How to Prepare for a Notary Appointment (Checklist)

The 60-second pre-appointment checklist

• Documents: bring every page, with ordinary blanks completed but signature and notarial certificate fields left for the appointment as instructed.
• Identification: have current, acceptable identification ready for each signer and confirm acceptance before the visit.
• Attendance: every person whose signature needs notarization must appear before the notary; eligible online appointments use the approved remote process instead.
• Witnesses: confirm whether your document requires witnesses and arrange them in advance.
• Appointment details: confirm the address, access instructions, preferred time, and contact telephone number.
• Payment: confirm the full quote and accepted payment method before the appointment.
• Signing space: choose a quiet, accessible, well-lit location with a table or other stable surface.

Use this checklist for a mobile notary visit in Richmond, Chesterfield, Henrico, or our other service areas. Preparing ahead helps avoid missing signers, unsuitable ID, or a second visit; it does not guarantee that every document can be notarized.

Checklist 1: Confirm what your document needs

• Ask the receiving organization or drafting attorney which notarial act is required. A notary cannot choose the legal form of your document for you.
• Bring the complete document, including attachments and the notarial certificate if supplied.
• Check that names are consistent with the identification each signer will present. Ask about discrepancies before the appointment rather than changing legal documents yourself.
• Do not fill in the notary's certificate, seal area, or commission information.
• If you do not understand the document's effect, consult its author or an attorney before arranging the signing.

Acknowledgments and sworn statements have different signing requirements. An acknowledgment may concern a previously signed document, but the signer must still appear and acknowledge it. A jurat requires the oath or affirmation and signing as directed in the notary's presence. Ask before signing in advance.

ID requirements

Virginia Code § 47.1-2 lists satisfactory identification, including qualifying passports, government-issued driver's licenses or identification cards, military identification, and alien registration cards. Check the precise requirements and your notary's process before the visit.

• Bring an original, current identification document, not just a photo or photocopy.
• Tell the notary beforehand if your name differs from the document or your usual ID is unavailable.
• Do not assume an expired card will be accepted. Ask whether another lawful identification method is available in your circumstances.
• For remote notarization, review the platform's identity verification requirements separately; presenting a photo ID alone may not complete online verification.

The statute also provides other satisfactory-evidence methods in particular circumstances. This checklist is not a substitute for the notary's assessment. Official source: https://law.lis.virginia.gov/vacode/title47.1/section47.1-2/.

Don't sign in advance

Leave signature lines unsigned unless the notary or the document recipient tells you otherwise. If a document is already signed, tell the notary which notarial act is requested; do not assume it must be discarded or that the notary can notarize without your appearance.

Witnesses

Witness requirements depend on the document and applicable law. Virginia will self-proof commonly involves the testator and the will's two attesting witnesses; a written advance directive has its own witness requirements. Not every power of attorney requires two witnesses.

• Ask the drafting attorney or receiving organization how many witnesses are needed and who qualifies.
• Confirm that required witnesses can attend at the same time as the signer.
• Ask whether witnesses need identification for any related notarial acts.
• Do not assume the notary can serve as a witness or supply witnesses without prior arrangements.

For will formalities, see Virginia Code §§ 64.2-403 and 64.2-452. For advance directives, see § 54.1-2983. Get document-specific advice rather than applying one witness rule to every signing.

Checklist 2: Coordinate a mobile visit

• Confirm your Richmond, Chesterfield, Henrico, or other service-area address and any parking or building-entry instructions.
• Make sure every signer and required witness is available for the agreed time.
• Keep pets, background noise, and interruptions away from the signing table.
• For a hospital or care facility, check visiting hours and access rules with staff; tell the notary about bedside or accessibility needs.
• Let the notary know if the signer needs language assistance or cannot communicate freely. Do not arrange for someone else to sign unless the document's lawful process has been established.

Same-day appointments may be available, but availability depends on location, timing, and the signing requirements. Request an appointment before making travel or document-delivery commitments.

Checklist 3: Prepare for an eligible online appointment

Remote online notarization is a separate process. Trusted Virginia Notary facilitates eligible online sessions through iNotarize; eligibility is reviewed and not every document or transaction qualifies.

• Check that the recipient accepts remote online notarization for your document.
• Have the complete document ready in the format requested by iNotarize.
• Use a device with a working camera, microphone, and stable internet connection.
• Complete the platform's identity verification and follow its signing instructions.
• Keep actual document uploads, checkout, and video sessions within iNotarize, not the mobile appointment request form.

Count the notarial acts

Look at the document. Each separate notary block at the end of a signature line is one act. The fee is per act, not per document, and that affects pricing.

Choose a good signing environment

• A clean, flat surface
• Good lighting
• Quiet enough for the notary to confirm understanding
• Free from anyone who might appear to be pressuring the signer

For hospital signings, ask nursing for permission to use a small conference room if available — but bedside is fine.

Know your document

The notary can explain the notarization procedure but cannot provide legal advice about your document. If you're unclear on its legal effect, talk to the drafting attorney before the appointment. Signers must be willing to sign; do not pressure someone into completing a signing.

After the appointment

• Review the completed document before leaving and raise any missing fields with the notary.
• Follow the recipient's instructions for original documents, copies, delivery, and any subsequent apostille process.
• Keep records securely, especially when documents contain identity, medical, or financial information.
• For online sessions, download and retain the completed document as directed by the platform and recipient.

If something is missing

Missing ID, absent witnesses, uncertainty about the requested notarial act, or a signer who cannot participate freely may mean the appointment cannot proceed. Contact the notary before the scheduled time so you can discuss the next appropriate step. Do not alter dates, ask for an absent person's signature to be notarized, or rely on notarization to fix a defective document.

A complete checklist saves time without skipping safeguards. When you are ready, request a mobile appointment and share your location, document type, number of signers, and preferred time.