How to Notarize an Affidavit, POA, Contract & More

How to Notarize Each Document Type: A Step-by-Step Walkthrough

The phrase “how to notarize a document” hides a problem: the actual steps differ based on what kind of document you are notarizing. How to notarize an affidavit takes a different route than notarizing a Power of Attorney; a certified copy of a passport is nothing like notarizing a commercial contract; and a court document follows rules that do not apply to a private declaration.

This walkthrough is structured by document class. Jump straight to the type you need – or read through the lot if you are dealing with a multi-document file:

• Affidavits and sworn declarations
• Powers of Attorney
• Certified copies of passports and ID documents
• Commercial contracts and agreements
• Court documents and legal filings
• Property and conveyancing documents

For a general overview of the online notarization process from start to finish – the standard 5-step flow that applies regardless of document type – see how to get a document notarized online. This guide goes deeper on what changes per document, including the document-specific evidence the Notary needs, the format requirements, and the most common rejections by type.

 

Before You Start: What All Notarizations Have in Common

Regardless of document type, every notarization requires:

• A government-issued photo ID – passport, driving licence, or national ID card. Expired IDs are rejected.
• The document in its current, complete form – no missing pages, no blank fields. A Notary Public cannot notarize an incomplete document.
• Your understanding of what you are signing – the Notary confirms you understand and consent. Forged consent is the single most common reason notarizations are later challenged.
• A clear scan or photo if you are using an online notarization service. Our portal accepts uploads up to 25 MB per file.

What changes by document type is what you sign, what the Notary certifies, and what additional checks are required.

 

Affidavits and Sworn Declarations

An affidavit is a written statement of fact made under oath. The Notary’s job is to verify your identity and witness you swearing the truth of the statement.

Walkthrough:

1. Draft the affidavit – your statement of facts in the first person, dated and signed at the end. Use our affidavit form if you do not have a template.
2. Do not sign it yet – the signature must be made in the Notary’s presence (or under their direct observation via our asynchronous process).
3. Upload the document plus your photo ID to the secure portal.
4. You sign under oath – we confirm your identity, you electronically swear the affidavit, and the Notary applies their certificate.
5. You receive the notarized affidavit with the Notary’s signature, seal, and jurat (the legal phrase confirming the oath was administered).

Common affidavit types: affidavit of identity, affidavit of residence, affidavit of name change, affidavit of single status, affidavit of loss, affidavit of non-prosecution. For background, see affidavit notarization or our specific guides for affidavit of identity and self-proving affidavit.

Common mistake: signing the affidavit before the Notary witnesses it. If you have already signed, the Notary cannot back-date the oath – you will need to re-sign in their presence.

 

Powers of Attorney

A Power of Attorney is a high-stakes legal instrument granting another person authority to act on your behalf. The Notary’s role is to confirm your identity, your understanding of what you are signing, and that you are not under duress.

Walkthrough:

1. Draft the POA using the correct template – the format depends on whether it is a General POA, Durable POA, Healthcare POA, or a Specific (Limited) POA. We offer templates for each type at Power of Attorney form.
2. Fill in the details – the appointed agent’s full legal name, the powers being granted, any limitations, the effective date and expiration (if applicable).
3. Upload the document to our portal along with your photo ID and the agent’s ID if required by the destination.
4. The Notary verifies your capacity – not just your identity, but that you understand the powers you are granting. Our process includes a recorded acknowledgment.
5. You sign in the Notary’s witnessed session and receive the notarized POA.

For most POAs going abroad, you will then need an Apostille on top of the notarization. See Power of Attorney apostille for the combined workflow.

Common mistake: appointing an agent who cannot accept the role under the destination country’s rules (e.g. some jurisdictions require the agent to be a resident). Confirm before signing.

 

Certified Copies of Passports and ID Documents

A certified copy is a copy of an original document that the Notary has verified against the original and certified as a true and accurate copy.

Walkthrough:

1. You retain the original – the Notary never takes possession of your passport or ID.
2. Provide a clear, full-page scan of every relevant page – for passports, the photo page; for national IDs, both sides.
3. Upload to our portal with a photo of the original alongside the scan, plus your separate photo ID.
4. The Notary compares the scan to the original through our verification step and certifies the copy as accurate.
5. You receive the certified copy with the Notary’s signature and certification stamp.

Common use: bank account opening abroad, foreign employment applications, visa submissions. For more, see certified copy of passport and the ultimate guide to certified copies.

Common mistake: sending a scan of a scan instead of a scan of the original. Quality matters – the Notary will reject illegible or partial scans.

Commercial Contracts and Agreements

When the Notary is asked to notarize a contract, the certification is usually applied to the signatures, not the contract content itself. The Notary confirms that the signing parties are who they say they are and signed willingly.

