Florida has a diverse population and strong international ties, and hence the high number of apostille request to birth certificates. On average 320 birth certificates require authentication a month.  

What Is an Apostille

An apostille is a form of international certification guaranteeing the authenticity of a document. It will confirm that the signature and seal on your birth certificate is genuine and that it is a legally accepted document in countries that are part of the Hague Apostille Convention.

If your destination country belongs to this convention, you need an apostille. If not, you will need additional authentication through the U.S. Department of State and the affected country’s embassy.

Who Issues Apostilles in Florida

The Florida Department of State, Division of Corporations in Tallahassee issues all apostilles. This office verifies the signatures of state officials, registrars, and court clerks.

The Florida Department of Health provides certified vital records but does not issue apostilles.

Who Can Request an Apostille

• Requests for apostilles on birth certificates can only be made by:
• The person named on the certificate (who is over 18)
• A parent named on the certificate
• A documented legal guardian
• An authorized legal representative

Step 1: Obtain a Certified Birth Certificate

An apostille request first needs a certified birth certificate. For a certificate to be considered certified, it must have a raised seal, the signature of the registrar, and a date.

To order a certified copy, you can go to:

• In person at your nearest Florida Bureau of Vital Statistics office
• By mail using Form DH726 from the Florida Department of Health
• Online through VitalChek, the only authorized provider

Photocopies and digital versions are not accepted. You need an original or state-issued certified copy.

Document Requirements

Your birth certificate must be intact and legible with no tears, stains, or fading. It needs a visible raised, embossed, or multicolored seal along with a clear registrar’s signature. The document must be issued by Florida, as other states must process their own apostilles.

Never notarize your birth certificate. This invalidates it for apostille processing. If you need multiple apostilles, order a separate certified copy for each one.

Step 2: Complete the Request Form

Complete the Apostille or Notarial Certificate Request Form on the Florida Department of State’s website. Make sure to add:

Your contact details

The country the documents will be sent to

The quantity of documents

How you want to receive the documents

Please be sure the country is correct so it is formatted correctly.

Understanding the Complete Cost

The standard apostille fee is $10 per document. If your certificate was certified by a Clerk of the Circuit Court, the total may be $20. Payment must be by check or money order to the Florida Department of State.

Step 3: Choose Your Submission Method

Walk-In Service

Visit the Florida Department of State in Tallahassee for same-day processing. Most requests are completed while you wait, depending on the current workload. This works best if you’re local to Tallahassee or have urgent deadlines.

Mail Submission

Mail your documents to the Florida Department of State, Apostille Section in Tallahassee. Include your certified certificate, completed form, payment, and prepaid return envelope with tracking. This is the most budget-friendly option if you have time to plan.

Use a courier for faster delivery than standard mail. Processing typically takes 3 to 5 business days. Keep copies of your documents and shipping receipts for tracking.

Courier Service

Timeline Planning Guide

• If you need it in 1 to 2 days → Walk-in service in Tallahassee    
• If you need it in 1 week → Courier service  
• If you have 2 to 3 weeks → Standard mail    
• If you are living out of state, → Professional service  

Common Destination Countries

Florida residents frequently need apostilles for:

• Spain (marriage, residency)  
• Italy (dual citizenship)  
• Mexico (work permits)  
• United Kingdom (education, employment)  
• France (business registration)  
• Germany (immigration)  

Additional steps may include certified translations for apostille documents.  

South Florida Assistance

NotaryPlusMore provides florida notary services across Miami-Dade, Broward, and Palm Beach Counties with mobile notary services. We verify your documents meet all requirements before submission, preventing delays and ensuring everything is correct the first time.

We take care of:  

• Document verification  
• Form completion  
• Courier coordination  
• Return envelope preparation  

Step 4: Verify Your Document

To make sure everything is in order, look at the apostille page attached to your apostilled certificate to confirm:  

• It is sealed  
• Your name and date of birth appear correctly  
• The destination country matches your needs  
• All signatures and seals are clear  

Non-Hague Convention Countries

Please keep in mind that some countries are not members of the Hague Apostille Convention. After receiving your Florida apostille, these documents need: 

• Authentication by the U.S. Department of State  
• Legalization by the destination country’s embassy    

Before you begin, check with the embassy to confirm requirements.  

Translation Requirements

You will need a certified translation for non-English speaking countries. Apostille the document and then translate it. Requirements vary by country. Some will accept U.S.-based translations, while others require their own certified translators. A few countries need translations apostilled separately.  

Confirm requirements with the receiving authority before you submit your documents.  

Mistakes to Avoid

• Photocopies instead of certified documents  
• Notarizing your birth certificate  
• The payment or return envelope is missing  
• The wrong destination country is listed  
• Sending documents from other states to Florida  
• Not ordering enough certified copies  

Use trackable delivery and keep confirmation receipts.

When to Use Professional Services

Consider professional apostille services in Florida if you live outside Florida or abroad, have urgent deadlines, need documents sent internationally, or require embassy legalization after apostille. Professional services handle everything from start to finish, saving you time and preventing errors.

NotaryPlusMore handles the complete process for Florida residents and international applicants. Our team manages:

• Document eligibility verification
• Accurate form completion
• Courier coordination
• International shipping
• Non-Hague Convention guidance

Final Thoughts

Getting an apostille for your Florida birth certificate is manageable with the right preparation. You will need to request a certified copy, fill out the request form and choose the way you will submit the documents, then check the document you receive. Make sure to check if the country you are sending the document to is under the Hague Convention. You must never notarize the birth certificate and send only the original or certified copies. If you have apostille services, request multiple copies and plan for the time to process. NotaryPlusMore offers reliable apostille services and notary support throughout South Florida. Our team handles the details so you can focus on your international plans.

The post How to Get an Apostille Birth Certificate in Florida: A Complete Step-by-Step Guide appeared first on Notary Plus More.

To ensure that trust is well-placed, most commissioned notaries carry a surety bond—a built-in safeguard designed to protect the public and reinforce accountability. A notary surety bond guarantees that if an administrative error or procedural oversight occurs, affected parties have a clear process for resolution.

How a Notary Surety Bond Works

A notary surety bond is a three-party legal agreement created to protect the public and uphold confidence in notarized documents.

If a notarization error results in a verified document issue, the surety company may provide financial compensation up to the bond amount. The notary, in turn, reimburses the surety company, ensuring accountability while protecting the public.

