Legal Definitions - notarize

To notarize a document means to have an authorized individual, known as a Notary Public, officially verify the authenticity of signatures, the identity of the signers, and sometimes the truthfulness of the document's contents or the accuracy of a copy. This process serves as a crucial fraud deterrent, providing assurance to all parties involved that the document is legitimate and that the individuals signing it are who they claim to be and are acting willingly.

When you notarize a document, a Notary Public performs several key steps:

• They confirm the identity of the person signing the document, usually by checking a government-issued photo ID.
• They ensure the signer understands what they are signing and is doing so voluntarily.
• They witness the signature (or acknowledge that the signature was made by the person present).
• They then sign and apply their official seal to the document, along with recording the details of the act in their official journal.

Common reasons for notarization include:

• Acknowledging a signature: Certifying that a signature on a document belongs to the person who appeared before the Notary.
• Administering an oath or affirmation (Jurat): Having a signer swear or affirm that the statements within a document are true.
• Certifying a copy: Attesting that a copy of an original document is a true, exact, and complete reproduction.

Here are a few examples illustrating when and why a document might need to be notarized:

• Example 1: Granting Temporary Guardianship for Travel

  Imagine parents need to send their child on an international trip with a grandparent. To ensure the grandparent has the legal authority to make necessary decisions for the child during the trip, the parents might sign a temporary guardianship form. This form would need to be notarized. The Notary Public would verify the parents' identities, witness their signatures, and confirm they are willingly granting this authority. This notarization provides an official stamp of authenticity, assuring airlines, border control, and foreign authorities that the document is legitimate and the parents' consent is valid.

• Example 2: Submitting a Sworn Statement for a Business License

  A small business owner applies for a specialized operating license from a state agency. Part of the application requires a sworn statement, or "affidavit," attesting that the business meets specific environmental compliance standards. The business owner would need to appear before a Notary Public to notarize this statement. The Notary would administer an oath, ensuring the owner swears to the truthfulness of the information provided, and then sign and seal the document. This process adds a layer of legal weight, making the owner legally accountable for the accuracy of their declarations.

• Example 3: Verifying Academic Transcripts for Overseas Study

  A student applying to a university in another country is asked to provide a certified copy of their academic transcript. The university requires assurance that the copy is an exact replica of the original official document. The student would take their original transcript and a photocopy to a Notary Public to have the copy notarized. The Notary would compare the copy to the original, confirm its accuracy, and then certify the copy with their signature and seal. This notarized copy assures the foreign university that the academic record presented is genuine and unaltered.