An in-depth guide on how to send a notarization request from the Proof platform. Learn how to send a notarization request, see the signer experience, and get a glimpse of accessing and downloading the completed documents.
Before sending out a transaction, check with the intended recipients of your completed documents (local DMVs, SEC, state government departments, etc.) to see if they have any unique requirements or preferences for remote online notarizations (RON). Some states and organizations have their own preferences and/or requirements for online submissions. It is always best to check with the receiving party of the document before you begin sending transactions to be sure you have all the information you need.
Who can do this
Any user in your organization with access to create and send transactions can perform the steps below.
Options for transactions
The Proof platform walks you through all the steps you need to create and send the notarization request to your signer. Depending on your account, you may have additional options available for your transactions.
For identity verification, you may be able to use:
Check out our Transaction Options section for details about setting up options like:
- Representative signers
- Signing order
- Signing groups
- CC contacts and other contacts
Set signer expectations
Before you send the transaction to your signers, make sure they know what to expect and what's required of them so they can be prepared. For example, let them know:
- Acceptable forms of ID for online notarization
- If they need secondary ID
- Who will pay for the transaction
- Any unique requirements for the particular document
Send a notarization request
Log in to your Proof account to complete the steps below.
- Click Send & manage from the navigation panel on the left.
- If you don't see the panel, click the caret to expand it.
- Click Send new transaction in the upper right corner.
- Select Notarize.
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Transaction details: Type a name for the transaction.
- (Optional) Add transaction type or ID if desired.
- Use the radio button to select if the signer needs secondary ID.
- CC contacts: (Optional) Click + Add CC contact to notify colleagues and share the documents when the transaction is complete.
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Recipient details: Provide the signer's information.
- The recipient may not be able to change their name when they proceed through the transaction, depending on the settings in your account.
- If you want the transaction to be sent via text message, provide the signer's phone number.
- (Optional) Click the Add recipient button and select the appropriate option, if your document requires multiple signers.
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Documents: Click Upload a document to select or drag and drop your file(s) to the uploader. Click Add # documents to transaction when you're finished.
- Select Template upload from the menu on the left if you have templates you'd like to use.
- Select Template upload from the menu on the left if you have templates you'd like to use.
- Use the tools on the right to add fields to your documents for the signer and notary to fill out and sign.
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Document requirements: Use the checkboxes on the right to set the document requirements.
- Notarization required: Must be checked for notarization requests.
- Verification of fact required
- Signer edit document: Allows for the signer to fill in the document before the notary meeting. They can also complete any Fill in Here flags in the document. The signer won't be able to sign the document or complete any action item that is required to be done in the presence of a notary.
- Witness required: Read more about witnesses here.
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Signing details
- Choose if you'd like to schedule 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 document(s).
- If available and desired, this is where the option for Personally known to notary can be checked.
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Notary notes: Click the + Add new note button 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 transactions.
- Credible witness, if available: Toggle this switch to ON if the signer will use a credible identifying witness to verify their identity.
- Custom email: Type a message to your signer if desired.
- Payment: Choose the radio button next to the desired payment option for this transaction.
- Click Send transaction to send the transaction to the signer(s).