Why States Require Notary Bonds

Most U.S. states require notary bonding before commissioning them. 82% of all surety bindings issued in the U.S. cover commissioned notary public.

For a notary public, the bond serves the following purposes: 

Financial Protection: The bond serves the affected party without a lengthy legal dispute.

Professional Accountability: Ensures the notary is responsible for following law guide, and procedures.

Licensing Requirement: States will not license or renew a notary without an active bond to maintain professional order.

Public Confidence: All notaries meet the minimum state standard and have financial assurance.

How Much Protection Does a Notary Bond Provide

Bond coverage varies by state and represents the maximum amount available for valid claims during a notary’s commission term (typically 4 years).

These amounts reflect the balance between reasonable access and public safety for the state’s residents. For instance, California operates in a high-volume notary environment and a $15,000 bond provides coverage relative to that risk.  

Note: Some states require higher bond amounts for remote or online notarizations, such as Florida ($25,000) and Illinois ($30,000).

How Notary Bonds Protect You from Errors

Each bond reassures the consumer that the notary and his actions matter. The notary might not impact the document, but good public relations will help. State law codifies that there will be consequences, which are financial to the document in the remote/online environment.

Consumer Protection

Prepare Evidence: If a notary error impacts the document such as a missing seal, write out a witness statement and record any details.

File a Claim: You may reach out to the notary’s surety company directly. Make sure to include the notary’s name and commission number and describe the situation.

Investigation Period: The surety investigates the claim to see if the state notarial procedures were followed. This typically takes between 30 and 90 days.

Claim Resolution: If a confirmed error falls within the limits of the surety’s bond, payment will be made to the surety and will be paid out of the bond limit.

Filing a claim on a bond is rare and is usually a result of a clerical error as opposed to any malicious intent. This serves to strengthen the ethical side of the system and guarantees the legal validity of every document that is notarized.

Notary Bond vs. Errors and Omissions (E&O) Insurance

Both terms appear frequently in notarial services, but they serve different roles:

The surety bond ensures protection for the public, while E&O insurance adds another layer of coverage for notaries handling high-value or complex transactions.

How to Verify a Notary’s Bond Status

Before employing a notary for significant transactions, the bond status for notary services can easily be assessed:

Examine the Commission Certificate: Notaries are legally required to provide or display a commission certificate that is current and includes bond information.

State Resources: A significant majority of states provide online access to state services for active commissions and bonds.

Ask the Notary: Directly ask for the surety company’s name, bond amount, and expiration date.

Detection of Possible Problems: Missing commission details, expired credentials, or denial when asked to confirm bond information.

Current Developments in Notary Bonding

In the United States, perhaps because of the digital remnants, the notary profession is experiencing increased demand for services for notarization and notary bonds. As of 2023, U.S. states report 8% increase in renewal of commission bonds since 2021.  

With Remote online Notarization (RON) authorized in more than 40 states, market regulators have increased surety bond amounts and market rules provide equal risk to electronic notarization. Most states require notarizers to have higher surety bonds in place.

Your Protection Starts With Properly Bonded Notaries

A surety bond for a notary public is more than a safeguard; it is public protection, as well as protection for the reputation of notarization. Accountability, honesty, and certifying that every document is trustworthy a requirements for each notarization that is completed.

Notary Plus More provides appropriately bonded and professional care for all mobile, remote, and traditional notarization services. Thus, you can rest assured that all services provided by our certified staff are done with the utmost care.

The post Why Every Notary Should Be Bonded appeared first on Notary Plus More.

Start with Your State’s Notary Directory

Each State keeps a record of people who are commissioned Notaries. Public records are a great place to begin your search. For instance, people who live in Florida can use the Florida Department of State’s Notary Search to find active notaries and to validate their credentials.  

State directories help you find licensed Notaries. This will make sure your documents are legally recognized.

For a better experience, or if you need assistance with various kinds of verification, you could connect with a Notary Public Service. Because some Notary Public Services also offer fingerprinting services, along with identification and background checks for employment or licensing, you could conveniently manage all your document verification in one spot.  

Everyday Places That Offer Notary Services

Usually, you really don’t need to search for a notary for long. Many community businesses and area have certified notaries. Even if they don’t promote it, they often have it.

Here are a few of the more usual community spots to try.

• Banks and Credit Unions: Most of these have notaries, and they’re often at no cost to their clients.
• Law Offices: Lawyers regularly work with notaries for client paperwork and legal documents.
• Real Estate and Title Companies: Notaries need to be on staff since property transfers and contracts require notarization.
• Libraries and Clerk’s Offices: Local libraries and city offices providing notary services is pretty common and low cost.
• Mailing and Shipping Stores: Certified notaries can be found at many UPS or FedEx stores for walk-in appointments.

Considering a Mobile Notary

If you are short on time or can’t make it somewhere, mobile notary services come to you. These notaries assist with legal document signing in people’s homes, offices, or even hospitals.  

Mobile notaries are great for real estate closings, medical authorizations, or for elderly people. Many mobile notaries also take fingerprints for background check documents and other official documents like employment ones.  

The small travel fee is usually worth the ease they provide, especially with time-sensitive documents.  

Using Online Notary Services

Remote online notarization (RON) lets you complete your document notarization from anywhere in the world using a secure video connection. Your identity is verified electronically, you sign digitally, and the notary applies a legal digital seal.

Florida was one of the first states to accept online notarization and made the process simple and legal. Notarize.com, OnlineNotary.us, and eNotaryOnCall are some of the trusted sites that will help you notarize your important documents in no time.  

When you are sending in documents that include sensitive information of ID and employment verification, data safety and convenience are of utmost importance. Online notarization offers both. Before you start the process, make sure the institution you are sending documents to accepts e-notarization.  

What to Check Before Choosing a Notary

Before you decide on a notary, make sure you check their credentials and what type of notary service(s) they offer.  

• Active Commission: Make sure they are commissioned and recognized by the state.  
• Service Type: Some notaries only do acknowledgments and jurats and some will help with document certifications too.  
• Fees: Most notary fees are state regulated, mobile notaries will only charge a small travel fee.  
• Accepted ID: You will need a government issued photo ID to notarize documents.  
• Other Services: If you need notarization on documents to accompany fingerprints or background checks, ask the notary or office if they have that outlined in their service.  

