Notary Plus More https://notaryplusmore.com/ Fri, 20 Feb 2026 19:13:41 +0000 en-US hourly 1 https://notaryplusmore.com/wp-content/uploads/2023/09/cropped-logo-3-32x32.jpg Notary Plus More https://notaryplusmore.com/ 32 32 5 Myths About Remote Online Notarization: Cleared Up by a Florida-Licensed Notary https://notaryplusmore.com/news/myths-about-remote-online-notarization-florida-notary/ https://notaryplusmore.com/news/myths-about-remote-online-notarization-florida-notary/#respond Fri, 20 Feb 2026 19:10:43 +0000 https://notaryplusmore.com/?p=9202 Remote online notarization has been legal in Florida since January 2020. According to the National Association of Secretaries of State, 47 states and the District of Columbia now have laws allowing some form of RON. Yet the confusion around it has not gone away. People still question whether an online notarization will hold up legally. […]

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Remote online notarization has been legal in Florida since January 2020. According to the National Association of Secretaries of State, 47 states and the District of Columbia now have laws allowing some form of RON. Yet the confusion around it has not gone away.

People still question whether an online notarization will hold up legally. Others avoid it over security concerns. Some simply do not know what an online notary actually does or how it differs from a regular video call.

The following five myths are the ones that come up most often along with what is actually true about each one.

What Is an Online Notary?

An online notary also called a Remote Online Notary (RON), is a notary public who has received a separate commission from the Florida Secretary of State specifically authorizing remote notarizations. It is not a standard notary using a video call. It requires additional training, state approval and use of a certified platform that meets Florida’s security and recordkeeping requirements under Chapter 117 of the Florida Statutes.

The notarial act follows the same legal standards as an in-person appointment. The notary verifies your identity, confirms you understand what you are signing and witnesses your signature through a secure audio-visual session.The step-by-step process for remote online notarization in Florida differs from a standard appointment in a few specific ways that are worth understanding before you book.

Myth 1: Online Notarization Cannot Verify Who You Are

If a notary cannot physically examine your ID, how can they confirm your identity?

Remote online notarization uses a two-layer verification process. Before you connect with a notary, you complete knowledge-based authentication, which draws on financial and public records to ask questions only you would be likely to answer correctly. You also photograph your government-issued ID for a credential analysis scan through the platform’s database.

You do not reach the video session until both checks pass. Once connected, the notary reviews your ID visually as well. This process is more structured than a notary examining your license across a table.

Myth 2: Remote Online Notarization Makes Fraud Easier

This concern usually comes from a general distrust of online transactions and it is worth separating the two things.

Internet fraud works because many digital interactions carry no accountability. RON works in the opposite direction. Every session is fully recorded. Once the notarial act is complete, the document receives a tamper-evident seal that makes any subsequent alteration detectable. That recording is stored securely and is available if the document’s validity is ever questioned.

A traditional paper notarization produces no recording. If a dispute comes up later, there is nothing to review beyond the notary’s journal entry. The digital record that RON creates is a meaningful protection, not a weakness.

Myth 3: A Notary Cannot Detect Duress Over a Screen

Some people argue that someone off-camera could be pressuring the signer without the notary knowing.

This concern applies equally to in-person notarizations. No notary can detect coercion that developed over weeks through family pressure, financial threats, or manipulation that happened well before the signing appointment. That limitation exists whether the session is remote or in person.

What RON adds is a complete recording of the session. If something about the signer’s behavior during the appointment raised concern, that footage can be reviewed by attorneys, law enforcement, or a court. That option does not exist after a traditional notarization is complete.

Myth 4: Online Notarizations Are Not Legally Valid

This is the myth that causes the most hesitation and for the majority of documents it is simply not accurate.

Documents notarized through a valid Florida RON commission carry the same legal authority as in-person notarizations under Chapter 117 of the Florida Statutes. Banks, courts and government offices accept them. Power of attorney forms, real estate deeds, loan closing paperwork affidavits and healthcare directives all qualify.

There are narrow exceptions. Some estate documents such as wills have specific requirements that vary by state. If you are submitting to a foreign institution, confirming acceptance in advance is advisable. A Florida notary public can tell you upfront whether your document qualifies for remote notarization or requires an in-person appointment.

Myth 5: Any Notary Can Notarize Documents Online

This one matters for your protection.

