Common Documents That Need to Be Notarized (With Examples)
Many important documents need to be notarized, but it isn't always obvious which ones. You've been handed a stack of paperwork, and somewhere in it is a line that reads "must be notarized." Now you're wondering what that means, whether your document really needs it, and who can help.
Notarization adds a layer of trust to important documents. In this guide from your Phoenix Valley mobile notary, we walk through the most common documents that need to be notarized, with examples, so you know what to expect before your appointment.
Documents That Need to Be Notarized: Quick Overview
Here are the most common categories of documents that need to be notarized:
Estate planning documents: powers of attorney, healthcare directives, trusts, affidavits
Real estate and loan documents: deeds, mortgage and refinance packages, reverse mortgages
Vehicle documents: title transfers, bills of sale, DMV-related affidavits
Business documents: contracts, agreements, corporate and LLC paperwork
Personal and family documents: parental consent letters, sworn statements, custody-related forms
Documents for international use: documents that need an apostille
Details on each are below.
What Does It Mean to Notarize a Document?
Notarizing a document means a commissioned notary public acts as an impartial witness to your signature. The notary:
Verifies each signer's identity with valid photo ID
Confirms the signer is signing willingly and understands what they're signing
Completes the notarial certificate and applies their stamp or seal
Records the notarization in their journal
A notary does not check whether the contents of your document are accurate or legal. Their role is to confirm who signed it and that the signing was genuine.
Who Decides Which Documents Need a Notary?
Usually it's not the notary. A requirement to notarize typically comes from:
The law, which requires notarization for certain documents
The agency, bank, court, or company requesting the document
The document itself, which may include a notary section or certificate
Always check with the person or organization requesting your document. If you're unsure what kind of notarization is needed, ask them before you sign anything.
Estate Planning Documents That Need to Be Notarized
Estate planning paperwork is some of the most commonly notarized, since these documents carry serious legal weight. Examples include:
Powers of attorney, which give someone authority to act on your behalf for financial or legal matters
Healthcare directives and medical powers of attorney, which state your medical wishes and name someone to make health decisions for you
Living wills
Trust documents and certifications of trust
Affidavits connected to a will, such as a self-proving affidavit
Beneficiary and estate-related forms
Requirements for estate planning documents can vary, and some also require witnesses in addition to a notary. A licensed attorney can tell you exactly what your documents need. If you need notary help with these, learn more about our estate planning notary services.
Real Estate and Loan Documents
Buying, selling, or refinancing a home involves a lot of signatures, and many of them must be notarized. Common examples:
Deeds, such as warranty deeds, quitclaim deeds, and grant deeds
Mortgage and deed of trust documents
Refinance and home equity loan packages
Reverse mortgage documents
Affidavits of property value and other property-related affidavits
Loan closings are often handled by a notary who also serves as a loan signing agent. They guide signers through the package, make sure documents are signed and notarized correctly, and return them to the title or escrow company. See our loan signing services for details.
Vehicle and DMV Documents
Vehicle transactions sometimes call for notarization. Examples:
Vehicle title transfers
Bills of sale
Affidavits and statements required by the motor vehicle agency
Power of attorney forms for vehicle transactions
Requirements depend on the situation and the form, so check with your motor vehicle agency before your appointment.
Business Documents
Businesses of every size use notaries for documents that need to be verified. Common examples:
Contracts and agreements
Corporate and LLC documents, such as resolutions and certain filings
Partnership and operating agreements
Vendor, lease, and employment-related documents
Commercial loan and financing documents
Signature verification forms
Personal and Family Documents
Everyday life comes with paperwork that may need a notary too:
Parental consent and travel authorization letters, often requested when a minor travels without both parents
Child custody and guardianship-related documents
Affidavits and sworn statements, which are signed under oath
Name change and identity-related forms
School, adoption, and immigration-related forms that require a notarized signature
Notarized letters and statements requested by an agency or institution
Documents for International Use (Apostille)
If your document is going to be used in another country, notarization is often the first step. Many countries also require an apostille, a certificate that verifies the document for international use.
Examples include:
Powers of attorney for use abroad
Birth, marriage, and other vital records
School diplomas and transcripts
Business documents for foreign companies or transactions
Background checks and affidavits for visas, residency, or work abroad
PHX Valley Mobile Notary-Fingerprinting offers apostille services, so we can notarize your document and help you through the rest of the process.
Documents a Notary Cannot Notarize
A notary can't notarize every document in every situation. A notary will decline when:
The signer isn't present (except in approved remote online notarization)
The signer doesn't have valid photo ID
The document is incomplete or blank
The signer doesn't appear to understand the document or seems unwilling or coerced
The notary is named in the document or has a personal interest in it
The document requires the notary to certify something they can't verify, such as the authenticity of a vital record, which usually must be obtained from the issuing agency
A notary also cannot give legal advice or tell you which document you need.
How to Prepare for Your Notary Appointment
A little preparation keeps your appointment quick and stress-free:
Bring valid, unexpired government-issued photo ID for every signer.
Have your document ready, but don't sign it yet. You'll sign in front of the notary.
Fill in all blanks so the document is complete.
Make sure every signer is present.
Know the type of notarization needed, if the requesting party specified one.
Ask about fees upfront so there are no surprises.
Why Use a Mobile Notary for Your Documents?
If your documents are time-sensitive, you have several signers, or you simply don't want to travel, a mobile notary can meet you at your home, office, hospital, or another convenient location. That is especially helpful for estate planning, loan signings, and business documents. For more, read our guide: What Is a Mobile Notary?
Mobile Notary Services Across the Phoenix Valley
We bring notary services to clients in Phoenix, Tempe, Scottsdale, Glendale, Mesa, Chandler, Peoria, Glendale and surrounding Phoenix Valley communities. Whether you need one document notarized at your kitchen table or a full set of signings at your office, a local mobile notary in Phoenix can save you time and a trip.
Frequently Asked Questions About Documents That Need to Be Notarized
What documents most commonly need to be notarized?
Estate planning documents, real estate and loan documents, vehicle paperwork, business agreements, affidavits, and parental consent letters are among the most common documents that need to be notarized.
Do all legal documents have to be notarized?
No. Whether a document needs notarization depends on the law, the type of document, and the agency or business requesting it. Ask the requesting party if you're not sure.
Can a notary tell me what kind of notarization I need?
No. A notary can't choose a notarial certificate for you or give legal advice. The agency, attorney, or company requesting your document can tell you what they require.
Can I bring a document that's already signed?
It depends on the type of notarization. For an Acknowledgment, you can sign ahead of time, but you still need to appear in person with valid ID and confirm to the notary that the signature is yours. For a Jurat or an oath, you must sign in front of the notary. If you're not sure which one your document needs, don't sign it yet. Ask your notary or the person requesting the document first.
Can a notary notarize a copy of a document?
It depends on the type of document and the type of notarial act. Some copy certifications are allowed, but a notary generally can't certify copies of vital records such as birth certificates or marriage certificate. Check with your notary before your appointment.
How much does it cost to notarize a document?
Arizona sets a maximum fee of $10 a notary may charge per notarial act. Ask your notary for a full quote, including any mobile or mileage charges, before your appointment.
Do I need an appointment with a mobile notary?
Yes. Because your notary travels to you, appointments are required. Many offer same-day service depending on availability.
Need Documents Notarized in the Phoenix Valley?
Now that you know which documents need to be notarized, the next step is easy. PHX Valley Mobile Notary-Fingerprinting travels to your home, office, or other convenient location across the Phoenix Valley. Contact us today to schedule your appointment or request a quote.
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