Walkthrough:

1. Finalise the contract – no further negotiation should happen after notarization, as any amendment voids the certification.
2. All signing parties prepare their photo IDs. For corporate signatures, the signatory also needs a board resolution authorising them to sign.
3. Upload the contract and all signatories’ IDs to our portal. For multi-party signatures, we coordinate the sequencing.
4. Each party signs in their own Notary-witnessed session – our asynchronous process means parties in different time zones can sign without coordinating a live meeting.
5. You receive the contract with notarized signatures from all parties.

For corporate contracts going abroad, the notarized contract usually needs an Apostille or Embassy legalization on top. See for business for the corporate workflow.

Common mistake: notarizing a draft instead of the final version. Once notarized, the contract is locked – any amendment requires the whole process to repeat.

 

Court Documents and Legal Filings

Court documents (statements of truth, witness statements, sworn evidence) have stricter rules than general affidavits because they form part of a legal proceeding.

Walkthrough:

1. Use the court-prescribed form – Form N220 for statements of truth in England and Wales, the relevant local form in other jurisdictions.
2. Complete the form in full – partial forms are rejected by the receiving court.
3. Upload to our portal with your photo ID and the case reference number.
4. The Notary administers the formal oath or affirmation following the court’s wording. Our process includes a recorded read-back to confirm wording precision.
5. You receive the document with the Notary’s certification matching the court’s required format.

For documents going to a foreign court, an Apostille will usually follow. See the Hague Convention explained for the routing.

Common mistake: using a general affidavit format for a court submission. Courts reject general jurats – use the court’s exact wording.

 

Property and Conveyancing Documents

Property transactions abroad almost always involve at least one notarized document – usually a Power of Attorney appointing a local lawyer or, for foreign sales, a notarized signature on the deed of sale.

Walkthrough:

1. Confirm the destination’s notarial requirements – Spain, France, and Italy have particularly specific rules on POA wording for property transactions.
2. Have the POA drafted by the destination-country lawyer if possible, so the wording matches local conveyancing law.
3. Upload the document and your ID to our portal.
4. Sign in the Notary’s witnessed session.
5. Order Apostille immediately – property deadlines are usually fixed, so combine notarization and Apostille in a single order.

Common mistake: using a UK-style POA template for a Spanish property transaction. Spanish notaries reject foreign-format POAs – the document must be drafted to Spanish conveyancing standards.

 

The NotaryPublic24 Process – Across Every Document Type

While the per-document steps differ, our underlying process is the same:

1. Upload your document through our secure portal – PDF, Word, or image format
2. Upload your photo ID and any supporting documents for the receiver
3. The Notary verifies your identity and the document’s completeness
4. You sign in a Notary-witnessed asynchronous session – no live video call required
5. You receive the notarized document with seal, signature, and certification, ready for use or Apostille

Turnaround in practice: Notarization within 24 hours. Apostille typically within 24 hours from most jurisdictions – UK Apostille takes around 3 working days end-to-end due to FCDO processing. We confirm the exact timeline before you order.

You can start an online notarization order for any document type. For documents going abroad, combine with Apostille services in the same order. Browse our full service range for the catalogue.

 

Frequently Asked Questions

 

How long does notarization take per document type?

Simple notarizations (certified copies, single-signature documents) are typically processed within a few hours through our portal. Multi-party contracts or court-format documents can take 1–2 business days due to the additional verification steps. POAs going abroad usually combine with Apostille, adding 2–5 working days for the FCDO step.

 

Can I notarize multiple documents in a single session?

Yes – we batch multiple documents into one identity verification step, then notarize each document separately. The cost per document is reduced for batched orders. This is the standard route for corporate document packs.

 

Does the document type affect the Apostille step?

The Apostille itself is the same regardless of document type – the FCDO is certifying the Notary’s signature, not the document content. However, some destinations require specific document formats (e.g. Spanish POAs in a particular template) before they will accept the Apostille. Confirm format requirements before notarizing.

 

What if my document is in another language?

A Notary Public can notarize a document in any language, provided you understand what you are signing. For documents being submitted abroad, you may also need a certified or sworn translation alongside the notarization. We coordinate both in a single order.

 

Are notarized documents accepted in all countries?

A UK notarization is recognised by all Hague Convention countries once apostilled. For non-Hague destinations (UAE, Saudi Arabia, China mainland, Vietnam), you also need Embassy legalization on top. See our guide on international notarization for the full chain.

 

Can a Notary refuse to notarize a document?

Yes. A Notary must refuse if they cannot verify your identity, if you appear to be under duress, if the document is incomplete, or if the requested act falls outside the Notary’s authority. See can a notary refuse to notarize for the full list of refusal grounds.