A standard Florida notary commission does not authorize remote online notarization. To perform RON legally a notary must apply for a separate online commission, complete additional state-required training and conduct sessions through a state-approved platform. A standard video call on any application does not satisfy Florida’s requirements and documents notarized that way are not valid regardless of how official they appear.

When using any RON service, confirming the notary holds an active Florida online commission is a necessary step. This misconception along with several others, is part of a wider pattern of misunderstandings people carry into notary appointments that end up creating problems with their documents.

The Actual Benefits of Remote Online Notarization

The practical advantages are straightforward. You can get your documents notarized from home, your office, or any location with a reliable internet connection. Completed documents are available digitally right after the session. There is no travel and no coordinating around a physical address.

For people with demanding schedules or documents involving parties in different locations, RON removes real barriers. For real estate closings and loan signings, it keeps the process moving without requiring everyone in the same room.

Which Option Is Right for Your Document

RON works well for many situations, but it is not always the appropriate choice. Some documents require in-person notarization by law. Others involve circumstances where a face-to-face appointment, or a mobile notary coming to your location, is the more practical route.

The right approach depends on what the document requires and where you are. Getting that clarified before the appointment saves time and avoids having to redo the notarization. If you are unsure which option fits your situation, Notary Plus More is available to answer questions before you commit to anything. You can reach the team at (561) 218-4573 or visit notaryplusmore.com.

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FDLE Background Check Status: How to Track Your Results (2026) https://notaryplusmore.com/news/track-fdle-background-check-results-2026/ https://notaryplusmore.com/news/track-fdle-background-check-results-2026/#respond Mon, 16 Feb 2026 13:52:42 +0000 https://notaryplusmore.com/?p=9180 Waiting to see what happens with your background check after you got fingerprinted? The FDLE system can be pretty confusing if you’ve never used it before. This breaks down what’s actually happening, how long it usually takes, and what you can do if it’s been sitting there longer than it should. Your Transaction Control Number […]

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Waiting to see what happens with your background check after you got fingerprinted? The FDLE system can be pretty confusing if you’ve never used it before. This breaks down what’s actually happening, how long it usually takes, and what you can do if it’s been sitting there longer than it should.

Your Transaction Control Number (TCN)

Your Transaction Control Number (TCN) is basically your personal tracking ID in the FDLE system. It’s the 10–15 character code printed on your fingerprint receipt and is directly linked to your specific background check.

 If this is your first time getting an FDLE background check, it’s normal to not realize how important this number is, so it’s best to keep it saved somewhere safe, take a photo of the receipt or email it to yourself. Without it, neither you nor your employer can track where your background check stands in the system. 

Lost your TCN? Contact the fingerprinting location where you got scanned. They can retrieve your number using your name, date of birth, and submission date.

Actual Processing Timeframes

Understanding the complete background check timeline helps you plan your employment start date.

Current Processing Times:

Check TypeNormal ProcessingPeak Season
Level 1 (Name Search)1-2 business days2-4 business days
Level 2 (Fingerprint)3-5 business days5-10 business days
Healthcare Clearinghouse3-5 business days7-14 business days

Level 2 background checks process through both state (FDLE) and federal (FBI) databases. If you’ve lived in multiple states, the FBI portion requires additional verification time.

August-September and January see slower processing due to education hiring and healthcare license renewals.

How Status Tracking Works

FDLE doesn’t offer a public tracking portal. Results route directly to whoever requested your background check through FDLE’s Secure Mail system.

Only registered agencies can access Secure Mail. This includes your employer, licensing board, or credentialing organization.

If you ordered a personal copy during fingerprinting, FDLE emails notification when the results are ready. Check spam folders after 5 business days.

Contact whoever requested your screening for status updates. They can log into their portal to see if results posted or if FDLE flagged issues. Provide them with your TCN.

Common Processing Delays

Fingerprint quality issues: The LiveScan scanner couldn’t read your prints clearly. This happens in 1-2% of electronic submissions. Getting fingerprinted at locations that verify print quality before submission reduces this risk.

Common name matches: Names like John Smith or Maria Garcia require additional verification. The FBI pulls multiple potential matches and analysts manually review for accuracy. This adds 2-5 business days.

Out-of-state verification: When FBI searches find arrests from other states, they verify with those jurisdictions. Response times vary by state.

Volume backlogs: During peak hiring seasons, submission volume creates processing delays.

