Not every document needs a notarized signature, but a surprising number of important life documents do. Knowing which documents require notarization — and understanding why — can save you time, prevent delays, and ensure your documents are accepted by the institutions that need them.

Here is a comprehensive guide organized by the type of document, along with notes about why notarization matters for each.

Estate Planning Documents

Estate planning is one of the most common reasons people need notary services. These documents carry enormous legal weight, and notarization adds a critical layer of authentication.

  • Last will and testament. While Washington state does not strictly require wills to be notarized, a notarized will with a self-proving affidavit can be admitted to probate without requiring witnesses to testify in court. This saves significant time and expense for your heirs.
  • Revocable and irrevocable trusts. Trust documents should be notarized to confirm the identity of the grantor and to facilitate the transfer of assets into the trust.
  • Powers of attorney. Both financial and healthcare powers of attorney should be notarized. Many institutions, especially banks and real estate companies, will not accept a power of attorney that is not notarized.
  • Advance healthcare directives. Also called living wills, these documents express your medical care wishes if you become incapacitated. Notarization helps ensure they are accepted by healthcare providers.
  • Beneficiary designations. Some beneficiary designation changes require notarized signatures, particularly for pension plans, certain insurance policies, and retirement accounts.

For estate planning notarizations, we offer compassionate mobile notary visits when signers cannot easily travel to an office.

Real Estate Documents

Real estate transactions involve some of the most document-intensive notarization work. Nearly every step of buying, selling, or refinancing property requires notarized signatures.

  • Deeds. Warranty deeds, quitclaim deeds, and special warranty deeds all require notarized signatures to be recorded with the county.
  • Deeds of trust and mortgages. The security instruments that tie your loan to the property must be notarized.
  • Title transfer documents. Any transfer of real property ownership requires notarization.
  • Closing documents. The full package of documents at a real estate closing — including the closing disclosure, promissory note, and various compliance documents — requires multiple notarized signatures.
  • Seller affidavits. Sellers typically sign notarized affidavits confirming property condition, marital status, and other facts about the transaction.
  • Home equity applications. HELOCs and home equity loans require notarized signatures.

Our mobile notary services handle all of these documents at a location convenient for you.

The legal system frequently relies on notarization to authenticate signatures and verify the identity of signers.

  • Affidavits and sworn statements. Any document where you swear under oath that the contents are true requires a notary to administer the oath and witness the signature.
  • Depositions. Sworn testimony given outside of court is often notarized.
  • Court declarations. Various court filings require notarized signatures.
  • Name change petitions. Applications to change your legal name typically include notarized affidavits.
  • Custody agreements. Parental agreements regarding child custody often require notarization.
  • Divorce settlement agreements. Financial and property division agreements are frequently notarized.

Business Documents

Businesses regularly need documents notarized for transactions, compliance, and governance purposes.

  • Articles of incorporation. Forming a corporation or LLC often involves notarized signatures.
  • Operating agreements and bylaws. Foundational business documents are strengthened by notarization.
  • Corporate resolutions. Board resolutions authorizing specific actions (like opening bank accounts or entering contracts) may need notarized signatures.
  • Partnership agreements. Notarization confirms the identity and intent of all partners.
  • Commercial contracts. While not always required, notarizing business contracts can prevent future disputes about whether signatures are genuine.
  • Franchise agreements. Both franchisors and franchisees frequently notarize these multi-page agreements.
  • Commercial leases. Lease agreements for business property often require notarized signatures.

Medical and Healthcare Documents

Healthcare situations often create urgent notarization needs, particularly when patients have limited mobility or are in acute care settings.

  • HIPAA authorization forms. Authorizing release of medical information to specific individuals.
  • Medical power of attorney. Designating someone to make healthcare decisions on your behalf.
  • Do not resuscitate (DNR) orders. While not all states require notarization, having a notarized DNR provides additional legal certainty.
  • Organ donation directives. Notarized organ donation wishes provide clear documentation of intent.
  • Consent forms for medical procedures. Some medical procedures, particularly experimental or high-risk treatments, require notarized consent.

Financial Documents

Banks, insurance companies, and financial institutions regularly require notarized signatures for account-related transactions.

  • Loan applications. Personal, auto, and business loan applications frequently require notarized signatures.
  • Pension and retirement distributions. Withdrawals, rollovers, and beneficiary changes for retirement accounts often need notarized authorization.
  • Insurance claims. Large insurance claims may require notarized affidavits or proof-of-loss statements.
  • IRS forms. Certain tax-related documents, including some IRS forms and tax lien releases, require notarization.
  • Safe deposit box access authorization. Granting someone else access to your safe deposit box typically requires a notarized signature.

International Documents

Documents intended for use in another country have additional requirements beyond standard notarization.

  • Passport applications. Certain passport applications and renewals require notarized signatures.
  • Visa application documents. Supporting documents for visa applications may need notarization and apostille.
  • International business documents. Contracts, powers of attorney, and corporate documents being used internationally often need both notarization and an apostille.
  • Foreign adoption documents. Extensive documentation for international adoption requires notarization and typically apostille.

Employment Documents

Workplace-related documents sometimes require notarized verification.

  • I-9 employment verification. Employers can designate an authorized representative to complete the I-9 verification process for new hires.
  • Non-compete and non-disclosure agreements. Some employers require these to be notarized.
  • Employment contracts. Particularly for executive-level positions or contracts involving significant compensation.

Do You Need Something Notarized?

If your document is on this list — or if you are unsure whether notarization is required — contact us. We can help you determine what is needed and schedule a convenient appointment.

Call us at (253) 366-6538 or visit our contact page to get started. We serve all of Gig Harbor, Tacoma, Port Orchard, Bremerton, and surrounding communities with same-day availability.