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Step-by-Step Notary Profile Setup for Real Estate

Casey Birkholz
  • Updated

This guide mirrors the Notary Profile Onboarding Wizard and can be used to learn what to expect during the process of setting up a notary profile within Proof.

🎯Primary Audience: Notary Signing Agent (NSA)

Before you can use Proof as a notary, you must be authorized to perform online notarization.

Upload the documents listed below to complete your notary profile. These documents will be reviewed by the Notary Onboarding Team.

Why are notaries asked to maintain a profile?

  • Onboarding: The Notary Onboarding Team at Proof reviews your credentials to ensure you are legally authorized to complete notarizations on the Proof platform.
  • Complete notarizations: The commission-related information you enter into your profile is used to generate your notarial seal and fill out notarized documents.
  • Reminders: You will receive reminders from Proof when expiration dates are approaching.

Personal Info | Commission Details | Insurance Details |
Digital Certificate | Signature & Seal | Onboarding Review | Resources

Personal Info

The following fields are required:

  1. First Name
  2. Middle Name
  3. Last Name
  4. Email
  5. Phone Number
  6. Address: The address you provided to the Secretary of State
  7. Time Zone: Your time zone
  8. Whether or not you are an attorney

Optional: Years of online notarization experience, areas of specialty, and additional languages you speak fluently.

🚨 Common Error: The name entered for your notary profile does not match the name on the commission exactly.

Once the information requested has been provided on the Personal Information tab, click the Next button at the bottom right of the screen.

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Commission Details

  1. Type your Commission Number.
  2. Provide the date your commission expires.
  3. Upload a copy of your paper commission.

Once your commission details are entered, click the Next button on the bottom right of the screen.

🚨 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

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Insurance Details

Provide the insurance details below:

  1. E&O Insurance Provider
  2. Insurance Amount: You must be insured for at least $25,000 to use the Notarize platform
  3. Policy Expiration Date
  4. Upload a copy of your E&O Policy

Once your Errors & Omissions insurance policy information has been provided, click the Next button on the bottom right of the screen.

🚨 Common Errors:

  • Entering the name of the insurance producer rather than the insurance provider or insurer on the notary profile
  • Uploading an insurance policy with less than the $25,000 minimum coverage amount
  • Not uploading a copy of the insurance policy

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Digital Certificate

Your digital certificate is applied to every notarization you complete on the Notarize platform. 

Upload your digital certificate, then click the Next button on the bottom right of the screen.

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🚨 Common Errors:

  • Obtaining a digital certificate with an incorrect name. Your first and last name on the digital certificate must match what is listed on your commission:
    • In states where a notary may use an initial on their commission, if the initial of the first name on the digital certificate and the last name on the digital certificate both match the first name initial and full last name on the commission, that is also acceptable.
  • If you receive an error message while uploading their digital certificate that reads, “The certificate is missing the ‘keyUsage’ extension. My keyUsage should specify digital signature”, contact Identrust to obtain a digital certificate with the ‘keyUsage’ extension.

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Signature & Seal

The final step is to create your signature, initials, and seal.

  • Create your signature per your state laws and guidelines.
    • Your signature will be applied to documents when you use your signature on the Notarize platform
  • Your initials should match your commission.
  • Your seal will be generated by the information you entered into your profile.

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A) Click Create Signature:

  1. Upload image.
  2. Select file.
  3. Select the PNG file for your account.
  4. Crop and rotate to isolate your signature only. 
  5. Click Apply and Continue.
  6. Move the slider to the left to remove the blue cloud.
  7. Click I agree and Confirm and Apply.

B) Click Create Initials:

  1. Upload image.
  2. Select file.
  3. Select the PNG file for your account.
  4. Crop and rotate to isolate your signature only. 
  5. Click Apply and Continue.
  6. Move the slider to the left to remove the blue cloud.
  7. Click I agree and Confirm and Apply.

C) Click Create Seal then click Confirm and Apply 

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D) Click Next.

Common Errors:

  • Creating a signature that does not comply with specific state laws or guidelines
  • Creating a text-based signature — all signatures are required to be handwritten
  • Failing to remove all of the blue background from signatures & initials
  • Uploading a personal seal rather than creating the required Notarize generated seal

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Onboarding Review

Once your documents have been uploaded, your profile is automatically submitted to the Notary Onboarding Team for review. The current turnaround time for review is 24–48 hours. During this time, you will not be able to access the platform.

Once approved, you will receive an email notification from the Notary Onboarding Team informing you that you have successfully completed your notary profile and are ready to notarize online!

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Resources

Support

Feel free to reach out to our Support team if you need help!

  • Chat: Click the icon in the corner of your screen:
    • Monday – Friday: 8 am – 10 pm ET
    • Saturday – Sunday: 8 am – 7 pm ET
  • Email: support@proof.com
  • Phone: Available depending on your subscription

Notaries are available 24/7/365!

Notary Onboarding Team

For help with the onboarding process or questions, email notaryonboarding@notarize.com.

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