Send a Notarization Request for Business – Proof Help Center
The Proof platform enables organizations to send notarization requests by guiding them through uploading documents, setting signer expectations, choosing identity verification methods like credible witnesses or selfie comparisons, and configuring transaction options such as signing order and representative signers, with specific instructions for lenders or title agents handling real estate transactions.
Audience: Organizations
Send notarization requests from the Proof platform. The platform guides you through every step needed to send your documents to signers and schedule their notary meetings. If you're using Proof as a lender or title agent, refer to the instructions for real estate transactions.
Options for Transactions
The Proof platform guides you through all the steps needed to create and send notarization requests to your signers. Depending on your account settings, you may have additional options available.
For identity verification, you may be able to use:
- Credible Identifying Witness: A trusted individual who vouches for a signer's identity.
- Personally Known to Notary: The notary personally knows and can vouch for the signer.
- Selfie Photo Comparison: Fallback identity verification using selfie photos compared to the signer's ID.
Check out the transaction configurations overview for information about setting up options like representative signers, signing order and groups, CC contacts, and more.
Set Signer Expectations
Before you send the transaction, make sure your signers know what to expect and what they'll need, so they can be prepared. Let them know:
- Acceptable forms of ID for online notarization
- Whether they need secondary ID
- Who will pay for the transaction
- Any unique requirements for the particular document
Send a Notarization Request
- 1.
Navigate to Transactions
- Click Transactions from the navigation menu on the left.
- 2.
Start a New Transaction
- Click Send new transaction in the upper right corner.
- 3.
Select Notarize
- Select Notarize from the options.
- 4.
Upload Documents
- Click Upload a document to select or drag and drop your file(s) to the uploader. Click Add # documents to transaction when you're finished.
- Select Template upload from the menu on the left if you have templates you'd like to use.
- 5.
Add Fields to Documents
- Use the tools on the right to add fields to your documents for the signer and notary to fill out and sign.
- 6.
Set Document Requirements
- Use the checkboxes on the right to set the document requirements.
- 7.
Enter Transaction Details
- Type a name for the transaction.
- (Optional) Add transaction type or ID if desired.
- (Command Center customers only) Add a cost center.
- 8.
Provide Recipient Details
- Provide the signer's information or select from your saved recipients.
- The recipient may not be able to change their name when they proceed through the transaction, depending on the settings in your account.
- To send the transaction via text message, provide the signer's phone number.
- (Optional) If your document requires multiple signers, click the Add recipient button and select the appropriate option.
- 9.
Add Other Recipients
- (Optional) Click + Add Credible Witness to use credible witness as identity verification, if applicable.
- (Optional) Click + Add CC contact to notify colleagues and share the documents when the transaction is complete.
- 10.
Configure Signing Details*
- Choose whether you'd like the transaction completed within a Date window (between certain dates) or on a specific Scheduled date.
- Select Internal notary, if available, or Notarize Network to indicate who should notarize the document(s).
- If available and desired, this is where you can check the option for "Personally known to notary."
- 11.
Add Additional Communication*
- Click the + Add new note button to type a message to the notary who handles the call.
- You can also add Notary Instructions for all transactions if you type the same instructions for every transaction.
- Type a message to your signer if desired.
- 12.
Select Payment Option
- Choose the radio button next to the desired payment option for this transaction.
- 13.
Send Transaction
- Click Send transaction to send the transaction to the signer(s).
Note: Features marked with * are only available with paid accounts (such as Premium or Enterprise). To upgrade and access Notary Notes, scheduling, custom email messages, brand customization, and other advanced features, check out the pricing page.
Summary Checklist
- Check with the receiving party that they accept remote online notarizations.
- Let signers know what ID and documents they'll need.
- Upload documents and add fillable fields for signing.
- Configure transaction settings and payment options.
- Send transaction to signers.
Still unsure? Contact Proof Support for help.
Related
Skip Identity Verification if Notary Personally Knows Signer – Proof Help Center
The Proof Help Center explains that for single-signer transactions where the notary personally knows the signer, Notaries Sourcing Transactions (NST) and enabled In-House Notaries (IHN) can use the Personally Known to Notary (PKN) method to bypass Knowledge-Based Authentication and Credential Analysis, streamlining the process by selecting the "Personally known to notary" option during transaction setup, though this method is restricted to new, internal transactions with single signers and is unavailable to On-Demand Notaries (ODNs) or overflowed transactions.
What You Need for Online Notarization
To complete an online notarization, you must be at least 18, have six months of credit history, a U.S. address, and a U.S. document intended for use in the U.S., and be prepared with a U.S. SSN or ITIN for identity verification, a government-issued photo ID (and possibly a secondary ID), a valid email, and a device with audio and video capabilities to ensure a secure and compliant live video session.
Identity Verification Overview – Proof Help Center
Proof's identity verification for notarizations varies by notary commission state and transaction type, offering four methods: IAL2-compliant verification (credential analysis plus selfie comparison), multi-step verification (combining knowledge-based authentication, credential analysis, and/or selfie comparison), personal knowledge of identity (notary personally knows the signer), and credible identifying witness (a verified witness vouches for the signer).
Proof Business Pro
Proof Business Pro is a comprehensive, pay-per-transaction platform offering online notarization starting at $25 per meeting, identity verification from $4 per person, and eSignature services at $4 per transaction, designed to streamline business operations with automated transaction management, robust security, and flexible workflows that enhance efficiency, reduce errors, and provide seamless, secure customer interactions anytime, anywhere.
Customer Case Studies and Stories
The content highlights multiple customer case studies demonstrating how Proof’s identity verification and remote notarization solutions have significantly enhanced security, efficiency, and customer experience across various industries by reducing fraud, accelerating digital closings, streamlining workflows, and simplifying account recovery.
ALTA's Best Practices: The Guide to Securing Your Closings
The American Land Title Association (ALTA) released updated Best Practices Framework (Version 4.2) and Identity Verification Guidance to help title and settlement companies combat rising real estate fraud by mandating robust, documented identity verification programs, enhanced oversight of notaries and signing professionals, and a layered approach combining human oversight, training, and technology to ensure valid IDs, identity matching, and transaction legitimacy.