Data entry errors: Incorrect information (wrong birth date, misspelled name) causes FDLE to hold submissions pending clarification.

When Results Are Delayed

After 7 business days without results, contact the agency that requested your background check. Provide your TCN and ask whether they’ve received results or notifications from FDLE.

The requesting agency sees status information in their Secure Mail portal. They can tell you if results are pending FBI response, under review, or completed.

If 10 business days pass with no explanation, ask the requesting agency to contact FDLE directly. Registered agencies have support channels for delayed submissions.

Don’t get re-fingerprinted unless FDLE specifically requests it. Duplicate submissions create confusion and additional fees.

Status Messages Explained

  • Processing – FDLE received your fingerprints and started database checks. Normal in first 1–5 days.
  • Pending FBI Response – State check is done. Waiting for federal results from FBI.
  • Results Available – Background check is complete. Report is ready to download.
  • Rejected – Reprint Required – Fingerprints were unclear. You need to redo fingerprinting. No extra processing fee.
  • Under Review – Manual check needed due to name match or record difference. Usually adds 3–7 days.
  • Pending Additional Information – FDLE needs more details. Requesting agency will get next steps.

Reading Your Results

Personal copies arrive as PDF files through secure email. Reports show demographic information at the top, followed by criminal history if found.

“No Record Found” means FDLE and FBI databases contain no arrests or convictions matching your fingerprints.

Criminal history shows each arrest with date, arresting agency, charges, and disposition (dismissed, convicted, pending). Convictions include sentencing details.

Court-sealed or expunged records shouldn’t appear for private employers. Government agencies may access sealed records depending on the position.

After Your Background Check Clears

Once your employer receives results, they send employment paperwork. Most positions require notarized signatures on employment agreements, contracts, and credential attestations.

Many people handle fingerprinting and document notarization in one visit. Notary services for employment documents prevent delays between background check clearance and signed paperwork.

Healthcare Professional Requirements

Healthcare workers need additional documentation beyond background checks. Hospital credentialing, insurance applications, and licensing require notarized forms.

If you completed training outside the United States, you need apostille services to authenticate foreign credentials for licensing boards.

Professional Licensing Documentation

Real estate agents, insurance agents, and other licensed professionals need background checks for initial licensing and renewals. Applications typically require notarized affidavits, experience verification forms, and business entity documents.

Fingerprint Retention

Healthcare professionals and certain licensed practitioners can keep fingerprints on file in the state Clearinghouse for 5 years. This costs $43.25 and eliminates re-fingerprinting during that period.

When fingerprints are retained, future background checks are processed in 24-48 hours because FDLE runs new database searches against stored prints.

Retention doesn’t eliminate background checks. You still get screened, just without the fingerprinting step.

Background Check Services in South Florida

Notary Plus More in Boca Raton handles fingerprinting for FDLE background checks, notarization for employment documents, and apostille services for international credentials.

Most status questions resolve within 7 business days of fingerprinting. Contact the requesting agency first, since they have portal access to see processing status.

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How to Request a Florida Department of Law Enforcement (FDLE) Background Check: A Step-by-Step Guide (2026 Update) https://notaryplusmore.com/news/how-to-request-florida-fdle-background-check-guide/ https://notaryplusmore.com/news/how-to-request-florida-fdle-background-check-guide/#respond Tue, 10 Feb 2026 15:03:55 +0000 https://notaryplusmore.com/?p=9113 Getting an FDLE background check for the first time? Here’s what you need to know based on current requirements and real processing experiences from our Boca Raton office handling these daily. What Is an FDLE Background Check? An FDLE background check is a criminal history screening conducted by the Department of Law Enforcement. When employers […]

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Getting an FDLE background check for the first time? Here’s what you need to know based on current requirements and real processing experiences from our Boca Raton office handling these daily.

What Is an FDLE Background Check?

An FDLE background check is a criminal history screening conducted by the Department of Law Enforcement. When employers or licensing boards request these checks, they’re verifying whether you have any arrests or convictions on record.

The state offers two screening levels:

Level 1: A name-based search through state criminal records. No fingerprinting required. Costs $24 and takes 1-2 days.

Level 2: A fingerprint-based search that checks both state (FDLE) and national (FBI) criminal databases. This searches records across all 50 states. Most employment situations require this level.

If your employer didn’t specify which type you need, it’s almost certainly Level 2. Understanding what a Level 2 background check includes helps you prepare for what information gets reviewed.

