This article covers how to prepare and send documents that require multiple signers. There are a few options for completing a notarization when documents need to be signed by multiple parties.
Multiple-signer transactions can be completed via Co-located, Concurrent, or Split Signing.
Signers are in the same room and join the same notary meeting together on one device (computer or mobile). A maximum of two signers can participate in a co-located meeting for a retail transaction.
Signers are in different locations and simultaneously join the same notary meeting from separate devices.
- The signer may be given the option to move forward instead of waiting in the Waiting Room.
- Additional signers may join the meeting in progress.
- If they complete the transaction before anyone else joins, the meeting becomes part of a Split Signing.
- Sign Ahead cannot be used with Concurrent Signing. All notations/annotations must be made during the meeting.
- If co-signers cannot meet simultaneously, or you want to use the Sign Ahead feature, opt for a Split Signing.
Split Signing: Signers are in different locations and are either unable or unwilling to join the same online notary meeting. Separate notary meetings take place, and fees are paid for each meeting. Split Signings are either:
- Sequential Signing Order, when a specific order is pre-determined by the organization that created the transaction.
- Parallel Signing, when the order does not matter.
🎯Primary Audience: Proof for Business
Send your Transaction | Provide Transaction Details | Expectations for your Signers
Send Your Transaction
- Log in to your Proof account.
- Click Send & manage from the navigation panel on the left:
- If you don't see the panel, click the caret to expand it.
- Click Select Notarization Request.
Provide Transaction Details
- Transaction Name: Name the transaction.
- Select Yes or No to indicate if two forms of identification are required from the signers.
- Signer Details: Type the first name, last name, and email address of your first signer.
- Click + Add recipient under Recipient details.
- Type the first name, last name, and email address of the additional signer.
- Repeat steps 3 and 4 for any additional signers. You may add up to 10 signers.
Each signer must have a unique email address to do a Split Signing or to use the Concurrent Signing feature. (If the signers are co-located, you can use one email address.)
Read Notarizations with More than One Signer for more information. - Under the Document Upload section, drag and drop your document into the box or select Upload a Document to open the document selector.
- Select your document > select Add Document to Transaction (lower right):
- To upload additional documents, click the blue Add Documents button on the upper left of your document list and repeat the process.
- Once the documents are uploaded, toggle the icons to the right to turn the requirements on or off for your document. Hover over the icons to see a description of what each icon represents.
- Select Fill Out Document in the upper left and prepare your document for the signers.
- Once the flags are added, select Save & Close.
- Scroll down to the Custom Email section and type a message to your signers, if desired.
- Select Send Transaction.
Expectations for Your Signers
- Each signer will receive an email notifying them of the document.
- When the signers select the link in the email to begin the process, they can indicate which signers they are with (co-located), if any, by checking the box next to each person's name:
- If none, they can click Start Signing.
- Each signer is prompted to verify their identity using personal details (see Knowledge-based Authentication (KBA) for details)
- Each signer will be prompted to capture their Photo ID using their device's camera.
- The signer sees this message: Click to join a live video session with a notary to complete your document package!
- If the signer is expected to pay for the transaction, read How Much Does Notarization Cost on the Proof Platform?
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