What to Expect During Online Notarization with Proof
The article explains the step-by-step process of online notarization with Proof, detailing how users can start by uploading documents themselves or responding to an invite, then proceed through entering personal information, confirming location, and verifying identity to complete the notarization securely and efficiently.
The short answer: Whether you're starting a notarization yourself or responding to an invite from an organization, here's exactly what to expect from start to finish.
How You Can Start a Notarization
Notarizations on Proof can be initiated in several ways:
- Start the process yourself by uploading your document directly.
- Receive an email or text from an organization or notary with a link to your transaction.
- Use a link or QR code provided by an organization or notary.
The experience is almost the same regardless of how you get started. The only difference is how you access the transaction in the first place.
Before you begin, make sure you have everything you need.
How to Get Started
Starting Your Own Transaction
- 1.Visit the upload page using a device that meets the minimum system requirements.
- 2.Upload a PDF of your document from your device. Be sure to review the file size and format requirements for best results.
- 3.Continue with the notarization process described below.
OR
Responding to an Invite
- 1.Click the link provided in your email, text, or QR code to get started. Depending on the sender's settings, you may be able to upload your own document.
- 2.Continue with the notarization process described below.
The Notarization Process
Once you're in the Proof platform, here's what you can expect:
1. Enter Your Email Address
We'll use this to send you your completed documents after the session.
2. Provide Your Personal Information
You'll be asked for your name, date of birth, the last 4 digits of your U.S. Social Security number, and your current or previous U.S. address.
3. Confirm Your Location
Indicate whether you're currently at your home address. This information has no bearing on the notarization, but is required for the notary's journal.
4. Verify Your Identity
The method used to verify your identity depends on your transaction type and receiving party. The option available to you will be shown when you reach this step.
- KBA + Credential Analysis: Answer 5 security questions within 2 minutes, then capture a photo of the front and back of your photo ID.
- Selfie + Credential Analysis: Capture a selfie and a photo of the front and back of your photo ID.
If your document requires a secondary ID, have that ready too.
5. Allow Camera and Microphone Access
Proof will ask for access to your camera and microphone for the live video session. Make sure to allow this so your session can begin without any delays.
6. Connect with Your Notary
You'll join a live video call with your notary — typically within a few minutes, though wait times may vary. Follow their instructions throughout the session to complete your notarization.
7. Pay for the Notarization
After the notary ends the call, you'll be prompted to pay for your session if applicable. If the organization or notary who sent the transaction is covering the cost, you won't need to pay.
After Your Notarization
Once your session is complete, here's how to access your documents:
- If you are responsible for paying for the transaction, you'll be able to access your documents as soon as payment is received.
- If the organization or notary paid, you can access your documents immediately after the session.
You'll receive an email with a link to your completed documents and can also log in to your Proof account to download or share them at any time. Anyone who receives your documents can validate them in the Proof verification portal.
Summary Checklist
- Have your personal information, photo ID, and Social Security number or ITIN ready.
- Upload your document or click the link from your invite to get started.
- Provide your email, personal information, and confirm your current location.
- Complete identity verification and capture a photo of your ID.
- Allow camera and microphone access and join your live session with the notary.
- Pay for the session if applicable, then download your completed documents.
If you have questions about your specific document or transaction, reach out to whoever sent you the documents. For technical help, contact Proof Support.
Related
Capture Selfie Photos for Identity Verification – Proof Help Center
The Proof Help Center explains that Selfie Comparison, an IAL2-compliant biometric verification method, securely verifies a signer's identity by automatically capturing real-time selfies and comparing them to their government-issued ID photos, with guidance on proper lighting, removing accessories, and using a smartphone to ensure clear images, and includes steps like centering the face and looking left and right for enhanced verification, serving as a primary or secondary identity check during the signing process.
Get a Document Notarized with Two or More Signers
Proof offers three flexible online notarization methods—co-located, concurrent, and split signing—to accommodate documents requiring multiple signers, each of whom must have a valid photo ID, U.S. SSN or ITIN (or biometric verification), a U.S. address, email, and a device with audio/video, with sessions supporting up to 10 connected devices including notaries, signers, witnesses, and contacts.
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).
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.
U.S. Postal Service Form 1583 Supplement
The U.S. Postal Service Form 1583 Supplement outlines additional terms for Subscribers using Proof's platform to enable their Customers to connect with a Notary for online notarizations of PS Form 1583 in compliance with USPS Domestic Mail Manual 508, detailing definitions of Customer, Acknowledgement, and Verification of Fact, and incorporating updated USPS guidelines on acceptable primary and secondary photo identification for identity verification.