Set document requirements for notarizations – Proof Help Center
The Proof platform allows users with appropriate roles to set specific document requirements—such as notarization, witness presence, signer filling permissions, and verification of fact—when uploading files to transactions or templates, with these settings enforced during the signing process to control how documents are completed and notarized.
The short answer: After you upload a file to a transaction, you can set document requirements to control what the signer needs to do — such as whether notarization is required, whether a witness is needed, or whether the signer can fill in the document themselves. Proof enforces whatever you select.
Who can do this
Your role determines where you can set document requirements:
- Draft transactions: Any user who can send transactions.
- Templates: Owners, admins, and team members only.
What requirements mean
When you make selections for document requirements, the Proof platform enforces them. You can hover over each symbol in your account to see what they mean. Here's what the symbols mean:
- Notarization required (Seal): This must be checked to send the notarization request. If notarization is not required, you can send a transaction for eSignature instead to send the document to be signed without a notary. This box is checked by default when creating a notarization transaction.
- Signing requires meeting (Person with pencil): This controls Sign Ahead and is automatically checked if notarization is checked as a requirement. Signers can fill out and sign documents that do not require notarization if this is not checked. If Sign Ahead is not enabled for your organization, this icon does not appear.
- Verification of fact required (Person): A verification of fact is a notarial act used for some specific documents. Available for select businesses only, not available for real estate organizations.
- Signer can fill in document (Pencil with box): Signers can fill in a document's text fields, use check boxes, or select radio button(s). This box is checked by default.
- Witness required (Eye): The signer may provide any witnesses required by the document, or notaries can add witnesses during the meeting for an additional cost.
Set requirements
Once you've uploaded your files to a transaction, each document will show its own requirement checkboxes to the right.
1. Open your transaction
Go to the transaction you're working on and locate your uploaded documents.
2. Review the requirement icons
To the right of each document, you'll see a row of icons representing the available requirements. Hover over any icon to see what it means.
3. Check or uncheck as needed
Select the requirements that apply to each document. You can set different requirements per document — they don't have to match across the transaction.
Summary Checklist
- Upload your file(s) to the transaction.
- Review the requirement icons to the right of each document.
- Check or uncheck requirements for each document based on what's needed.
- Confirm Notarization Required is checked if you're sending for notarization.
Still unsure? Contact Proof Support for help.
Related
Proof General Terms
The Proof General Terms, last updated June 19, 2026, govern all Users accessing the Platform—including Subscribers, End Users, Participants, Notary Users, and Verification Portal Users—requiring acceptance via agreement and mandating individual arbitration instead of jury trials or class actions, with detailed definitions and remedies outlined in the document.
Create an EasyLink Using a Template
The guide explains how to create a reusable EasyLink in Proof by attaching a document template, setting signer limits, optionally enabling identity verification, adding CC contacts, and following best practices to manage and share the link effectively for multiple signers in eSign transactions.
eSign a Document Sent to You by an Organization
To eSign a document sent by an organization via Proof, open the invitation email from noreply@proof.com, click "Sign Document Now," review and complete the document including any pre-populated fields, add your digital signature or initials to required fields, and finalize by selecting "Complete signing," with options to resume later or get support if needed.
Fill Out Documents Before a Meeting – Proof Help Center
The Proof Help Center explains that with the "Sign Ahead" feature, users can fill out text fields, checkboxes, radio buttons, and dates on non-notarized documents before meeting with a notary, but cannot complete fields or signatures on notarized documents until the meeting, and after completing all available pre-meeting fields, users select "Next document" to review others and then "Continue" to verify identity and join the notary meeting.
Prepare and Tag Documents for Recipients – Proof Help Center
The Proof Help Center explains that tagging documents with fields—action items like signatures, dates, or initials—before a notarization session streamlines the process by allowing creators to place, move, resize, delete, and bulk-edit these fields in the Document Preparation window after uploading files, thereby reducing errors and improving the experience for all participants.
About Proof
Proof, backed by investors including Wells Fargo and CapitalG, is led by CEO Pat Kinsel, who founded the company to simplify and secure online notarization, Chief Revenue Officer Leandra Fishman, who brings over 30 years of experience in scaling revenue and driving growth in tech companies, and CTO Eric Fleischman, who oversees the platform's technical strategy and engineering development.