If you do not want to handle things by yourself, Notary Public Service will help you with verification, documentation, and connect you with the right type of notary for your needs.

Why It’s Important to Work with a Qualified Notary

A competent notary helps curb fraud and ensures that documents are signed and executed properly. They authenticate your legal identity, ensure you are signing the documents of your own free will and ensure the documents are not illegible.

The most time consuming documents are the ones checked by a disqualified or inactive notary. Working with notary professionals gives you peace of mind. This is especially true for those professionals providing a full suite of services like fingerprinting and background checks.

Final Thoughts

It has never been easier to find a Notary Public. You can access your state’s official notary directory, visit a local business that has notary services or complete the process online in a few minutes.  

If you prefer a professional to complete all the steps, you can contact a dependable Notary Public Service. Trusted providers can also help with identification requirements like fingerprinting and background checks, giving you an all-inclusive, compliant, and streamlined process.

The post Where Can I Find a Notary Public? A Clear Guide to Getting Your Documents Notarized appeared first on Notary Plus More.

Mobile notaries flip the script. They don’t make you come to them. They meet you at your home, hospital room, office, nursing home, or wherever you are. That matters when the clock’s ticking. Or someone’s sick. Or you’re juggling real estate paperwork, legal docs, or a family emergency.

People don’t want to drive, wait, or guess if a notary is even available. They want certainty. Fast. Easy. Done today. That’s the power of mobile notaries. They’re not just growing in popularity. They’re becoming essential.

Convenience and Flexibility

Here’s the thing. Time is money. And when you need something notarized, you’re not looking to waste either. That’s why mobile notaries are winning. So instead of you driving, parking, and hoping the notary is actually there, they come to you.

That’s huge for busy professionals, caregivers, or anyone who simply can’t leave their location. You set the time. You choose the place. Some notaries even work weekends or after-hours. Imagine signing important documents without ever leaving your home or office. No rush. No rescheduling. No waiting around.

You control the schedule and that kind of flexibility is rare in services tied to legal documents. People want same-day options. They want transparency. They want a notary who shows up and gets it done right the first time. With mobile notary services, you’re not chasing a signature, you’re buying back your time. And that, for most people, is worth every penny.

Increased Demand in Various Industries

Mobile notaries aren’t just helping individuals, they’re now critical across entire industries.

• Real estate is a huge one. Closings, title transfers, and signings often involve stacks of documents that need official seals. Time-sensitive, high-stakes, and usually involving multiple people in different places, notary signing agents make that smoother.
• In the legal world, things like power of attorney, affidavits, court filings, estate planning, and contracts often require someone physically present. When clients can’t show up or deadlines are tight, mobile notaries step in.
• Financial institutions use them to meet clients outside branch hours or at locations more convenient than a traditional office.
• And healthcare? Mobile notaries are helping families manage advanced directives, medical consent forms, and insurance claims often bedside in hospitals, nursing homes, or rehab centers.

Across the board, mobile notaries are filling institutional gaps. They’re not a luxury. They’re becoming a reliable bridge when speed, access, and legal accuracy matter most.

Technology Advancements Fueling Growth

Let’s be real. Tech is changing everything. And mobile notaries? They’re adapting fast. It’s not just about carrying a stamp and showing up anymore. Today’s mobile notaries use scheduling apps, online payments, GPS tracking, digital document storage, and secure identity verification tools.

That means faster bookings, fewer errors, and smoother client communication. Some are even combining in-person visits with electronic notarization when allowed. And while Remote Online Notarization (RON) platforms are growing, not every document or institution accepts them.

That’s why apostille offers a powerful mix of human presence and tech efficiency. They bring the seal and the service, backed by tools that reduce risk and save time. You can schedule online. Get price estimates. Track arrival times. And still get the peace of mind that comes with having a real person check ID and sign in person.

Tech makes them faster. Clients make them essential. And that combo is only growing stronger.

Cost-Effectiveness for Clients

Let’s talk about money because it’s a common hesitation. Yes, mobile notaries charge travel fees. But here’s what most people don’t consider: what’s the cost of not getting it done today?

Taking time off work, finding child care, driving across town, circling for parking, standing in line. All add up to those costs too. And if the document is urgent or tied to a deadline, delays can be expensive.

Most states cap the fee for each notarized signature to $10, $15, depending on where you live. The travel fee is extra, and it varies based on location, mileage, and urgency. But it’s often clear upfront. You’ll see things like $35 for 5 miles, $50 for 10 miles, or more in dense cities.

But what you’re really paying for isn’t just travel. You’re paying for time saved. Peace of mind. A guaranteed signature today. That’s not just convenient. That’s the value. And for most people, it’s 100% worth it. 

How to Choose a Reliable Mobile Notary

Trust matters. When you invite someone to notarize sensitive documents, you want to be sure they’re legit.

• Start with their credentials: are they commissioned in your state? Check.
• Do they carry the right seal and ID? Check.
• Read reviews or ask for references. A quick Google search can tell you a lot about how they handle clients.

Also look if they offer clear pricing, fast response, and professionalism. Ask if they have experience with your type of document. Medical POAs? Real estate closings? Jail signings? Different situations have different rules.

Also, if your signing needs witnesses, ask if they can provide one or if you need to. Facilities like hospitals and nursing homes often have access policies. A good mobile notary will know the drill. Some even provide fingerprinting services when extra verification is needed.

And don’t be afraid to ask questions. Transparency builds trust. You don’t want the cheapest. You want the most reliable. The right mobile notary doesn’t just show up. They make your day easier.

Future Trends for Mobile Notary Services

Mobile notary services are just getting started. Here’s what’s next:

• Hybrid offerings that combine in-person and remote options.
• More states are expanding Remote Online Notarization (RON).
• Legal shifts shaping how notaries operate.
• Greater use of tech: real-time scheduling, ZIP code-based travel calculators, automatic compliance checks.
• Rising specialization: notaries focused on real estate, hospitals, jails, or specific high-volume clients.

As demand grows, clients will want niche expertise. Expect smarter websites, better prep kits, and more upfront pricing.

The bottom line? People will still need trusted, human professionals who get it right the first time and who show up when it matters most. That’s mobile notary 2.0.

