Send Notarization Request for Real Estate – Proof Help Center
The Proof platform provides a step-by-step guide for sending real estate notarization requests, including options for identity verification, setting signer expectations, selecting transaction types like Home Purchase or Refinance, and accessing advanced features with paid accounts.
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
- Personally known to notary
- Fallback to selfie photo comparison
Check 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. 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
Log in to your Proof account to complete the steps below.
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 the pricing page.
1. Navigate to Transactions
Select Transactions from the navigation menu on the left.
2. Start a New Transaction
Select Send new transaction in the upper right corner.
3. Select a Closing Type
Select the closing type that applies to your transaction. Options include:
- Cash buyer
- Home equity
- Home Purchase
- Loan modification
- Refinance
- Seller
- Ancillary docs
- Sign
- Identify
Home Purchase and Refinance are new transaction types now available to title agents. They function the same as on the Lender platform except they do not support eNote. An eligibility check is required. Use these instead of Cash buyer when the transaction involves a loan — this ensures correct pricing and accurate transaction tracking.
4. Enter Transaction Details
Enter a name for the transaction. Add a property address, file number, and loan number if desired.
- (Optional) Add transaction type or ID.
- (Command Center customers only) Add a cost center.
5. 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 proceeding through the transaction, depending on your account settings.
- To send via text message, provide the signer's phone number.
- (Optional) If your document requires multiple signers, select Add recipient and choose the appropriate option.
- Use the check box to select whether the signer needs secondary ID.
6. Add Other Recipients
- (Optional) Select + Add Credible Witness to use credible witness as identity verification, if applicable.
- (Optional) Select + Add CC contact to notify colleagues and share documents when the transaction is complete.
7. Upload Documents
Select Upload a document to choose or drag and drop your file(s). Select Add # documents to transaction when finished.
- Select Template upload from the menu on the left if you have templates you'd like to use.
8. 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.
9. Set Document Requirements
Use the checkboxes on the right to set document requirements.
- Read more about document requirements as needed.
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 documents.
- If available and desired, select the option for personally known to notary.
11. Add Additional Communication*
- Select + Add new note 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
Select Send transaction to send the transaction to the signer(s).
Summary Checklist
- Let signers know what ID they'll need, whether secondary ID is required, and who will pay.
- Select the closing type (including the new Home Purchase and Refinance options for loan transactions) and complete all required transaction details.
- Upload documents and add fillable fields for signing.
- Configure signing details, payment options, and any notary or signer notes.
- Select Send transaction to send to signers.
If you are still unsure, contact Proof Support for help.
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