What to Bring to Your Notary Appointment

One of the most common questions I get as a mobile notary is "What do I need to bring?" Whether I'm coming to your home, office, or meeting you at another location, being prepared will make your notary appointment quick and stress-free. Here's exactly what you need to have ready.

I'm Christian Nichols, a licensed Pennsylvania notary and NNA Certified Signing Agent serving Western PA. Let me walk you through the essential items you'll need for your notarization.

Required: Valid Photo Identification

This is non-negotiable. Pennsylvania law requires me to verify your identity using a current, government-issued photo ID. Without proper ID, I cannot legally notarize your documents.

Acceptable Forms of ID

• Driver's License - PA or any other US state (most common)
• State-Issued Photo ID Card - Non-driver identification
• US Passport - Current or expired within 5 years
• US Military ID - Active duty or veteran ID with photo
• Permanent Resident Card (Green Card) - Must be current
• Foreign Passport with US Visa - Must be current

ID Requirements Checklist

Your ID must meet ALL of these criteria:

• Current and not expired - Exception: US Passports expired within 5 years are acceptable
• Has your photograph - Must be clearly visible
• Shows your signature - Most government IDs include this
• Issued by government - Federal, state, or foreign government
• Legible and in good condition - I must be able to read all information clearly

What IDs Are NOT Acceptable

I cannot accept these forms of identification:

• Social Security cards - No photo, not government-issued ID
• Birth certificates - No photo
• Credit or debit cards - Not government-issued
• Employee ID badges - Not government-issued
• Student IDs - Not government-issued (even public universities)
• Temporary paper IDs - Must be permanent card with photo
• Photocopies of IDs - Must be the original card

Your Documents to Be Notarized

Bring the actual documents you need notarized. Here's what you should know:

Document Requirements

• Complete and ready to sign - No blank spaces or missing information (except your signature)
• Unsigned by you - For most notarizations, I need to watch you sign
• Notarial wording included - The document should already have the notary certificate section
• Original documents - Not photocopies (unless you specifically need copy certification)
• Multiple copies if needed - If you need several notarized originals, bring all copies

Optional But Helpful Items

While not required, these items can make the process smoother:

• Payment ready - I accept cash, Venmo, PayPal, Zelle, and checks. Know your fee in advance.
• Instructions or cover letter - If your documents came with specific instructions from an attorney, lender, or agency
• Return envelope - If documents need to be mailed somewhere after notarization
• Additional signers' contact info - If multiple people need to sign and I need to coordinate
• Witness information - Some documents require witnesses in addition to notarization

Special Situations

If You Recently Changed Your Name

If you've changed your name (marriage, divorce, legal name change) and your ID doesn't match your document:

• Bring supporting documentation (marriage certificate, court order)
• Contact the document issuer to ask if you should sign with your old or new name
• Let me know about the situation when you book so we can plan accordingly

If Your ID is Lost or Expired

Unfortunately, I cannot proceed without valid ID. You'll need to:

• Get a replacement ID from PennDOT or your state's DMV
• Renew your expired ID
• Use an alternative acceptable ID (like a passport if your license is expired)

For Elderly or Disabled Signers

If you're arranging notarization for an elderly parent or family member:

• Make sure they have valid ID - many elderly residents have expired driver's licenses
• If their license is expired, a passport (even if expired within 5 years) works
• The signer must be mentally competent and aware of what they're signing
• I'll need to interact directly with the signer, not through a family member

Preparing for Loan Signings

If you're having a mortgage closing, refinance, or HELOC signing, you'll also need:

• Photo ID for all borrowers - Every person on the loan needs valid ID
• Cashier's check or wire confirmation - If bringing funds to closing
• Proof of homeowner's insurance - Sometimes required for closings
• Your loan estimate or closing disclosure - To review before signing

The title company or lender typically sends me your documents in advance, so you don't need to bring those - I'll bring them to you.

Quick Checklist Before I Arrive

What I Bring

You don't need to worry about supplies - I bring everything needed:

• My official notary seal and stamp
• Notary journal to record the transaction
• Black ink pens
• Extra notarial certificates if needed
• For loan signings: all your documents from the title company