Conclusion

Mobile notaries are winning because they solve a real problem. People don’t want to waste time hunting for a notary. They want one who shows up, gets it done, and makes their day easier.

Whether you’re signing at home, at the hospital, in a real estate office, or under urgent conditions, mobile notaries remove friction. They’re flexible, fast, and focused. You control the time. You choose the place. And for many documents, that’s both a convenience and a requirement.

The world isn’t slowing down. And services like this meet us exactly where we are. The surge in popularity isn’t a trend. It’s a response to how life works now.So next time you need something notarized, skip the search. Book a mobile notary and get it done today with no stress or delays.

The post Why Mobile Notaries Are Gaining Popularity? appeared first on Notary Plus More.

That’s where a notary public comes in. But here’s the thing: who you choose matters more than you probably think. Notary isn’t about stamping a document. It’s about putting your name, your signature, and your protection into someone else’s hands. And if that someone misses a step or doesn’t follow the law, the consequences fall on you.

You’ve probably heard stories about documents getting lost in transit, incorrect forms, unclear pricing, or even notaries who were never legit in the first place. One mistake can delay everything. It can cost you money, create legal issues, or worse it may open the door to fraud.

But when you pick the right notary public agency, all of that pressure disappears. You stay in control. You know your signature is verified, your ID is confirmed, and your documents are handled by people who actually know what they’re doing.

What Does a Notary Really Do? Cutting Through the Confusion

Let’s be real: you’re busy, and probably not looking to become an expert in what a notary does. But knowing the basics can save you a lot of frustration.

A notary isn’t just someone who stamps papers and walks away. Their real job is to protect you. And to verify that you actually are who you say you are. They help confirm that the document that you’re signing is not under any pressure, confusion, or misunderstanding.

They create a legal record of the signing so that if anyone ever questions it later, you have proof to show right away. That’s why it matters how seriously they take their job.

A trained notary will check your ID thoroughly, follow strict legal procedures, and documents and save every part of the process. They won’t give you legal advice or write documents for you. That’s the job of a lawyer. If a notary says they do that, walk away. Because that’s a red flag.

Knowing what a notary should and shouldn’t do makes it easier for you to spot a professional from someone just doing it for money. Because when your name is on the line, you will need someone who protects your intent, your signature. And help you keep your peace of mind.

How to Spot a Trustworthy Notary Public Agency

You already know that not every notary agency is built the same. Some care about your time and documents. Some just want to get through the next appointment.

So how do you tell who you can trust?

Start by looking for real reviews from people who’ve used the agency recently. The more specific the review, the better. That’s how you find out if they’re consistent, careful, and respectful of your time.

Next, ask for their license info. Any legit agency will be able to prove they’re certified by your state. If they hesitate, that’s your sign to walk away.

A trustworthy notary public agency will tell you the whole process and how they will keep your information protected and also what steps they take to prevent fraud. If they avoid answering these questions or act like you’re asking too much, that’s a huge red flag.

You deserve transparency. You deserve answers. And you deserve to see a process that is not just for paper.

Step-by-Step: How to Choose the Best Notary for Your Needs

Choosing a notary shouldn’t feel like guessing. It should feel like checking off a list.

Here’s how to make the process easier:

• Figure out what you need. Are you working with real estate? Health documents? Business forms? Do you need someone with weekend hours or remote options?
• Search local agencies and visit their websites. Look for key details like clear pricing, appointment instructions, and scheduling options.
• Read reviews. Focus on how people were treated not just whether the notary completed the task.
• Call your top picks. Ask about identity verification, rescheduling policies, and how they handle your questions.

Listen closely to not just to what they say, but how they say it. Do they sound rushed? Or do they help you feel calm and confident?

Your final decision should be based on more than convenience. Pick the agency that makes you feel seen, heard, and protected and not just another appointment on their calendar.

Red Flags: What to Avoid When Picking a Notary Agency

There’s no polite way to say this but some notary agencies are flat-out careless. And careless doesn’t cut it when your signature is legally binding.

So how do you spot a problem before it becomes yours?

• Poor communication. If they avoid questions, give vague answers, or act irritated. That’s a red flag.
• Hidden fees. If pricing isn’t upfront or you feel uneasy asking, trust your gut.
• Skipped ID checks. If they rush through verification, what else are they skipping?
• Missing license. If they can’t prove they’re certified, walk away with no exceptions.

And remember, for documents like immigration papers or international use, only proper apostille services can make them legally valid abroad.

FAQs About Choosing a Notary Public Agency

What should I ask a notary agency before I book?

Ask about their license, how they check your ID, what fraud prevention steps they take, and what their pricing includes. Clear answers tell you everything about how they operate.

Can a notary give me legal advice or write the document for me?

No. Notaries are there to witness your signature, not interpret the law or create contracts.

How do I spot a fake or shady notary?

Watch for missing credentials, skipped ID checks, or refusal to share their process. If anything feels vague, it’s not worth the risk.

Is online notarization safe?

Yes, but only if it’s done through a state-licensed agency using secure tech that includes identity checks and full documentation. Always ask what tools they use and if they meet your state’s standards.

The post How to Choose the Right Notary Public Agency? appeared first on Notary Plus More.

Eligibility Requirements for Florida Notary 

Getting a notary commission in Florida isn’t automatic. You need to be at least 18 and either a U.S. citizen or legal resident. Here’s what catches people off guard: you must live in Florida OR have a business here. You can’t just be visiting and decide to become a notary.

The criminal background check is thorough. Any felony conviction disqualifies you unless your civil rights have been restored. Florida wants people handling legal documents to have clean records.

Then there’s the $7,500 bond requirement. This protects you if I mess up. It’s actual insurance money that covers damages if something goes wrong with my notarization.

Florida Notary Powers and Duties

Florida gives notaries five specific powers. When I administer oaths, I’m putting you under penalty of perjury. If you lie in a sworn statement, you can face criminal charges.

Taking acknowledgements is my most common task. I verify your identity and confirm you’re signing voluntarily. This involves more than glancing at your driver’s license.

Signature witnessing means I watch you actually sign the document. This is different from acknowledging something you signed earlier. The timing matters for legal purposes.

Copy certification lets me verify that photocopies match original documents. Courts often require certified copies because regular photocopies can be altered too easily.

Protesting negotiable instruments creates official records when checks bounce. Most people never need this service, but it becomes crucial when payment disputes end up in court.

