A notarization is a process
A notary's stamp is the most recognizable part of a notarization, but it is only one part. The notary must perform the appropriate act, identify the person whose signature is involved, and complete the required certificate. Requirements vary by state and by the method used; this overview focuses on common Illinois procedures.
Notarization does not certify that every statement in a document is true, make a contract enforceable in every circumstance, or guarantee that a recipient will accept it. Ask the receiving organization what it needs before the appointment.
Personal appearance and identification
The person whose signature is notarized must appear before the notary, either in person or through a legally authorized remote procedure. A relative cannot simply bring someone else's signed document and identification to replace that appearance.
Illinois generally permits identification through an unexpired government-issued ID bearing a photograph and signature, personal knowledge, or an authorized credible-witness method. Discuss identification concerns in advance. The Secretary of State's Notary Public Basics outlines these requirements.
The type of act determines the signing steps
An acknowledgment allows the signer to confirm an existing signature. A jurat involves signing as required before the notary and taking an oath or affirmation. A signature-witnessing act has its own required procedure. Because the acts differ, it is best to wait for signing instructions rather than assuming every document may be signed in advance.
The document's preparer, recipient, or your attorney should resolve which act is required when the instructions are unclear. A non-attorney notary can explain the procedural differences but cannot choose a legal course of action for you.
The certificate must match the act
Illinois law requires a notarial certificate with the notary's signature, the date, jurisdiction, and official seal. The certificate records the act that was actually performed. A stamp on an otherwise blank page or a request to use a false date does not replace that process. See the certificate provisions in the Illinois Notary Public Act.
Bring the complete document, including any attached certificate and instructions. If the wording is missing or a requirement is uncertain, allow time to contact the recipient before the appointment proceeds.
What can prevent completion?
An unresolved identity issue, missing signer, unclear document instructions, or concern about willingness can prevent the notary from completing the requested act. A notary's responsibility is to follow the required procedure, even when a document is urgent.
You can help by checking your paperwork ahead of time, bringing the required identification, arranging witnesses when necessary, and allowing a quiet opportunity for every signer to communicate. For document validity or legal consequences, speak with an attorney; the Illinois Notary Public Handbook provides further procedural background.
General information only; this article does not provide legal or financial advice. For guidance about your document or transaction, consult a qualified professional.
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