How to use the new SIGNiX Notary Service to get your documents notarized
The SIGNiX Notary Service allows you to upload a document(s) that requires notarization and schedule a time to meet online with a SIGNiX independent notary to notarize the document(s), using SIGNiX’s remote online notarization technology.
The process is straightforward. Just follow these easy steps (more information about each step is detailed below).
- Provide information about the signer(s). Usually you will be one of the signers.
- Choose a time and date for the notarization and check availability of our notary staff.
- Upload the document(s) to be notarized.
- Add any additional context about the documents, if you want.
- Choose how many notary stamps need to be applied to the document(s).
- Enter your payment information.
- Receive a confirmation email as to the time and date of the notarization, as well as a meeting link (via Zoom).
- At the time of the appointment, have your identification ready (e.g. driver’s license, passport).
- Connect to the online Zoom meeting and meet your notary, who will walk you through the process. They will trigger an email from SIGNiX with a link to access your documents.
- Verify your identity, then review and sign the documents.
- The notary reviews your verification information.
- Assuming all is good, the notary signs and notarizes the document.
- The notary ends the meeting.
- Receive a thank you email with a link to the documents that were notarized.
Creating the Appointment
- Be sure to fill in all required fields: Signer Name, Email and Mobile Number, Date/Time. Usually you will be one of the signers.
- Check availability after choosing the date and time, to be sure a SIGNiX Notary will be able to assist you at that time. If there are no notaries available at that time, choose the next most convenient time and check again for availability. Note that appointments cannot be scheduled closer than 1 hour from now, nor can they be scheduled farther out than 28 days.
- All documents that are intended for notarization must be uploaded at appointment creation – you will not be able to add more documents later.
- You can only upload PDF documents to the SIGNiX Notary Service.
- Note that the following documents should not be uploaded and cannot be notarized by SIGNiX Notaries at this time: (a) real estate documents (such as mortgage or promissary notes) and (b) estate planning documents (such as eWills). While these documents may be permitted to be remotely notarized in some states, the requirements for those documents are not yet available within the SIGNiX offering. SIGNiX Notaries are instructed to cancel appointments if documents of these types are uploaded for notarization.
- The basic price of the SIGNiX Notary Service notarization includes one stamp and one signer. Other charges will be added for additional signers and additional stamps (above 1).
- Payment must be made in advance of the notarization to secure your appointment slot.
Cancellations / No Shows
- If you need to cancel or reschedule the appointment, you can click the link in the email and text message sent to you. Cancellation without penalty is allowed up to 2 hours prior to your appointment.
- If you cancel or reschedule less than 2 hours prior to the appointment, you will be charged a $15 late cancellation fee and refunded the remainder of the notarization charge.
- If you do not show up the appointment, you will be charged a $25 no-show penalty and refunded the remainder of the notarization charge (if any).
- If the notary needs to cancel, you will be refunded the full amount of the notarization.
- If for some reason you join the online meeting and the notary does not show up a full 10 minutes after the scheduled appointment time, please contact SIGNiX Support here: Support Home
Getting Ready for the Appointment
During the appointment, you will be joining an online meeting facilitated by Zoom, and will need to enable your camera and be on camera and audio during the entire notarization.
In addition, remote online notarization requires strong methods to verify your identity including the system asking you several questions based on public database information (what are known as ‘knowledge-based questions’) and also having to take pictures of some form of identification, typically a passport or driver’s license, possibly in addition to a selfie (which will be compared to your identification). Be sure to have our identification ready before the appointment starts.
For more information on the identity verification process, please see these helpful articles below:
If you will be using a mobile device, you may need to download the free Zoom app from your device’s app store prior to your appointment. You do not need to create an account.
During the Notarization
At the time of the appointment, please click on the link to join the meeting in the emails (and text messages) that the SIGNiX Notary Service has sent. This will launch you into a Zoom meeting.
- The notary will start the Zoom meeting, as the host, and then the signers will join the meeting. The notary may need to "admit" each signer into the meeting.
- Each person should turn on their Camera and Audio to ensure they can all be seen and heard in the meeting, so that they can be recorded during the signing process.
- Each signer is encouraged to use their own device, such as a laptop or desktop computer, to join the Zoom meeting and sign the documents.
- Once the First Signer is finished, the system will automatically email an invite to the Next Signer, and so on, until everyone is finished, including the Notary who will go last in the sequence.
Once you’ve joined the online meeting, the SIGNiX Notary will help walk you through the process, which will include receiving an email with a link to the documents to be signed. Once you click that link, you’ll verify your identity, and once you’ve passed, you’ll view your documents and sign them. Note that you shouldn’t have to share your screen with your notary, unless explicitly asked. In any case, do not share your screen until you’re actually viewing your documents. Knowledge-based authentication questions are designed to be seen by and answered by you alone.
Once you’ve reviewed and signed the documents, the notary will then take over. They will review the identity verification information and check your ID picture against you live on camera. They may ask for you to show your identification to your camera again, as well.
Finally, the notary will review the document. They may ask you questions about the nature of the document and their signing of it. Once they’ve finished signing and adding information to their online notary journal, they will adjourn the meeting, after which you’ll receive an email from SIGNiX with a link to your documents.
Questions & Concerns?
If you have any questions or concerns prior, during or after the notarization, please contact Support Home.