I cannot give legal advice, draft documents, or notarize anything where I have personal interests. These restrictions prevent conflicts that could invalidate your documents later.

Florida Notary Fees and Service Costs

Florida allows me to charge up to $10 per notarial act. That might seem steep until you consider what you’re getting: professional service that follows strict legal procedures designed to protect your interests.

Be careful about notaries who seem too cheap. Proper notarization requires time, training, and insurance. Cut-rate providers might be cutting corners that could hurt you later.

Notarial Certificate Requirements in Florida

Every notarization must include a certificate with specific language. Different situations require different certificates. Acknowledgments use different language than oaths, which differ from signature witnessing. Using the wrong certificate type can make your document legally worthless.

My signature and seal must appear on every certificate. The seal proves I was authorized to perform the notarial act when it happened. Documents without proper seals often get rejected by courts and government agencies.

Florida Notary Record Keeping Best Practices

Here’s something that surprises people: Florida doesn’t require notaries to keep journals. But smart notaries do it anyway, and you should care about this.

My journal creates a permanent record of what happened during your notarization. If someone challenges your document months later, the journal entry can provide crucial evidence about the circumstances.

When you’re choosing a notary, ask if they keep journals. It shows they take the work seriously and want to protect their clients.

Why Chapter 117 Florida Statutes Protects Consumers

These rules exist because notarized documents often involve serious money or important legal rights. Real estate closings, powers of attorney, and business contracts all require notarization for good reasons.

Proper notarization prevents later claims that you were coerced, that someone forged your signature, or that you didn’t understand what you were signing. My verification process creates legal evidence that courts can rely on.

Chapter 117 Violations and Legal Consequences

Florida doesn’t mess around with notaries who break the rules. Violations can result in fines, commission suspension, or complete revocation. Notaries can also be held personally liable for financial damages their mistakes cause.

These consequences give me strong incentives to follow procedures carefully. For you, this enforcement system means notaries have real reasons to take their responsibilities seriously.

Common Florida Notarization Mistakes to Avoid

Most document problems stem from notaries who don’t follow Chapter 117 properly. Using incorrect certificate language tops the list. Many notaries grab whatever certificate form they have handy instead of using the right one.

Identity verification failures cause problems too. Some notaries accept expired IDs or don’t look carefully at the documents. Conflicts of interest create serious issues. If I benefit from your transaction, courts might reject the entire document.

How to Choose Professional Notary Services

Look for professional notary public who demonstrate knowledge of Chapter 117 requirements. We should check your identification carefully, ask about your understanding of the document, and complete all certificate information properly.

Don’t get frustrated if the process seems detailed. Those extra steps protect you. A notary who rushes through requirements might save you time today but could cost you thousands if problems arise later.

Ask about journal keeping, insurance coverage, and experience with your type of document. Professional notaries can answer these questions confidently.

Understanding Chapter 117 for Better Legal Document Protection

Chapter 117 creates a legal framework that benefits everyone involved in notarized transactions. The requirements ensure your documents will withstand legal scrutiny and provide the protection you need.

When your documents matter (and they usually do if you’re getting them notarized), following Chapter 117 properly isn’t optional. It’s the difference between paperwork that works and paperwork that fails when you need it most.

Professional notaries understand these requirements and follow them consistently. We know that cutting corners today can cost you significantly tomorrow.

The post Chapter 117 Florida Statutes: Your Essential Guide to Notary Public Laws appeared first on Notary Plus More.

The difference between having the right witness and the wrong one can determine whether your document holds up when it matters most. I’ve seen too many cases where people thought they had everything covered, only to discover their witness choice created problems they never saw coming.

What Makes a Witness Actually Impartial?

An impartial witness doesn’t have skin in the game. They’re not getting anything out of your transaction. They don’t care whether you sign or walk away. Their only job is to watch you sign and confirm you did it willingly.

This sounds simple enough, but people make mistakes here all the time. Your business partner can’t be your witness, even if they’re the most trustworthy person you know. Your sister can’t witness your will, even though she’s been helping you with your affairs for years. The rules exist for good reasons.

Think about it this way: if someone later questions your document, you want a witness who can honestly say they had absolutely no reason to care about the outcome. That’s what gives their testimony real weight.

Why Courts Care So Much About Witness Impartiality

Judges have seen every trick in the book. They know how easy it is for someone to pressure a family member or business associate into signing something. They also know how tempting it might be for that same family member or associate to look the other way if something seems off.

Courts don’t just prefer impartial witnesses. They often require them. In many states, having a biased witness can invalidate your entire document. Imagine spending months negotiating a contract, only to have it thrown out because your witness had a conflict of interest you didn’t consider.

The legal system built these requirements because they work. Impartial witnesses create a buffer against fraud and coercion. They provide credible testimony when disputes arise. Most importantly, they give everyone involved confidence that the process was fair.

Real-World Consequences of Getting This Wrong

Let me give you an example that happens more often than you’d think. An elderly man wants to update his will. His daughter helps him through the process and witnesses the signing. Seems reasonable, right?

Wrong. When the man passes away, his other children contest the will. They argue that their sister influenced their father’s decisions and that her role as witness proves the document isn’t valid. Even if the daughter acted in perfect good faith, her dual role creates exactly the kind of conflict courts worry about.

The family ends up in expensive litigation that could have been avoided entirely with an impartial witness. The legal fees eat into the estate, relationships get damaged and the father’s actual wishes become secondary to the fight over whether the document is legitimate.

Finding the Right Person for the Job

So who can actually serve as your impartial witness? The person needs to meet some basic requirements that are stricter than most people realize.

They need to be adults who can verify your identity. This usually means they either know you personally or can examine your ID and confirm it’s legitimate. They also need to understand what they’re witnessing and be able to testify about it later if necessary.

But here’s where it gets tricky. They can’t be related to you. They can’t be named in the document. They can’t work for you or do business with you. They can’t even be close friends who might feel pressure to go along with whatever you want to do.

The witness also can’t have strong opinions about your decision. If your neighbor thinks you’re making a terrible mistake with your will, they’re probably not the right choice either. You need someone who can observe the process objectively.

Red Flags That Disqualify Potential Witnesses

Some conflicts of interest are obvious. Your spouse can’t witness your will. Your business partner can’t witness your partnership agreement. Your employee can’t witness documents related to your business.

