What To Look For

CHECK LIST

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1. DO NOT SIGN document until you are in the presence of the notary if the document is a Jurat.

2. COMPLETELY FILL IN ALL BLANK SPACES IN THE DOCUMENT BEFORE THE NOTARY ARRIVES!

    Notaries cannot notarize incomplete documents!

3. If you have questions about how to complete the document, contact the person who drafted or requested the          document. A Notary Public is unable to provide legal advice or assistance in the drafting and/or completion of documents.

4. Every signer must physically appear, be coherent, and present acceptable identification at the time of notarization.      (Exception: Virtual appearance via authorized audio-visual platform is required for remote online services.)           

  FOR IDENTIFICATION PROBLEMS - SEE BELOW

5. Original documents MUST be presented for all Copy Certification services performed. 

    Vital records (Birth, Death, Marriage, and Divorce certificates) CANNOT be notarized.

6. Know which certificate form you need. Notaries CANNOT give advice or suggest which documents to use.

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IDENTIFICATION

All forms of identification MUST be ORIGINAL, UNEXPIRED or issued within the last 5 years (if the signer resides in a Nursing Home or assisted living facility), contain a photo, physical description, signature, and serial number. Identification procedures are mandated by the Virginia Secretary of State.

The following forms of identification are acceptable:

ACCEPTABLE FORMS                                                    UNACCEPTABLE FORMS

- State Issued Driver's License                                          - Vital Records (Birth/Death, Marriage/Divorce certificates)

-- Canadian or Mexican Driver's License                           - Social Security Card                                

- State Issued Identification Card                                     - School Identification Card                   

- U.S. Military Identification Card                                    - Credit/Debit Card       

- U.S. Passport or Passport Card                                      

- Foreign Passports Stamped by U.S. Customs                                                         

- Certificate of U.S. Citizenship

- Certificate of Naturalization

- Resident Alien Identification Card (Green Card)                                                     

- Inmate Identification Card

NOTE: The name you will be signing on the document MUST MATCH or be "SHORTER THAN" the name on your ID card. An ID card in your maiden name along with a marriage license evidencing your married name IS NOT acceptable. (See below how to use credible witnesses).

EXAMPLE:  

Document Signature = John Smith   or  John A. Smith  (SHORTER THAN)  ID Card = John Adam Smith

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WHAT IF WRONG/NO IDENTIFICATION?

If none of the aforementioned identification is available or applicable, or the name on your ID card is different or shorter than what is on the document then you can use:

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ONE CREDIBLE IDENTIFYING WITNESS - 

• The witness MUST be personally known to the signer AND the notary.

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TWO CREDIBLE IDENTIFYING WITNESSES -

• Know the signer by the name on the document

• Can swear to the signer's identity 

• Must have proper identification 

• Be age 18 years of age or older 

• MUST be honest, reliable, and impartial (CANNOT be named in the document or have a financial interest in the transaction described in the document.)

NOTE: A signer cannot use a credible witness for the sake of convenience. If a signer accidentally left his or her driver’s license at home, for instance, they can’t let a friend or family member vouch for their identify. The only time when a credible witness is allowed is when the signer has NO form of acceptable identification, and the signer cannot reasonably obtain an acceptable form of identification. 

SIGNING BY "X" MARK  -  If unable to write a signature and has a valid ID card, two “disinterested” witnesses SHOULD be present as witnesses on the document. The notary or one witness should write the person's name next to the person's mark and then the witness should sign his or her name as a witness. The witnesses are only verifying that they witnessed the individual make his or her mark on the document.​

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