Who Needs an FDLE Level 2 Background Check?

State law requires Level 2 fingerprint screening for healthcare workers including nurses, nursing assistants, therapists, and home health aides. All K-12 education personnel including teachers, substitutes, and volunteers need them. Childcare and daycare workers must complete screening before working with children.

Professional licenses like real estate agents, security guards, and alarm system contractors require background checks. Starting January 2025, all youth sports coaches and volunteers need Level 2 screening, even for part-time hours.

Adoption and foster care applicants complete fingerprint screening as part of the approval process.

What Does It Cost?

What You Pay ForAmountWho Gets It
State Processing$24Department of Law Enforcement
FBI National Search$13-$18Federal government
Fingerprinting Service$40-$60Fingerprinting provider
Total Cost$77-$102Most pay $85-$95

Healthcare professionals keeping fingerprints on file pay an additional $43.25 retention fee every five years. The fingerprinting service fee varies by provider location.

The Background Check Process

Getting Your ORI Number

Your employer or licensing board provides an ORI (Originating Agency Identifier) number. This code directs your results to the correct agency. Don’t schedule fingerprinting without confirming your ORI number first. Submissions without proper codes get rejected.

Finding Approved Fingerprinting Locations

FDLE background checks require electronic fingerprinting through approved LiveScan providers. Finding where to get LiveScan fingerprints involves checking for state-approved locations in your area.

Options include private fingerprinting companies with flexible scheduling, sheriff’s offices during designated public hours, or professional fingerprinting service providers.

What to Bring to Your Appointment

Current government-issued photo ID (driver’s license, passport, or state ID that’s not expired). Your complete Social Security number, not just the last four digits. The exact ORI number from your employer or licensing board. Payment in the form accepted by your provider. Any employer-provided forms related to your screening.

If you previously submitted fingerprints to the state system, bring your Transaction Control Number.

The Fingerprinting Appointment

The process takes about 10 minutes. You press your fingers on a digital scanner, they take your photo, verify your ID, enter your information, and submit everything electronically to the state database.

You receive a Transaction Control Number (TCN) before leaving. Keep this number for tracking purposes.

Processing Time and Results

Standard processing takes 3-5 business days for most submissions. The FBI portion may add 1-3 days if manual review is needed. Understanding the complete background check process timeline helps you plan when to get fingerprinted.

August through September and January see slower processing due to school hiring and healthcare license renewals.

Results go directly to the requesting agency via secure email. If you ordered a personal copy, you receive separate notification.

What Appears on Your Background Check

FDLE Level 2 checks show all state arrests (including those without conviction), case outcomes and dispositions, conviction records and sentencing details, incarceration history, active warrants, probation or parole status, sex offender registry matches, and federal arrests plus out-of-state records through FBI searches.

Background checks don’t include traffic tickets unless they involved arrest, credit history or financial records, civil lawsuits, or employment verification.

Court-sealed or expunged records generally don’t appear for private employers. Government agencies may still access them.

Common Problems and Solutions

Fingerprint rejections: Electronic LiveScan technology rejects poor-quality prints in less than 2% of cases. Quality providers verify fingerprint clarity before you leave.

Wrong ORI numbers: Results can’t route properly without the correct code. Always verify with your employer before scheduling.

Name mismatches: Use your legal name exactly as shown on your ID. Variations cause automatic rejections.

Timing issues: Most employers want checks completed within 90 days. Healthcare workers need renewal every five years. Schedule appropriately.

Personal Background Checks

You can request your own criminal history for $24 (state only) or $37 (state plus national). Many people check their records before job hunting to see what employers will find. The fingerprinting process is identical, but you provide your own contact information.

Choosing a Fingerprinting Provider

Sheriff’s offices typically charge lower service fees ($10-$25) but operate limited public hours and may have long wait times.

Professional providers charge $40-$60 but offer same-day appointments and experienced staff. Many locations also provide notary services if you need employment documents signed during your visit.

Preparing for Your Background Check

Don’t book your appointment until you have your ORI number in hand. Nothing’s more frustrating than showing up and realizing you can’t move forward without it.

Call the fingerprinting place first and ask what they accept for payment. Some only take cash, others prefer cards. Save yourself a second trip.

Gather your documents the night before. Driver’s license, Social Security number written down somewhere safe, and that ORI number. Double-check you have everything.