Other conflicts are subtler but just as problematic. The friend who’s been giving you advice about the transaction probably shouldn’t witness it. The family member who disagrees with your decision definitely shouldn’t. Even someone who stands to benefit indirectly might not be appropriate.

When in doubt, find someone else. The extra effort of locating a truly neutral witness is nothing compared to the potential cost of having your document challenged later.

Professional Notaries Solve Most of These Problems

This is why many people work with professional notary services instead of trying to find their own witnesses. Notaries are trained to spot potential conflicts of interest. They understand the legal requirements for different types of documents. Most importantly, they have no connection to your personal or business affairs.

A professional notary brings credibility that’s hard to match with informal witnesses. They keep detailed records, carry liability insurance and follow strict ethical guidelines. When someone questions your document later, having a certified professional as your witness carries significant weight.

Professional notaries also understand timing and procedure in ways that casual witnesses might not. They know how to verify identity properly, how to confirm that you understand what you’re signing and how to document the entire process according to legal standards.

Making Smart Choices for Important Documents

The witness requirement isn’t just bureaucratic red tape. It’s protection for everyone involved in the transaction. The few extra minutes it takes to find an appropriate witness can save you months of legal problems down the road.

For routine documents, you might be comfortable finding your own witness as long as they meet all the impartiality requirements. For important documents like wills, trusts, or major contracts, professional notary services are usually worth the investment.

Either way, take the requirement seriously. Don’t assume that someone who seems neutral actually is. Don’t cut corners because it’s inconvenient to find the right person. And don’t let anyone pressure you into using a witness who might not be appropriate.

Your future self will thank you for getting this right the first time. The alternative is dealing with document challenges, legal disputes and expensive litigation that could have been prevented with better planning.

The rules around impartial witnesses exist because they work. They protect against fraud and coercion. They ensure that your documents will stand up to scrutiny when it matters. Most importantly, they give you confidence that your legal affairs are handled properly.

When you need to sign something important, take the time to find the right witness. It’s one of the smartest investments you can make in your legal and financial future.

The post What is an Impartial Witness? Why It’s Essential for Legally Sound Documents appeared first on Notary Plus More.

If you’ve recently applied for a state license, a position in education or healthcare, or even a visa application, you’ve likely encountered the term “Live Scan Fingerprinting.” While it might sound intimidating or overly technical, the process is actually quite straightforward, especially here in Florida, where digital fingerprinting has become the standard for background checks conducted by agencies like the Florida Department of Law Enforcement (FDLE).

Live Scan represents a modern approach to identity verification that eliminates the mess and inefficiency of traditional ink-and-paper methods. Instead of dealing with smudged fingerprints and lengthy processing times, your fingerprints are captured digitally using advanced scanning technology. These high-quality images are then transmitted electronically (secure and encrypted) directly to the FDLE, FBI, or whichever licensing board requires them.

The result? A cleaner, faster, and significantly more accurate process than traditional fingerprinting methods. For Florida residents applying for jobs, professional licenses, or undergoing background screenings, Live Scan fingerprinting has become an essential step that streamlines what was once a cumbersome process.

Whether you’re pursuing a professional license, seeking employment in healthcare, or navigating background screening requirements, Live Scan fingerprinting is likely part of your journey. 

Why Choose Live Scan Over Traditional Methods?

Live Scan technology offers several compelling advantages over traditional ink fingerprinting:

Speed and Efficiency: Digital capture and electronic transmission mean your fingerprints reach their destination in minutes rather than days or weeks.

Enhanced Accuracy: Digital scanning eliminates common issues like smudging, incomplete prints, or illegible impressions that often plague ink-based methods.

Improved Security: Electronic transmission uses encryption protocols to protect your sensitive biometric data throughout the process.

Environmental Benefits: No paper waste, no ink disposal, and no physical storage requirements make Live Scan an eco-friendly choice.

Compliance Assurance: Direct electronic submission to agencies like FDLE and FBI ensures your fingerprints meet all regulatory requirements without the risk of human error in handling or mailing.

Common Applications of Live Scan Fingerprinting

Live Scan fingerprinting serves various purposes across multiple sectors where identity verification and background screening are essential:

Employment Background Checks

Many employers (particularly in education, healthcare, government, and financial services) require Live Scan fingerprinting as part of their hiring process. This ensures they can verify your identity and review your background before extending a job offer.

Security Clearances

Positions involving access to sensitive information or government facilities typically require comprehensive background checks that include Live Scan fingerprinting. This process helps agencies determine your eligibility for various security clearance levels.

Professional Licensing in Florida

If you’re pursuing a career as a nurse, teacher, real estate agent, security officer, or other licensed professional, fingerprinting is usually a mandatory component of the licensing process. Services like those provided by Notary Plus More can handle both your Live Scan fingerprinting and notary needs, streamlining your entire application process.

Immigration and Visa Applications

Whether you’re applying for a green card, visa, or other immigration documents, Live Scan fingerprinting helps verify your identity and provides necessary background information for immigration authorities.

Adoption and Foster Care

Prospective adoptive or foster parents must undergo thorough background checks to ensure they can provide safe, stable homes for children. Live Scan fingerprinting is a crucial component of this screening process.

Concealed Weapon and Firearm Permits

Florida law requires Live Scan fingerprinting for concealed carry license applications and firearm permit requests, helping ensure responsible gun ownership.

Legal and Court Proceedings

Various legal matters may require fingerprinting, including criminal record expungement, name changes, and other court-related documentation.

Live Scan Fingerprinting Process: A Step-by-Step Guide

The Live Scan process is designed to be straightforward and efficient:

Step 1: Find a Certified Provider

Locate a Florida FDLE-approved Live Scan location or mobile service provider. Certification ensures your fingerprints will be properly processed and accepted by the requesting agency.

Step 2: Gather Required Documents

Bring a valid photo ID and your ORI (Originating Agency Identifier) number, which you’ll receive from the agency requesting your fingerprints.

Step 3: Complete the Scanning Process

A trained technician will capture your fingerprints electronically using state-of-the-art equipment. The process is quick, clean, and completely ink-free.

Step 4: Secure Transmission

Your fingerprints are immediately transmitted through secure, encrypted channels to the appropriate agency (FDLE, FBI, or other designated recipient).

