Witness Guidelines for Signers

Audience: Everyone

Sometimes, getting a document notarized requires an extra set of eyes. A witness is a neutral third party who joins your session specifically to observe you signing your document.

In this guide, we’ll walk you through how to determine if a witness is necessary, the different ways you can bring one into your Proof session, and what they’ll need to have ready before the meeting starts.

Witness Guidelines for Signers

Options for Witnesses

Proof doesn't set witness requirements — those are typically determined by the document itself or its recipient, not notarial law. When it comes to arranging a witness, you have two options:

Option How It Works
Use a Remote Witness Your notary can call a witness to join the meeting remotely using On-Demand Witness. Closing on a property in Florida? If your organization is using Proof for your closing, additional remote witness features may be available to you. Check out our article on Remote Witness for Florida Property Closings to learn more about your options.
Bring Your Own Witness Arrange for someone to physically join you in the same room ahead of time, appear with you during the notary meeting, and serve as your witness.
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Do not rely on your notary to act as the witness. This witness type is only available on select transactions that meet specific eligibility criteria.

What to Consider When Choosing a Witness

If you're bringing your own witness, here are a few things worth thinking through before the meeting:

  • How old are they? Many documents require witnesses to be at least 18 years old.
  • Do they have an interest in the transaction? Witnesses are generally not allowed to participate in or benefit from the transaction they're witnessing.
  • Do they meet your document or state requirements? Read your documents carefully — and if needed, check with the business that created the transaction.
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Pro tip: Document witnesses are not typically required to verify their identity on the Proof platform. That said, notaries may be asked to confirm the witness's age and/or ID if required by the organization or the state. If ID is needed, witnesses can use a non-U.S. ID as long as they are co-located with the signer(s) and using the same device during the meeting.

Start a Witness Transaction

If your document requires one or two witnesses, just let the notary know when you join the meeting — they'll take it from there and guide all witnesses through signing their portion during the live video session.

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A total of 10 devices can connect to a single meeting. One must be a notary and one must be a signer — the remaining slots can be any combination of participants (signers, real estate contacts, etc.), with a maximum of 2 witnesses.

Summary Checklist

  • A witness must not be a party to the transaction and must be present during the signing.
  • Do not rely on your notary to act as your witness — this is only available on select transactions.
  • You can use a remote on-demand witness or bring your own witness to the meeting.
  • Let the notary know at the start of the meeting if your document requires a witness.
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Still unsure? Reach out to Proof Support for any help with the platform itself. If you have questions about specific witness requirements for your document, please contact the document recipient or sender directly.

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