If you need results by a specific date, ask about typical turnaround times when you call. Processing can vary, especially during busy months. Professional background check services can tell you realistic timeframes based on current volumes.

Understanding Results and Next Steps

Once you walk out with your Transaction Control Number, your part is basically done. The agency that asked for your background check takes it from there. They receive your results and decide whether everything checks out based on their requirements.

If something looks wrong on your results or you spot incorrect information, don’t panic. Contact the agency that requested your screening first. They can walk you through what to do next or help you start fixing errors. Sometimes it’s just a matter of providing documentation that clears things up.

The waiting period between fingerprinting and getting hired can feel long, but most checks come back within a week unless there’s an issue.

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How Much Does It Cost to Notarize a Document? https://notaryplusmore.com/news/how-much-does-it-cost-to-notarize-a-document/ https://notaryplusmore.com/news/how-much-does-it-cost-to-notarize-a-document/#respond Tue, 03 Feb 2026 12:46:18 +0000 https://notaryplusmore.com/?p=9102 Most people want to know the price before anything else. In 2024, nearly 68% of people searching for notary services listed cost as their primary concern. The straightforward answer is that basic notarization typically runs $5 to $15 per signature, but your actual cost depends on what you need and how you need it. Standard […]

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Most people want to know the price before anything else. In 2024, nearly 68% of people searching for notary services listed cost as their primary concern. The straightforward answer is that basic notarization typically runs $5 to $15 per signature, but your actual cost depends on what you need and how you need it.

Standard Notarization Fees by State

Notaries charge per signature, not per document. This catches people off guard sometimes. You might have a 10-page contract, but if only one signature needs notarizing, you pay for one signature. On the flip side, a two-page power of attorney with three signature lines means three separate fees.

State law in Florida caps fees at $10 per signature. This protects you from price gouging while ensuring notaries earn fair compensation for their work. Other states have different caps: California allows up to $15, while New York permits only $2 per signature.

What the Base Fee Covers

The base fee covers identity verification, witnessing your signature, completing the notarial certificate and applying the official seal. For a simple document with proper ID, this takes about five minutes.

StateMaximum Fee Per Signature
Florida$10
California$15
Texas$6
New York$2
Illinois$1

Mobile Notary Service Pricing

Sometimes going to an office doesn’t work. You’re buying a house, someone’s hospitalized, or your whole team needs documents signed during a critical business meeting. Mobile notaries bring professional service directly to your location.

The signature fee stays the same at $10. Travel fees add $25 to $75 depending on distance. Within 30 miles usually costs $25 to $40. Further locations or same-day requests push toward the higher end.

Benefits of Mobile Service

Going to you eliminates driving across town, taking time off work, or coordinating schedules with office hours. For real estate closings or situations involving multiple people, this service often saves more time than it costs.

Weekend or evening appointments carry premium pricing because you’re requesting service outside normal hours. Expect an additional $50 to $100 for after-hours availability.

Remote Online Notarization Costs

Remote online notarization runs $25 to $50 per document. You connect through video with a licensed notary, verify your identity digitally and sign electronically. The whole process takes 15 to 30 minutes from your computer or phone.

Technology and Availability

The higher price covers technology infrastructure. Identity verification software, secure video platforms, electronic document storage and digital sealing systems all cost money to maintain. You also get 24/7 availability.

This option makes sense when timing matters. Need something notarized at 9 PM? Available immediately. Working with someone in a different city? Perfect solution. Stuck at the office but facing a deadline? Handle it from your desk.

For documents requiring use abroad, international online notarization provides the same authentication with added apostille certification for foreign recognition.

Real Estate Document Notarization

Real estate transactions involve multiple documents. Deeds, mortgages, affidavits, disclosure statements. Each signature that needs notarizing adds to your total. A typical home closing includes 10 to 15 notarized signatures, putting you at $100 to $150 in notarization fees.

Powers of Attorney and Business Contracts

Powers of attorney look deceptively simple. One or two pages, maybe two signatures. But some require witnesses beyond the notary. Witness fees run about $25 per person.

Business contracts with multiple parties signing need everyone present for notarization. Three people signing a partnership agreement means three notarization fees. Coordinating schedules makes mobile service practical despite the travel charge.

Additional Notary Service Fees

Copy certification costs $10 to $20 per document. You need this for international applications or certain legal processes. The notary examines your original passport or diploma, makes a copy, then certifies the copy matches the original.