Step 5: Results Processing

The receiving agency processes your fingerprints and background check, typically delivering results within a few business days.

Avoiding Common Live Scan Complications

While Live Scan fingerprinting is generally smooth and efficient, being prepared can help you avoid potential issues:

Incorrect ORI Information

The ORI number tells the system exactly where to send your results. An incorrect or missing ORI can delay or misdirect your submission. Always verify this information with the requesting agency before your appointment.

Fingerprint Quality Concerns

Certain conditions (such as dry skin, worn fingerprint ridges, or previous injuries) can affect scan quality. Experienced technicians can often work around these issues, but occasionally a re-scan may be necessary.

Provider Certification Issues

In Florida, only FDLE-approved providers can conduct Live Scan fingerprinting for official purposes. Always verify that your chosen provider is properly certified for your specific needs.

Documentation Oversights

Ensure you have all required paperwork, including valid photo identification and any forms provided by the requesting agency. Missing documents will prevent completion of your scan.

Result Delivery Expectations

Remember that results typically go directly to the requesting agency, not to you personally. If you’re waiting for updates, contact the agency that requested the fingerprinting rather than the scanning provider.

Selecting a Live Scan Provider in Florida

Choosing the right Live Scan provider ensures a smooth, compliant experience:

Verify FDLE Approval

Confirm that your chosen provider is approved by the Florida Department of Law Enforcement. This certification guarantees that your fingerprints will be properly processed and accepted by state agencies.

Confirm Service Capabilities

Different providers may specialize in various types of background checks. Whether you need fingerprinting for employment, licensing, concealed carry permits, or other purposes, verify that your provider offers the specific services you require.

Consider Convenience Factors

Look for providers that offer flexible scheduling, walk-in availability, or mobile services if those features would benefit your situation. Some providers also offer additional services like notary assistance, which can be convenient for comprehensive document processing.

Check Reviews and Reputation

Research provider reviews and ask about their experience with your specific type of application. Established providers with positive feedback are more likely to deliver professional, efficient service.

Ready to Get Started?

Live Scan fingerprinting doesn’t have to be complicated or stressful. With the right preparation and an experienced, FDLE-approved provider, the process can be completed quickly and efficiently.

If you’re ready to schedule your Live Scan appointment or have questions about the process, get in touch with our certified experts who can guide you through each step and ensure your fingerprinting meets all necessary requirements.

The post A Complete Guide To Understanding LiveScan Fingerprinting appeared first on Notary Plus More.

What is an FBI Fingerprint Clearance Certificate?

An FBI Identity History Summary Check provides your criminal history based on fingerprint submissions retained by the FBI. This includes information about arrests, convictions, federal employment, and any criminal proceedings. If there is no criminal record, the report states that there is no information.

Why You Need FBI Fingerprint Clearance

Common requirements include employment screening (especially government, finance, healthcare, childcare), professional licensing, immigration and visa applications, adoption and foster care, education positions, and personal record verification.

Florida-Specific Requirements

Florida has unique requirements that differ from other states, making the process more complex.

Florida’s VECHS System

In Florida, jobs that require a level 2 background check (livescan fingerprints) should expect to go through the state’s Department of Law Enforcement to record your prints. The FDLE requires an “Originating Agency Identifier Number” (ORI) for most fingerprint scans.

An ORI, OCA, or VECHS number is required before they can scan your fingerprints. These numbers indicate which state department will process your fingerprints and ensure results go to the correct agency.

Professional Requirements

Effective July 1, 2025, all health care practitioners must comply with background screening requirements when applying for initial licensure or renewing their license. Fingerprinting is a mandatory requirement for almost all of the licenses, registrations, and certifications issued by Florida Department of Financial Services.

Per FBI regulation, your prints cannot be shared between professions or with other agencies. You are required to have separate prints for each license you are applying for, using the correct ORI.

Education Requirements

Each person who seeks certification in Florida must be fingerprinted. Fingerprints are submitted to the Florida Department of Law Enforcement (FDLE) for statewide and to the Federal Bureau of Investigation (FBI) for federal criminal records checks.

Three Methods to Obtain FBI Clearance

Option 1: Direct Application to FBI

Processing Time: The FBI’s processing time is approximately 16-18 weeks upon receipt of a complete application

Cost: The cost to request an Identity History Summary Check is $18

Steps:

1. Download FBI fingerprint card (Form FD-1164)
2. Have fingerprints taken at local police department or professional service
3. Complete credit card payment form
4. Mail to: FBI CJIS Division – Summary Request, 1000 Custer Hollow Road, Clarksburg, WV 26306

Option 2: Electronic Submission (Fastest)

Processing Time: Results are available by online portal pick-up within 24-hours of processing, often within minutes

Cost: $55-$110 plus FBI fee

Steps:

1. Visit FBI-approved channeler location
2. Complete electronic application
3. Have Live Scan fingerprints taken
4. Within 24 hours of submission to the FBI, an expedited FBI Background Check is issued to the applicant fingerprinted

Option 3: U.S. Post Office Electronic

If you submit a request electronically directly to the FBI, you may visit a participating U.S. Post Office location to submit your fingerprints electronically as part of your request. Additional fees may apply.

Florida-Specific Application Process

For Florida Residents

1. Determine Your ORI Number: Contact requesting agency for correct ORI
2. Find Approved Provider: Applicants can use any Livescan Service Provider that has been approved by the Florida Department of Law Enforcement
3. Register and Schedule: Most providers require pre-registration
4. Bring Required Documents: Valid government-issued photo ID

For Healthcare Professionals

Register with the CHAI system and choose ‘Initiate New Screening’ to create your profile. The CHAI system allows individuals to manage their fingerprint retention requirements.

Cost and Processing Times

• Direct FBI: $18 + fingerprinting ($10-$50) = $28-$68 total, 16-18 weeks
• FBI Channeler: $55-$110 total, 24-48 hours
• Florida Processing: Usually within three to five business days from the scan date

Important Florida Considerations

Retention Periods

DBPR will retain results of the prints for 12 months from the date your digital fingerprints were electronically received by the Florida Department of Law Enforcement. FDLE retain the prints for 180 days only.

If you get your fingerprints done by a FDLE approved and Clearinghouse compliant Livescan service provider, your prints will be retained for five years.

Technical Requirements

Confirm service providers are not using Windows XP machines, as they’re incompatible with Florida’s Clearinghouse system.

