How to Prepare for a Notary Appointment (Checklist)

The 60-second pre-appointment checklist

• ✅ Document is complete — all blanks filled (except signature lines)
• ✅ You have current government-issued photo ID
• ✅ All signers will be physically present
• ✅ Witnesses are arranged if required
• ✅ You know how many notarial acts are required
• ✅ Payment method is ready
• ✅ Quiet, well-lit signing area available

ID requirements

Acceptable Virginia notary ID:

• U.S. driver's license or state ID
• U.S. passport or passport card
• U.S. military ID
• Permanent resident card (green card)
• Foreign passport (some notaries; confirm in advance)

ID must be:

• Current (not expired)
• Bearing a photograph
• Bearing a signature (most do)
• Issued by a government agency

Expired ID is not acceptable in Virginia — even one day past.

Don't sign in advance

Most Virginia notarial acts (acknowledgments are an exception, but in practice the notary still wants to watch you sign) require the signer to appear in person. Even if you've signed already, the notary may ask you to re-sign or initial in their presence.

Witnesses

A few Virginia documents require witnesses:

• Self-proving affidavit on a will: 2 witnesses
• Some powers of attorney: 2 witnesses (best practice even when not required)
• Advance medical directive: 2 witnesses

Witnesses must be:

• Adults
• Mentally competent
• Disinterested (not named in the document, not related to the principal, and not beneficiaries)
• Bringing their own ID

If you can't supply witnesses, ask the mobile notary in advance — many can bring or arrange them for a small fee.

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 won't explain *what* the document does, but you should. If you're unclear on the legal effect, talk to the drafting attorney before the appointment.

After the appointment

• Take a photo of the notarized signature page for your records
• Send the original to the recipient (lender, title company, foreign authority) by traceable mail
• Keep a copy in your records

A well-prepared signing takes 10–20 minutes. A poorly-prepared one takes two visits.