Apostille services add another step for international documents. The notarization itself costs the standard fee. Getting the apostille from your Secretary of State adds $10 to $20. Some people handle this themselves. Others prefer having professionals manage the entire authentication process.

Rush and Emergency Services

Rush service fees apply when you need same-day or immediate service. These range from $25 to $100 depending on urgency and whether the notary must rearrange their schedule to accommodate you.

Free Notarization Options

Banks often provide free notarization to account holders. This works perfectly for simple documents during banking hours. It doesn’t help for weekend needs, complex situations, or when you need someone to come to you.

Credit unions frequently offer the same benefit. Call ahead to confirm availability and whether you need an appointment.

Some public libraries provide notary services at minimal cost as a community resource. Not every branch has a notary, so check before visiting.

Larger employers sometimes have notaries on staff for business documents. If your company does, you might handle personal documents there too.

Cost Reduction Strategies

Batch multiple documents into one appointment. If you have three things needing notarization this month, schedule them together. With mobile service, you pay one travel fee regardless of how many documents you handle.

Practical Money-Saving Approaches

  • Compare options based on your actual needs rather than just price
  • Schedule appointments a few days out instead of requesting same-day service
  • Ask about volume discounts for businesses requiring frequent notarization
  • Use free bank services for simple documents during regular hours
  • Combine multiple documents into single mobile appointments to split travel costs

Common Notary Misconceptions About Pricing

One widespread belief is that notaries charge by the page or document length. They don’t. The fee is per signature requiring notarization, regardless of how many pages precede it.

What People Get Wrong

Another misconception involves thinking all notaries charge the same price. While state caps exist, mobile fees, travel charges and after-hours premiums vary between providers.

Many assume online notarization costs less than in-person service. The opposite is true. Technology infrastructure and 24/7 availability justify higher fees despite the convenience.

Legal Protection Value of Notarization

Notarization creates legal evidence. Evidence that you are who you claim to be. That you signed this specific document willingly. That it happened on this particular date. That an impartial professional witnessed everything.

Why Courts Accept Notarized Documents

Courts recognize notarized documents. Government agencies accept them. Financial institutions trust them. When someone questions a document months or years later, proper notarization provides proof everything was done correctly.

An improperly executed power of attorney gets rejected when you desperately need it. An invalid real estate deed creates ownership disputes. Poorly handled business contracts lead to expensive legal battles. The $10 to $50 you spend on notarization prevents problems costing thousands to fix.

Choosing the Right Notary Service

For routine documents without time pressure, basic in-person notarization at $10 to $15 makes sense. You spend 20 minutes and minimal money.

Complex situations involving multiple parties, tight deadlines, or inconvenient locations justify mobile service at $35 to $85 total. The convenience and certainty are worth the difference.
If you’re weighing your options and want transparent pricing with flexible scheduling, you can explore available notary services to find what works best for your situation.

Matching Service to Your Needs

Online notarization at $25 to $50 fits when you need flexibility. Late evening availability, distance coordination, or simply handling things from wherever you are.

The cost difference between options rarely exceeds $75. Compare that to what’s at stake in your documents. Choose based on getting things done correctly and professionally within your timeframe, not just on saving $20.

Your documents represent important legal, financial, or personal matters. The small investment in proper notarization protects much larger interests. Reliability and convenience appropriate to your situation matter more than finding the absolute cheapest option.

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Marriage Certificate Apostille: What You Actually Need to Know https://notaryplusmore.com/news/marriage-certificate-apostille-guide/ https://notaryplusmore.com/news/marriage-certificate-apostille-guide/#respond Thu, 29 Jan 2026 06:15:06 +0000 https://notaryplusmore.com/?p=9090 So you’re moving abroad with your spouse, or maybe applying for a visa, and someone just asked for an apostilled marriage certificate. If you’re sitting there wondering what the heck that means, you’re in the right place. An apostille is basically a fancy stamp that proves your marriage certificate is real. Over 129 countries accept […]

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So you’re moving abroad with your spouse, or maybe applying for a visa, and someone just asked for an apostilled marriage certificate. If you’re sitting there wondering what the heck that means, you’re in the right place.

An apostille is basically a fancy stamp that proves your marriage certificate is real. Over 129 countries accept it, which beats the old system where you had to run around to multiple government offices for weeks. The process isn’t complicated once you know what you’re doing, but mess up one step and you’re back to square one.

