How to Get a Document Notarized: A Step-by-Step Guide

Here is how to get a document notarized in plain terms: you work out which notarial act the document needs, bring a qualifying photo ID, and sign in front of a commissioned notary, who confirms who you are and completes a certificate with a seal. The certificate is what the receiving office looks for. Most rejected notarizations fail on the small details (a missing certificate, an expired ID, a document signed too early), so the steps below focus on getting those right the first time. This guide covers Tennessee rules, with notes that apply almost anywhere in the US.

How to get a document notarized in six steps

1. Read the signature page first. Look for existing notary wording. Phrases like “acknowledged before me” point to an acknowledgment; “subscribed and sworn to before me” points to a jurat, which involves an oath. Our guide to the difference between an acknowledgment and a jurat explains both. If there is no wording, ask whoever requested the document which act they need.
2. Count the signers and any witnesses. Every person whose signature is being notarized must be there in person. Some documents also have witness lines that must be filled at the same sitting.
3. Pick where to go. Options are compared in the table below.
4. Bring an acceptable ID. Tennessee’s list is specific; see the section on ID below.
5. Hold off on signing and dating. Bring the document unsigned and complete except for the signature. Blank spaces invite questions, and a pre-signed jurat usually means printing a new copy.
6. Check the finished certificate before you leave. Confirm your name is spelled the way it appears in the document, the venue (state and county) is filled in, and the seal is legible.

Where to get a document notarized

There is no single right place. The best option depends on the document, how many people must sign and whether someone can travel. Availability at any location varies, so it is worth calling ahead.

Option	Works well for	Things to check
Your bank or credit union	Simple, single-page forms for existing customers	Whether a notary is on duty that day; some branches decline certain documents such as wills or real estate papers
Shipping and business-service stores	Quick walk-in acknowledgments and affidavits	Staff notary schedule and any per-signature charge
Libraries and local government offices	Occasional personal documents	Many offer notary service only on certain days or only for certain documents
Mobile notary	Hospital or care facility signings, several signers, people who cannot easily travel, evening paperwork	Service area and travel fee
Remote online notarization (RON)	Signers in different places, documents the recipient accepts electronically	Whether the receiving party accepts an electronic notarization

If you are weighing the last two, see our comparison of mobile notary and remote online notarization in Tennessee. If a notary coming to you makes more sense, how a mobile notary works walks through what happens during a visit, and the Chattanooga mobile notary page covers the local service area.

What ID you need to notarize a document in Tennessee

Under Tenn. Code Ann. § 66-22-106, a notary identifies a signer either through personal acquaintance or through “satisfactory evidence,” which generally means a qualifying government photo ID that is current or was issued within the last five years, or sworn identification by a credible witness. Commonly accepted documents include a Tennessee driver’s license or ID card, a US passport, an out-of-state license and a US military ID. Work badges, Social Security cards and photocopies do not qualify. Our full list of acceptable ID for a Tennessee notary covers edge cases such as foreign passports and recently expired cards.

One practical tip: the name on the ID should reasonably match the name on the document. If you have changed your name, bring whatever links the two, and ask the requesting party how they want your name to appear.

What are the four steps to performing a notarization?

From the notary’s side, almost every in-person notarization follows the same four steps. Knowing them helps you understand why the notary asks certain questions.

1. Personal appearance. The signer must be physically in front of the notary. The Tennessee notary handbook is clear that a notary may not notarize the signature of someone who does not personally appear.
2. Identification and willingness. The notary checks ID and makes sure the signer appears to understand what they are signing and is signing willingly, not under pressure from someone else in the room.
3. The notarial act itself. For an acknowledgment, the signer declares that the signature is theirs and was made voluntarily. For a jurat, the notary administers an oath or affirmation and the signer signs in the notary’s presence.
4. The certificate, seal and record. The notary completes and signs the certificate and applies the official seal described in Tenn. Code Ann. § 8-16-114. A Tennessee notary who charges a fee must keep a record of their notarial acts in a well-bound book or appropriate electronic form, per Tenn. Code Ann. § 8-21-1201.

A notary also cannot provide the medallion signature guarantee that transfer agents require for stock transfers; only a participating bank, credit union or broker can.

What a notary will not do

A notary verifies identity and witnesses the signing. A notary does not check whether the document is legally correct, fill in legal terms for you or tell you which document you need. Tennessee requires non-attorney notaries who advertise to state that they are not attorneys and may not give legal advice. A notary also should not notarize a document they are a party to, and the handbook advises against notarizing a spouse’s signature. For more, see the notarization mistakes that most often get documents rejected.

Health care documents have their own rules; a Tennessee advance directive for health care, for example, can be notarized or signed before two qualified witnesses instead.

Getting ready for the appointment

Before any notary appointment, gather the complete document (every page, not just the signature page), each signer’s ID, and any witnesses the document calls for. If the signer is in a hospital or care facility, check with staff about visiting times and whether the signer is alert enough to take part. Our mobile notary appointment checklist lays this out step by step, and the full list of notary services shows the documents Priority Mobile Notary Services handles, from affidavits and powers of attorney to deeds and loan signings.

Quick pre-signing checklist

• The document is complete, with no blank fields you were meant to fill in.
• You know whether you need an acknowledgment or a jurat, or you have asked the requesting party.
• Each signer has a current (or issued within five years) government photo ID.
• Witnesses are lined up if the document has witness lines.
• Nobody has signed or dated the signature line yet.
• You have any extra copies the recipient wants signed.

If your document is a letter you’re writing yourself, read how to write a notarized letter before your appointment.

Frequently Asked Questions

Can I sign my document before I meet the notary?

It is safest not to. A document that needs an oath (a jurat) has to be signed in front of the notary, and even for an acknowledgment you still have to appear in person and confirm the signature is yours. Waiting avoids having to sign a fresh copy.

Can the notary tell me which certificate my document needs?

Not really. Choosing the notarial act is a legal decision, so a notary who is not an attorney generally should not make it for you. Look at the wording already on the document, or ask the person who asked you for it: the lender, court clerk, attorney or agency.

Do I need a witness as well as a notary?

Only if the document or the law that governs it calls for witnesses. Most everyday documents need only the notary, but some estate and health care papers have their own witness rules. Check the signature page for witness lines before the appointment.

Can a family member notarize my document?

The Tennessee notary handbook says a notary should not notarize for a transaction they are a party to, and should not notarize a spouse’s signature because notaries must act without favor or partiality. Using an unrelated notary avoids questions later.

Is online notarization an option in Tennessee?

Yes. Tennessee commissions online notaries who work over audio-video technology. It suits some documents and not others, since the receiving party has to accept it. Priority Mobile Notary Services works in person, traveling to the signer.

Need a document notarized in Hixson or Chattanooga?

Priority Mobile Notary Services, LLC is run by Karen McCormick, a Tennessee notary public who travels to homes, workplaces, hospitals and assisted living facilities around Hixson and Chattanooga. She can take acknowledgments, administer oaths for jurats and affidavits, and witness signatures, but she cannot choose the document or give legal advice. To schedule, call (423) 401-8316 or send a request through the contact page; same-day appointments may be available depending on the schedule.