Send Notarization Request for Real Estate

Audience: Organizations

The short answer: Send notarization requests from the Proof platform. The platform guides you through every step needed to send your documents to signers and schedule their notary meetings.

If you're not using Proof as a lender or title agent, read Send a Notarization Request for Business for instructions instead.

Options for transactions

The Proof platform guides you through all the steps needed to create and send notarization requests to your signers. Depending on your account settings, you may have additional options available.

For identity verification, you may be able to use:

Check out our Transaction configurations overview for information about setting up options like representative signers, signing order and groups, CC contacts, and more.

Set signer expectations

Before you send the transaction, make sure your signers know what to expect and what they'll need. Let them know:

Acceptable forms of ID for online notarization
Whether they need secondary ID
Who will pay for the transaction
Any unique requirements for the particular document

Send a notarization request

⚠️

Features marked with * are only available with paid accounts (such as Premium or Enterprise). To upgrade and access Notary Notes, scheduling, custom email messages, brand customization, and other advanced features, check out our pricing page.

1. Navigate to Transactions

Select Transactions from the navigation menu on the left.

2. Start a new transaction

Select Send new transaction in the upper right corner.

3. Select a closing type

Select the closing type that applies to your transaction. Options include Cash buyer, Home equity, Home Purchase, Loan modification, Refinance, Seller, Ancillary docs, Sign, and Identify.

New Transaction panel showing all closing type options including the new Home Purchase and Refinance types

ℹ️

Home Purchase and Refinance are new transaction types now available to title agents. They function the same as on the Lender platform except they do not support eNote. An eligibility check is required. Use these instead of Cash buyer when the transaction involves a loan — this ensures correct pricing and accurate transaction tracking.

4. Enter transaction details

Enter a name for the transaction. Add a property address, file number, and loan number if desired.

(Optional) Add transaction type or ID.
(Command Center customers only) Add a cost center.

5. Provide recipient details

Provide the signer's information or select from your saved recipients.

The recipient may not be able to change their name when proceeding through the transaction, depending on your account settings.
To send via text message, provide the signer's phone number.
(Optional) If your document requires multiple signers, select Add recipient and choose the appropriate option.
Use the check box to select whether the signer needs secondary ID.

Recipients section of new transaction creation form

6. Add other recipients

(Optional) Select + Add Credible Witness to use credible witness as identity verification, if applicable.

(Optional) Select + Add CC contact to notify colleagues and share documents when the transaction is complete.

7. Upload documents

Select Upload a document to choose or drag and drop your file(s). Select Add # documents to transaction when finished.

Select Template upload from the menu on the left if you have templates you'd like to use.

8. Add fields to documents

Use the tools on the right to add fields to your documents for the signer and notary to fill out and sign.

9. Set document requirements

Use the checkboxes on the right to set document requirements.

Read more about document requirements here.

Document requirements shown to the right of the document name

10. Configure signing details*

Choose whether you'd like the transaction completed within a Date window (between certain dates) or on a specific Scheduled date.
Select Internal notary, if available, or Notarize Network to indicate who should notarize the documents.
If available and desired, select the option for Personally known to notary.

Signing details section showing notary meeting options

11. Add additional communication*

Select + Add new note to type a message to the notary who handles the call.

You can also add Notary Instructions for all transactions if you type the same instructions for every transaction.

Type a message to your signer if desired.

Notary notes and custom email message fields

12. Select payment option

Choose the radio button next to the desired payment option for this transaction.

13. Send transaction

Select Send transaction to send the transaction to the signer(s).

Summary Checklist

Let signers know what ID they'll need, whether secondary ID is required, and who will pay.
Select the closing type (including the new Home Purchase and Refinance options for loan transactions) and complete all required transaction details.
Upload documents and add fillable fields for signing.
Configure signing details, payment options, and any notary or signer notes.
Select Send transaction to send to signers.

Still unsure? Contact Proof Support for help.

Updated May 28, 2026 21:21