow these practical steps:

1. Locate a notary: Check with your bank, credit union, law office, or local government office. Many states also allow remote online notarizations using video technology.
2. Prepare your documents: Bring the unsigned original document and any supporting paperwork.
3. Bring valid ID: Have a government-issued photo ID ready, such as a driver’s license, passport, or state ID card.
4. Do not sign beforehand: Sign only in the notary’s presence to ensure they witness your signature.
5. Ask questions: Request the notary to explain what they will say during notarization if you want, or ask for a copy of the notarial certificate wording.
6. Keep your notarized document safe: Store the original notarized document securely, as it is often legally important.

If you are unsure about notarization requirements or wording, check your state’s official notary public website or seek help from a legal aid organization. Some states have guides or sample certificates online.

Frequently asked questions

Can I notarize my own documents?

No, you cannot notarize documents you sign yourself. A notary public must be a neutral third party with no personal interest in the document. Notarizing your own signature is invalid and can have legal consequences.

What IDs are acceptable for notarization?

Acceptable IDs are current government-issued photo IDs that include your signature, such as a driver’s license, passport, or state identification card. The ID must be valid and not expired.

How much does notarization cost?

Fees vary by state and provider but are generally modest. Many states set maximum fees per signature or notarization. Some banks or employers offer free notary services for customers or employees.

What is the difference between a jurat and an acknowledgment?

A jurat requires the signer to swear or affirm the truth of the document’s contents before signing, while an acknowledgment only confirms the signer signed voluntarily without being sworn.

Can notarization be done online?

Some states allow remote online notarizations via live video calls with a licensed online notary. However, this option is not available everywhere. Check your state laws and use authorized platforms if seeking this service.

What if I don’t have a valid ID to notarize?

Without acceptable identification, a notary cannot notarize your document. You may need to obtain an ID or consult legal aid if you have difficulty proving your identity.