Send a Notarization Request

Overview

A guide for Title Agents and Lenders to send a document with a notarization request. These are often trailing documents related to a real estate closing but can be nearly any document that needs to be notarized.

🎯Primary Audience: Title Agents & Lenders

Steps

Log in to your Proof account to complete the steps below.

1. Click Send new transaction in the upper right corner.
2. Select Notarization request from the dropdown menu.
   
3. Type the Property Address in the provided fields.
4. Paste or type the File Number and/or Loan Number, if applicable, on the Transaction Details page.
5. Select your desired response for Is a secondary ID required for recipients on this transaction?.
6. Provide the signer's contact information in the fields for the Signer Details section.
   • If the transaction has more than one signer, click Add recipient, select the desired option, and repeat step 6 until all signers are added.
   • Signing group: If you have a transaction that can be executed by anyone from a group of people in your organization, you can send the transaction to a shared inbox, and whoever has access to the inbox and is available for the meeting can sign the document on the organization's behalf.
     Expand for instructions

     1. Click Add recipient under the Recipient details box.
     2. Select Signing group.
     3. Type or paste the email address of the shared inbox where you'd like to send the transaction.
        
   • Signing order: If your signers need to sign the document in a specific order, you can indicate this in during transaction creation.
     Expand for instructions

     1. Click the switch for Set signing order in the Recipient details section. 
     2. Type the number in the box next to the signer to indicate what order you'd like the signers to sign.
        • The signers shift so they appear in the order they will sign (starting at 1).
          

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7. Add Additional Contacts if desired (read Closing Team Contacts & Collaborators for more information):
   • Click Add contact.
   • Select the type of contact you'd like to add as a collaborator (anyone the signer may want to contact during the notary meeting).
   • Provide the contact information for the collaborator.
   • Click Add contact to add additional contacts.
8. Click Upload a documents and upload your documents.
9. Click Fill out document to place signer tags. (Read Self-Tagging Real Estate Documents for more information about tagging.)
10. Select one of the options for the Signing Schedule depending on which type is desired:
    • Date Window : Provide the date range during which the signer can meet with a notary, including the time zone.
    • Scheduled Closing : Provide the specific date and time at which the signer is expected to meet with the notary. Read about adding a buffer to prevent signers from joining your scheduled meetings too early.
11. Choose if one of your notaries (internal notary) or an on-demand notary (from the Notarize Network) will complete the transaction. 
12. (optional) Click + Add new note to add a note to the notary.
13. (optional) Click the toggle to turn on Credible witness this transaction uses a credible identifying witness.
    
    • Read more about Credible Identifying Witness.
14. (optional) Type a message to the signer if desired.
15. Click Send transaction when you're ready to email the document to your signer.
    • If you're not ready to send the transaction yet, click Save & exit to save it in your drafts.

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