What’s an Apostille, Really?

It’s an official certificate attached to your document that authenticates the signature and seal. The 1961 Hague Convention created this system so you don’t have to jump through a dozen hoops to prove your marriage is valid in another country.

The Difference That Actually Matters

Apostille = For 129 countries that signed the Hague Convention. One step. Done.

Embassy Legalization = For countries like UAE, China, or Vietnam that didn’t sign. Multiple steps. More time. More money.

Before you do anything, check if your destination country accepts apostilles at hcch.net. People often confuse apostille and authentication. They’re all different processes.

When Do You Actually Need This?

Most people need an apostilled marriage certificate for:

  • Spouse visa applications (the most common reason)
  • Moving abroad together
  • Opening joint bank accounts overseas
  • Changing your name on foreign documents
  • International adoption
  • Estate planning across borders

How to Get It Done (Step by Step)

Step 1: Order a Certified Copy

Your original wedding certificate won’t work. You need a fresh certified copy with an official seal from the county where you got married.

Where: County clerk’s office or vital records department
How: Most counties let you order online or by mail
Time: 1-3 weeks typically

State fees vary, but here’s what you’ll actually pay:

  • California: Around $28 per copy
  • Texas: Roughly $22 per copy
  • Florida: About $20 per copy
  • Most states: $10-$30 range

Pro tip: Order 2-3 copies. You might need extras for different applications.

Step 2: Check What Your Country Needs

Don’t skip this. Seriously.

Find out:

  • Is the country part of the Hague Convention? (Check hcch.net)
  • Do they need the document translated?
  • When do they want the translation done (before or after the apostille)?

Call the embassy or the agency requesting your document. They’ll tell you exactly what they want.

Step 3: Submit for Apostille

Send your certified marriage certificate to the Secretary of State in the state where you got married (not where you live now).

If the whole process seems like too much or you’re working against a deadline, professionals can handle the entire submission for you. We work with couples on this regularly and can coordinate everything from ordering the certified copy to getting it apostilled and back to you.

State Apostille Fees (2025 rates):

StateFeeHow Long It Takes
California$202-4 weeks if you mail it
Colorado$55-7 business days
Florida$103-5 business days
Georgia$5Same day if you go in person
Massachusetts$62-3 weeks by mail
Ohio$52-3 days
Washington$15About a week

For those who need documents handled faster, Florida apostille services can expedite the entire process including obtaining certified copies from any Florida county and handling notarization requirements if needed.

What to include when mailing:

  • Your certified marriage certificate
  • Payment (check or money order; most states don’t take cash by mail)
  • Completed apostille request form (download from your state’s Secretary of State website)
  • Prepaid return envelope

Rush service: Most states offer expedited processing for extra cash. Some states do same-day if you show up in person.

Step 4: Translation (If Required)

Some countries want your document in their language. Hire a certified translator who handles legal documents.

The translation might need separate notarization. Ask first.

Mistakes People Actually Make

Using photocopies: Only certified originals work. Period.

Wrong state office: Got married in one state but live in another? Send it to where you got married.

Not checking translation rules: Some countries require translation done by their approved translators. Finding this out after you get the apostille wastes weeks.

Waiting too long: Standard processing takes 4-7 weeks. Embassy legalization for non-Hague countries can take 8-12 weeks. Start early.

Name mismatches: If your passport says “Jennifer” but your marriage certificate says “Jenny,” fix it before applying.

Forgetting other documents: Immigration applications often need multiple apostilled documents. If you’re relocating for work, you might also need an FBI background check or other vital records.

Real Costs and Timelines

Here’s what you’ll actually spend in 2025:

DIY Standard Process:

  • Certified copy: $10-$30
  • State apostille: $5-$20
  • Return postage: $5-$10
  • Total: $20-$60
  • Time: 4-7 weeks

DIY Expedited:

  • Certified copy (rush): $25-$45
  • Expedited apostille: $25-$75
  • Express shipping both ways: $30-$50
  • Total: $80-$170
  • Time: 1-2 weeks

Professional Service:

  • All-inclusive: $150-$300
  • Time: 1-3 weeks (they handle everything)

Paying someone costs more up front but can save you money if you screw something up. Resubmitting documents or missing deadlines ends up costing way more than the service fee.

