Create an In-House Notary Account

The short answer: This is a complete walkthrough for setting up a new notary profile on the Proof platform as an In-House Notary (IHN).

Looking for a different account type?

• To join the Notarize Network and answer calls in the on-demand queue (must be located in FL, NV, PA, TX, or VA), follow the instructions to create an on-demand notary account.
• To serve your own book of business, follow the instructions to create a notary-sourced transaction account.

Process overview

1. Obtain online notarization authorization to perform notarizations in your state.
   • Proof validates your RON commission approval — you are responsible for obtaining approval from your Secretary of State's office.
2. Create your account and set up your profile using the process below.
3. Check your email for a message from us indicating your account status.
   • Review can take up to 3 business days.

Once this process is started, you will not be able to skip steps, but you can save your progress and exit if needed. When you return, the system picks up where you left off except during the identity verification stage.

What you need

Your profile is fully reviewed by our Network Integrity Specialists before being provisioned to work on the Proof platform. All notaries must complete extensive platform training and pass a knowledge and platform assessment before becoming active.

You must upload the following documents to complete your notary profile:

• Copy of your paper commission
• Copy of your E&O policy*
  • Must be insured for at least $25,000 to use the Proof platform
  • See Errors & Omissions Insurance (E&O)
• Digital certificate from Proof** (obtained when you register and create your notary account)
• Phone number that can receive text messages for multi-factor authentication
• Online notarization authorization to perform remote online notarizations (RON) in your state
  • Proof validates your RON commission approval — you are responsible for obtaining approval from your Secretary of State's office.

*Optional for an IHN    **Some IHN organizations may have been grandfathered in for the use of Identrust certificates.

Create your notary account

1. Access: If you are not the org owner, you will receive an email invitation from your organization to join the Proof platform.
   • Org owners can sign up here. To act as a notary or have notaries working for you, sign up for the Premium plan.
2. Provide your information, then select Sign up.
   • Make sure your name and email address are exactly as they appear on your commission and identification.
3. Check your email for a link from noreply@proof.com and select the button in your email to verify your email address.
4. Follow the prompts and select an option for multi-factor authentication to protect your account, and enter the generated code to continue.
   • This is a required security measure for all notary accounts.
5. Select Let's get started to begin adding your notary information.

Onboarding process

Notary profile

Select each tab to review each notary profile onboarding step and its requirements.

• Provide the details requested on the Personal Information tab. The following fields are required:

  • First and last name: If your commission includes your middle name or initial, you must include it.
  • Email
  • Phone number
  • Address: Must be the one listed with the SoS on your application.
  • Time Zone
  • Whether or not you are an attorney

  Optional: Years of online notarization experience, areas of specialty, and additional languages you speak fluently. Indicating additional languages may allow you to meet with signers requesting that language.

  Common errors

  • The name entered for the notary profile does not match the name on the commission exactly.

    

• Provide the information requested on the Commission Details tab. All fields on this page are required.

  • Commission Number: Not required if your state does not issue commission numbers.
  • Commission Expiration Date
  • Upload a PDF of your paper commission.

  If you do not have a commission number, we will verify NNA dates against your telephone number listed on signingagent.com.

  Oregon notaries: You are required to upload a copy of your certificate of authorization. Your profile is paused while this document is reviewed by the onboarding team. You can resume within 1–2 business days once approved.

  Nebraska notaries: You are required to upload proof of your RON authorization from your state. That document is often referred to as:

  • Online Notary Registration Certificate
  • Online Notary Public Approval Letter

  Common errors

  • Uploading anything other than the traditional commission certificate.
  • Not signing and/or notarizing the traditional commission when required.
  • Entering the incorrect commission expiration date.

  

• Provide your Errors & Omissions policy information. As an IHN this is optional.

  • E&O insurance provider
  • Insurance amount: If you do upload a policy, you must be insured for at least $25,000.
  • Policy expiration date
  • Upload a copy of your E&O Policy

  Common errors

  • Entering the name of the insurance producer rather than the insurance provider or insurer.
  • Uploading an insurance policy with less than the $25,000 minimum coverage amount.

  

• Draw or upload your signature, initials, and create your seal. Follow your state laws and guidelines when creating your signature — this is what is applied to documents when you place your notary signature. The information you've entered into your profile generates your seal. Confirm the information before proceeding.

  Upload your signature and initials

  • Select Upload an image and upload a previously captured image of your signature. If needed, draw your signature in ink on a blank white piece of paper and capture an image of it first.
  • Once uploaded, crop and rotate the image as needed.
  • Select Apply and Continue to access a slider tool to adjust the contrast of your signature.
  • Agree to the terms and select Create and Apply.

  Draw your signature and initials

  • Select Draw and use your cursor to draw your signature or initials. Select Clear to start over.
  • Once satisfied, agree to the terms and select Create and apply.

  Download seal if desired

  You can download a copy of your seal to submit to your commissioning office if your state requires exemplar submission.

  Common errors

  • Creating a signature that does not comply with specific state laws or guidelines.
  • Creating a text-based signature — all signatures must be handwritten.
  • Not removing all of the blue background from signatures & initials using the slider tool.

  

Platform training

As an in-house notary, platform training in Proof Academy is optional* — but highly recommended. It will help you effectively navigate the platform and handle notary meetings. You can start training here, or find it on your Get Started page after completing onboarding. If you're an IHN for a lender, select the (?) button in the upper right of your account to access training.

• Access Notary Training with Proof Academy
• Proof Academy Assessments Overview

Proof digital certificate

Select each tab to review each Proof digital certificate onboarding step and its requirements.

• Make sure you have all the materials you need for identity verification as outlined in the Proof digital certificate quick start guide.

  Select Begin Identification and follow the system prompts. When verifying your information, ensure it appears exactly as it does on your commission.

  If you need to edit your name to match your commission, go back to Step 1 Personal Information to change it.

  You are required to verify your identity with one primary form of identification, such as:

  • Driver's License
  • Passport
  • Permanent resident card
  • State ID card

  You only need to upload one form of ID to complete identity verification.

  Trusted Referee failover: If our automated system is unable to verify your identity documents, you may be connected with one of our Trusted Referees — an identity agent who will meet with you to verify your identity. You may need a supplemental form of identification depending on the failure type.

  

• Your digital certificate is applied to every notarization you complete on the Proof platform. Select Generate Certificate to produce your certificate.

  Check your state guidelines to determine if your state requires an exemplar or Statement of Officer. You may export that by selecting Export document. You can review the process in the Exemplar Management tour.

  Common errors: Obtaining a digital certificate with an incorrect name. The notary's first and last name on the digital certificate must match their commission exactly.

  

Profile review

Your profile is submitted automatically to our Network Integrity Specialists for review. You will receive an email when your account has a status update. Reviews can take up to 3 business days to complete.

Summary Checklist

• Obtain RON authorization from your Secretary of State before signing up.
• Your name on your profile must match your commission exactly.
• Upload your paper commission, E&O policy (optional for IHNs), and complete identity verification.
• MT/WI IHNs: Platform training is required before you can proceed to identity verification.
• Generate your Proof digital certificate and expect up to 3 business days for profile review.

Updated May 11, 2026 21:20