Common Issues and Solutions

Fingerprint Rejection: If your fingerprints are continuously rejected, you should have multiple sets of fingerprints taken, preferably by a fingerprinting technician.

Address Changes: Complete Address Change Request Form and fax to (304) 625-9792 or email to identity@fbi.gov.

International Use

If using your FBI clearance internationally, most countries require apostille or authentication by the U.S. Department of State in Washington, D.C.

Recommendations

• Fastest Results: Choose FBI-approved channeler for 24-hour processing
• Most Economical: Direct FBI application ($18) if time allows
• Florida Residents: Verify ORI requirements and use FDLE-approved providers

Need Professional Help with Your FBI Fingerprint Clearance?

Don’t navigate this complex process alone! Getting your FBI fingerprint clearance right the first time is crucial for meeting deadlines and avoiding costly delays. Contact us today!

The post How to Get Your FBI Fingerprint Clearance Certificate? A Complete Guide appeared first on Notary Plus More.

Understanding Fingerprint Processing Times

Fingerprint results typically take anywhere from 24 hours to several weeks to complete. This wide range exists because fingerprint checks involve multiple steps and different agencies, each with their own processing capabilities and backlogs.

For Live Scan electronic submissions, results often come back within 24-72 hours when everything goes smoothly. State-level background checks are commonly processed within 1-7 days, while FBI checks typically take 3-5 business days. However, if your prints require manual review or if there are potential matches that need investigation, the process can extend to 2-4 weeks or longer.

Traditional ink fingerprinting on FD-258 cards generally takes much longer, often requiring 2-4 weeks for completion due to the additional time needed for physical mailing, handling, and manual processing.

Factors That Affect Processing Speed

Quality of Fingerprints

The clarity and completeness of your fingerprints significantly impact processing time. High-quality digital scans typically process faster than poor-quality prints that require manual review. If your prints are rejected due to poor quality or deemed “ineligible” by the FBI, you’ll need to be re-fingerprinted, adding several days or weeks to the timeline. In some cases, after multiple illegible submissions, agencies may resort to name-based background checks.

Fingerprint Method

The submission method significantly impacts processing speed:

• Live Scan digital fingerprinting processes much faster, typically within 1-7 days
• Traditional ink fingerprinting (FD-258 cards) requires 2-4 weeks due to physical mailing and manual processing

Type of Background Check

Different levels of background checks require different processing times:

• State-level checks usually process within 1-7 business days, with many returning results in 24-72 hours
• FBI checks typically take 3-5 business days for Live Scan electronic submissions
• Name checks (used when fingerprints are repeatedly illegible) may take additional time
• Comprehensive checks involving multiple databases may take 2-4 weeks

Agency Workload

Processing times fluctuate based on the volume of requests each agency receives. During busy periods, such as back-to-school hiring seasons or after policy changes requiring new background checks, delays are common.

Potential Criminal History

If your fingerprints match records in criminal databases, additional time is needed for manual review and verification. This process ensures accuracy but can extend processing time to several weeks.

Typical Timelines by Purpose

Employment Screening

Most employment-related fingerprint checks take 1-7 business days for Live Scan submissions, with many employers receiving results within 24-72 hours. Traditional ink fingerprinting for employment purposes typically takes 2-4 weeks. Many employers use third-party screening companies that specialize in quick turnaround times, especially for positions that don’t require federal-level clearances.

Professional Licensing

Healthcare workers, teachers, and other licensed professionals often experience longer wait times of 1-4 weeks, depending on whether Live Scan or ink fingerprinting is used. These checks are typically more comprehensive and may involve multiple state and federal databases.

Financial Services (FINRA)

Financial professionals requiring FINRA registration typically see fingerprint results posted to their CRD record within 24-36 business hours after FBI receipt. The process moves through specific status codes from “Approved Pending Prints” to “Approved Pending Results” and finally to “Approved” once results are received.

Volunteer Positions

Volunteer screening, particularly for organizations working with children or vulnerable populations, usually takes 1-3 weeks. Some organizations have expedited processes, while others may have limited processing capacity.

Immigration and Citizenship

Immigration-related fingerprint processing through USCIS typically takes 2-4 weeks, though it can extend longer during peak application periods or if additional documentation is required.

Ways to Expedite the Process

While you can’t directly speed up government processing, several strategies can help avoid delays:

Choose Live Scan electronic submission whenever possible, as digital fingerprints process much faster than traditional ink cards.

Ensure print quality by following all instructions carefully during your appointment. Clean hands, proper positioning, and cooperation with the technician are essential.

Submit complete applications with all required documentation to avoid processing delays due to missing information.

Plan ahead by initiating the process well before your deadline, especially during busy seasons.

What to Do If Results Are Delayed

If your results are taking longer than expected, first check with the requesting organization about their typical timelines. Many agencies provide tracking numbers or online portals where you can check status.

If delays extend beyond normal processing times, contact the fingerprinting agency directly. They can often provide updates or identify if there are specific issues causing delays.

In some cases, you may need to be re-fingerprinted if the original submission was lost, damaged, or rejected for quality issues. If fingerprints are repeatedly deemed illegible, some agencies may resort to name-based background checks, which can add additional processing time.

Tracking Your Results

Many fingerprinting services provide tracking capabilities to monitor your submission status. Live Scan appointments typically provide an ATI (Automated Transaction Identifier) number that allows you to track progress through the processing agency’s system.

For FINRA-regulated professionals, entitled users can check fingerprint status through FINRA Gateway and CRD systems, which display specific status codes throughout the process. Common status codes include “RECC” (received and forwarded to FBI), “CLER” (no criminal record found), and “RAPP” (criminal history identified requiring review).

Planning Your Timeline

When planning for fingerprint requirements, always build in extra time. A good rule of thumb is to allow 1-2 weeks for Live Scan submissions and 3-4 weeks for traditional ink fingerprinting. For employment checks, most Live Scan results arrive within a week, while licensing or comprehensive screenings may take 2-4 weeks depending on the method used.

Remember that processing times are business days only, so weekends and holidays will extend your actual wait time.Ready to start your fingerprint background check? Don’t wait until the last minute. Contact us today to schedule an appointment and ensure you meet all your deadlines.

The post How Long Do Fingerprint Results Take? A Complete Guide appeared first on Notary Plus More.