Haitian Civil Documents Translation

What Are The Steps Required To Complete A Notarization Process?

The notarization process is essential in the real estate and legal fields. It helps to ensure that all the information in the document is factually correct and that the party fully understands each information. In addition, a notarized document holds great validity and authority than a document without a notary seal. Therefore, every individual ensures that the notary public duly signs all their business, personal, and legal documents. 

A notary public is an individual with a history of integrity designated by the state’s authorities to serve as an unbiased witness for the public while accepting acknowledgments, administering oaths and affirmations, and carrying out other legal tasks. In addition, properly notarized documents help bind agreements, prevent disputes, and protect against fraud. 

With the enormous responsibility that a notary public bears, it is critical that the duty be completed smoothly. The most common error that people make is during the notarization procedure. As a result, to avoid mistakes during the notarization process, we have outlined the steps required to notarize a document.

Seven Steps To Notarize A Document 

The blog outlines the steps necessary to notarize documents to assist you in preparing for and understanding the process.

  • Appear Before The Notary Public:

A signer must always appear before the notary public to carry out the notarization process. Physical appearance means that the signer and the notary public should be present in the same room, can hear and see each other, and can talk to each other. However, in some countries, video call is not considered “physical appearance.” Therefore, one must check what is called “physical appearance” in their respective country.  

  • Get The Documents Checked:

A notary process is complete with scanning and checking the required documents. In addition, the notary public must ensure that the document doesnot contains any blank spaces or incomplete information. A notary public must also check that the signer has included a pre-printed notarial certificate and instructions to proceed with the notarization process. 

  • Verify The Identity Of The Signer:

It is one of the essential steps in the process. A notary public must verify the signer’s identity when providing notarial services. The identity can be verified by providing a government-issued identity card, personally knowing the signer, or relying on a credible witness’s testimony. Some states also require that the witness take an oral oath before legal experts and verify the signer’s identity. 

  • Acknowledge Or Administer An Oath/Affirmation:

Once the verification process of the signer is completed, the notary public performs the verbal part in front of the signer. It includes acknowledging the documents and taking an oath that all the information in the document is accurate and that the signer is alert while the notarization process is being carried out. Once the signer has taken an oath, acknowledged and answered affirmatively, the notary public will complete the details in the notarial certificate. 

  • Issue A Notarial Certificate:

After verifying and administering the signer, the notary public must fill in all the details in the notarial certificate and issue without complications. A notarial certificate includes venue, time, date, type of act, and signature. The details in the notarial certificate vary from state to state. Therefore, one must consult their respective state laws to determine what the certificate includes. 

  • Record The Act In The Journal:

A notary public must maintain a consistent, complete, and chronological record of every notarial act they perform. A notary public who maintains notary journals should scan the document to collect and record certain information such as the document date, title, number of pages, the number of signers, type of identification produced, and so forth. 

  • Authenticate The Act With A Notary Seal:

Lastly, once all the above steps are completed, a notary public must sign the notarial act to ensure all the details mentioned in the document are correct and verified by the signer. Without the official notarial seal, the process remains incomplete. Therefore, a notary public must use a seal to authenticate the official notarial act.  


Notarization is crucial; therefore, one should not rush these steps. Every step in the notarization process is essential for getting any document legally verified. Please complete all of these steps to avoid severe problems and document rejection. Therefore, following the steps to ensure a smooth and hassle-free process for both notaries and clients is highly recommended. As a leading provider of notary services, Haitian Civil Documents Translation’s team knows how complex the process is and ensures the completion of the process smoothly. You can contact Haitian Civil Documents Translation to avail of legal notary services. We can be reached by call or email and will happily answer your queries regarding our services or documents.


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