Don't Wait Until December: How to Plan Your Year-End Notarizations

December has a way of arriving faster than expected.

Holiday travel, shortened schedules, family commitments, business deadlines, and end-of-year transactions can make the final weeks of the year especially busy.

If you know you'll need documents signed and notarized before the end of the year, October is a good time to start planning.

You don't need to schedule every future appointment immediately. A simple review of your upcoming paperwork can help you identify potential notarization needs and give you time to coordinate with the appropriate people.

What Documents Should You Review?

Start with documents you already know will need to be completed before the end of the year.

These might include:

• Estate planning documents

• Real estate paperwork

• Business documents

• Affidavits

• Authorization documents

• Powers of attorney

• Certain documents being submitted to government agencies

• Other documents that specifically call for notarization

Not every document in these categories necessarily requires notarization.

Always follow the instructions provided with the document or confirm the requirement with the attorney, title company, lender, government agency, tax professional, or other appropriate professional.

Create a November and December Signing List

One of the easiest ways to avoid last-minute problems is to make a list before the holiday season begins.

For each document, record:

1. What is the document?

Write down the document name.

2. Who needs to sign it?

List every signer who must be present.

3. Is notarization required?

Confirm this rather than assuming.

4. Are witnesses required?

Check the document instructions or confirm with the appropriate professional.

5. What is the deadline?

Write down the actual deadline given by the receiving organization.

6. Where will the signing take place?

Decide whether an office, home, business, or eligible online appointment makes sense.

7. What happens after signing?

Know whether the document must be mailed, uploaded, delivered, or returned to another party.

Why Mobile Notarization Can Help

For people with busy schedules, traveling to an office may not always be convenient.

A mobile notary can meet you at an agreed location, which may make coordinating a signing easier.

This can be useful for:

• Busy professionals

• Families coordinating multiple signers

• Real estate clients

• Business owners

• People who have difficulty fitting an office visit into their schedule

Blue Ink Signing Solutions provides mobile notary services in Miami and South Florida.

When Remote Online Notarization May Be an Option

Remote Online Notarization, or RON, allows eligible signers to complete a notarization remotely through an approved online process.

For some Florida clients, this can be a convenient alternative to an in-person appointment.

However, RON isn't automatically appropriate for every document or circumstance. Eligibility can depend on the document, signer, receiving organization, and applicable requirements.

If you're considering online notarization, confirm that the document can be completed through RON and that the receiving party will accept it.

What to Have Ready Before Your Appointment

Once you schedule a notarization, preparation can make the appointment easier.

Before the signing:

• Have the complete document available.

• Don't sign the document ahead of time unless instructed to do so.

• Have acceptable identification available.

• Make sure required signers will be present.

• Confirm whether witnesses are required.

• Follow any special instructions provided by the document recipient.

• Make sure everyone understands which documents are being signed.

If you have questions about the document's legal meaning, contact the attorney or other professional who prepared it.

What a Notary Can and Can't Do

Understanding the notary's role can help avoid confusion during an appointment.

A notary can perform the authorized notarial act and follow the applicable notarial procedures.

A notary generally cannot:

• Give legal advice

• Draft legal documents

• Tell you what legal document you should use

• Explain the legal effect of provisions in your document

• Guarantee that another organization will accept the document

For legal questions, contact an attorney. For tax questions, contact a qualified tax professional.

Use October as Your Planning Month

You don't need to wait until November to start thinking about year-end paperwork.

During October, review your upcoming documents and identify anything that may need to be signed or notarized before December 31.

Then confirm the requirements and deadlines with the appropriate professionals.

Once your documents are ready, schedule the necessary notarization with enough time to handle unexpected changes.

Frequently Asked Questions

Can I schedule a notarization in advance?

Yes. If you know you'll need a notary, planning ahead can make scheduling easier. The document should be ready and the signing requirements should be confirmed before the appointment.

Can a notary tell me if my document needs notarization?

A notary can explain the notarial process, but shouldn't determine the legal requirements for your document. Confirm notarization requirements with the document preparer or receiving organization.

Does Blue Ink offer online notarization?

Blue Ink Signing Solutions offers Remote Online Notarization for eligible Florida signers and documents. Confirm that your specific document and circumstances qualify before scheduling.

Start Before the Year-End Rush

The easiest time to deal with a year-end notarization is usually before it becomes urgent.

Use October to review your paperwork, confirm requirements, identify deadlines, and schedule signings that are already ready to go.

Blue Ink Signing Solutions offers mobile, in-office, and eligible Remote Online Notarization services for clients who need a convenient way to complete document signings.

Have a document that needs notarization? Schedule your appointment with Blue Ink Signing Solutions before the year-end rush.