Send a Notarization Request

Overview

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

Click here to experience a hands-on demo for creating a notarization request, reviewing completed transactions, and the signer experience.

🎯Primary Audience: Title Agents

Steps

Closing Concierge customers will experience this transaction flow and may see a Place order button (see this article for details) instead of Send transaction.

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.
5. Confirm the secondary ID requirement for 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. Click Add contacts and provide the contact information for any Points of Contact (read Closing Team Contacts & Collaborators for more information) you'd like to add to the transaction.
8. Click Upload a document.
9. Click the name of the 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.
11. Choose if one of your notaries (internal notary) or an on-demand notary (Notarize) will complete the transaction. 
    
    • Use the search bar to select a specific in-house notary if desired.
12. Click + Add new note to add a new notary note, if desired.
13. Type a message to the signer in the text box provided, if desired.
14. 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.

Closing Concierge customers will experience this transaction flow and may see a Place order button (see this article for details) instead of Send transaction.

We're here to help! Please don’t hesitate to reach out to your Proof team with any questions about Proof Real Estate solutions.

To contact Support, click the Chat icon in the corner of your screen to start a chat with us, or send us an email at support@proof.com!

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