Proof

Notary Fields

Notary fields are specific placeholders added to documents either before or during a notarization meeting that the notary fills out on the spot—such as seal, signature, state, county, commission details, date, and disclosures—to ensure all required certificate elements are completed promptly without delays or pre-filled information.

The short answer: Notary fields are placeholders filled by the notary during the meeting. Adding them when tagging your document ensures the notary can complete all required certificate elements on the spot — no delays, no back-and-forth.

Important: These fields can only be filled by the notary during the meeting. No notary information is applied before the meeting begins.

What Each Notary Field Does

Here's a quick breakdown of the available notary fields and what they capture:

  • Seal here — The notary's official seal
  • Sign here — The notary's signature
  • State — The state where the notary is commissioned
  • County — The county listed in the notary's account
  • Name — The notary's printed name
  • Commission expiry — The notary's commission expiration date
  • ID number — The notary's commission or ID number
  • Date signed — The date the document was signed
  • Day Month Year — Splits into three separate fields (day, month, year) that can be placed individually on the document
  • Fill in here — A free-text box the notary can use to add any additional information during the meeting
  • Select — An empty checkbox the notary can mark during the meeting
  • Disclosure — The notary's state-specific audio/video disclosure language. This field is required on every document that needs notarization

How Notary Fields Get Added

You have two ways to add notary fields, depending on whether you're preparing the document ahead of time or working in a live meeting.

Before the meeting: During document preparation, use Bulk to drop in the most common notarial certificate fields all at once: seal, county, state, signature, and commission expiration date. This is the fastest way to prep a document.

During the meeting: If fields need to be added on the fly, the notary can place them using keyboard shortcuts or the Quick Stamp tool. See Notary Tools and Hotkeys for the full list of shortcuts.

Summary Checklist

  • Notary fields are filled by the notary during the meeting — not before.
  • Use Bulk during document prep to add common certificate fields all at once.
  • The Disclosure field is required on every document that needs notarization.
  • Notaries can use Quick Stamp or keyboard shortcuts to add fields during a live meeting.

Still Unsure?

Our support team is happy to help. Submit a support request or chat with us from any page in the app.

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