Ensuring your documents are properly notarized involves several essential steps to facilitate a smooth and efficient process. Notarization is a critical procedure that validates the authenticity of your documents, making them legally binding and recognized by various institutions. Whether you need to notarize a legal document, an affidavit, a power of attorney, or any other important paperwork, understanding the steps involved can save you time and prevent any potential issues. From booking an appointment to completing a video session with the notary, this article will walk you through the entire notarization process, providing you with a clear and concise roadmap to follow. By adhering to these steps, you can ensure that your documents are efficiently notarized and ready for their intended use.

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Stage 1: Booking a Notarization Request

1. Sign Up on the Solution:

The first step in the notarization process is to sign up on our platform which is easy and straightforward. Then, the next critical step is identity verification. This process plays a pivotal role in upholding the integrity and security of the notarization process. Whether you prefer to use your smartphone or desktop, the platform accommodates various methods for you to verify your identity securely.

2. ‍Prepare Your Documents:

Before you book your appointment, make sure you have all the documents you need to notarize. This includes gathering any required identification and ensuring that your documents are complete and ready for review. The types of notary services we offer on the solution are as follows. Please make sure you select the relevant service as per your needs and requirements to proceed:

• Corporate documents: You could notarize documents like shareholder agreements, etc.
• ID Verification: If you need to notarize a document like a passport or alike.
• Power of Attorney Execution: You can select this option when you need to notarize power of attorney.
• AML/KYB: You can also choose to notarize AML/KYB related documents.
• Certification of True Content: For documents that require verification of authenticity, such as government-issued papers.
• Certification of True Copy: If you need a certified true copy of an original document.

3. Provide Instructions:

If you have any specific instructions for the notary, include them in the ‘Description’ box when booking your appointment. You could also choose to communicate with the notary using the chat function on the solution if you missed adding instructions when scheduling an appointment. Clear communication ensures that the notary understands your requirements and can prepare accordingly.

4. Upload Documents:

Our platform allows you to upload all documents that need notarization at one-go. Ensure the documents are scanned clearly and are legible. This step helps the notary review your documents in advance and prepare for the session.

Additional services: You could choose to add additional services to your request such as follows:

A. Courier Services: If you need your notarized documents to be shipped, you can opt for courier services during the booking process. Enter the necessary address details to ensure your documents are sent to the correct location, promptly and securely.

B. Apostille Services: In some cases, you may require apostille services, which authenticate the notarization for use in foreign countries. If this applies to you, make sure to select the option for apostille services by choosing ‘Yes’ when prompted.

C. Electronic Notarial Seal: Decide whether you need an electronic notarial seal.
Note: If you need an electronic notarization completed with a Qualified Electronic Signature (QES), ensure the recipient country of your document/s accepts electronic notarizations. If the recipient country does not accept electronic notarizations, it is advisable to choose online notarization. In online notarization, the document is physically stamped and then uploaded to the solution for use. 

5. Schedule Session:‍

Lastly, choose preferred time slots for your notarization request with the notary. Our platform allows you to select a time slot that fits your schedule. It's advisable to choose multiple time slots to give the notary more flexibility in scheduling your session.

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Stage 2: Preparing for the Video Session with the Notary

1. Get Ready:‍

Be prepared and ready at least 5 minutes before your scheduled video session. Ensure your computer or device has a functioning camera and microphone. Check your internet connection to avoid any technical issues during the session.

2. Gather Necessary Items:

Have all your documents ready and within reach. This includes any identification required for ID verification (such as physical passport, etc.) and the documents to be notarized. Being organized will help the session proceed smoothly.

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What to Verify During the Video Session?

When a notary has booked for a video session with you, ensure you are prepared likewise as per your needs and join the meeting link at your appointed time which becomes available on your dashboard for you and your notary to join:

1. True Copy:‍

If you are requesting a true copy certification, you will need to show the original document during the video call. The notary will compare the original document with the copy to ensure it is an accurate reproduction.

2. Authenticity (True Content):

For documents that require authentication of content, such as certificates or legal papers, you will need to provide proof of authenticity. This could be in the form of an official seal or signature from a governmental authority.

3. Signature Verification:

The notary will also need to verify your signature. Have a pen and paper ready to sign in front of the notary during the session. This step confirms that the signature on your documents is genuine and performed in the notary’s presence.‍

4. ‍Present Original Documents:

Be prepared to show the original versions of all documents to the notary. This allows the notary to confirm the documents’ legitimacy and completeness.

Note: Video sessions are not always mandatory and are only booked by your notaries when they deem fit. In other instances, the appointment time indicates the date and time by which your documents will be notarized and ready for you to download from your dashboard.

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Additional Tips for a Smooth Notarization Process

• Test Your Equipment: Before the session, test your camera, microphone, and internet connection to ensure they are working properly.
• Be in a Quiet Location: Choose a quiet, well-lit location for your video session to avoid distractions and ensure clear communication.
• Double-Check Documents: Verify that all documents are complete, correctly filled out, and legible before uploading them to the platform.

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These steps can help ensure a smooth and efficient notarization process, whether you need simple document verification or more complex authentication services. Our platform is designed to make the process as seamless as possible, providing you with the tools and support you need at every stage.