Countries That Accept Apostilles (and Which Don’t)

Apostilles work in:

  • Most European countries (UK, Spain, France, Germany, Italy and basically all the others)
  • Australia and New Zealand
  • Japan and South Korea
  • Mexico, Brazil, Argentina, Colombia
  • India, Israel, South Africa
  • China (joined November 2023, so this is fairly recent)
  • Canada (just started in January 2024)

You’ll need embassy legalization for:

  • United Arab Emirates (Dubai, Abu Dhabi, everywhere in the UAE)
  • Vietnam
  • Egypt
  • Most Middle Eastern countries
  • A bunch of African countries

More countries join the Hague Convention every year so the list shifts. Always check hcch.net before doing anything. If your country’s not on there, you’re looking at embassy legalization which takes longer and costs more.

Common Documents Needed Together

Visa applications rarely ask for just one document. You’ll probably need:

  • Marriage certificate apostille (what we’re talking about here)
  • Birth certificate apostille for both of you
  • Background check apostille (work visas or permanent residency usually want this)
  • Educational documents if you’re working abroad
  • Divorce decree apostille if either of you was married before

Get everything apostilled in one shot. Saves shipping costs and waiting around. Most people figure this out halfway through and have to restart with the missing documents.

What Different Countries Actually Want

Every country does things their own way. Here’s the reality:

Spain & Italy: Apostille plus certified translation. They want it in Spanish or Italian.

UK & Australia: Just the apostille. English works fine.

Germany & France: Both apostille and translation. Sometimes they get picky about how things are formatted.

UAE & China: Not in the Hague Convention. You’re doing the full embassy legalization thing.

Canada: Started taking apostilles in January 2024. If you’re working with old requirements, verify what they need now.

Call whoever’s asking for your documents. Embassy staff will walk you through their specific requirements in five minutes.

What You Need to Do Next

Here’s your roadmap:

  1. Order a certified copy from where you got married
  2. Verify your country takes apostilles at hcch.net
  3. Send everything to the correct Secretary of State
  4. Get translation if they want it
  5. Budget 6-8 weeks for the whole thing

People mess up by rushing and by skipping the verification step. Don’t assume anything about what the receiving country wants.

Some people tackle this themselves. Others pay to have it handled. Both ways get you there. Just start early because fixing mistakes eats up time fast. We do this stuff regularly if government paperwork isn’t your thing. If you’re DIYing it, triple-check before mailing anything out.

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Do You Need an Apostille for Your Social Security Administration Letter? https://notaryplusmore.com/news/apostille-social-security-letter/ https://notaryplusmore.com/news/apostille-social-security-letter/#respond Mon, 26 Jan 2026 15:41:56 +0000 https://notaryplusmore.com/?p=9077 If someone just told you to get your Social Security letter apostilled for use abroad, you’re probably wondering what that means and whether it’s necessary. Here’s the direct answer: Yes, you likely need an apostille if you’re using your SSA letter in a foreign country. But not always. Getting this wrong can delay your visa […]

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If someone just told you to get your Social Security letter apostilled for use abroad, you’re probably wondering what that means and whether it’s necessary.

Here’s the direct answer: Yes, you likely need an apostille if you’re using your SSA letter in a foreign country. But not always. Getting this wrong can delay your visa or residency application by weeks.

Let me walk you through when apostilles are required and how to avoid rejections that cost people weeks of processing time.

What Is an Apostille?

An apostille is an international certification proving your document is authentic. It’s recognized by about 120 countries participating in the Hague Apostille Convention.

Think of it as an official stamp telling foreign governments or banks: “Yes, this Social Security letter is real.”

Critical distinction: Understanding the difference between apostille and authentication can save you from submitting wrong documentation. Notarization verifies your signature; an apostille verifies the document for international use.

When Do You Need an Apostille for Your SSA Letter?

The answer depends on where you’re using the document and what the receiving authority requires.

You DO Need an Apostille If:

  • You’re submitting the letter to a foreign government (immigration, residency applications)
  • The country is part of the Hague Apostille Convention
  • The receiving authority specifically asks for an “apostilled” document
  • You’re coordinating international pensions or retirement benefits

You Do NOT Need an Apostille If:

  • You’re using the document only in the United States
  • The country is not part of the Hague Convention (you may need embassy legalization instead)
  • The receiving organization explicitly says notarization is sufficient

Here’s a real scenario: A client retiring to Portugal needed to prove Social Security income for a D7 retirement visa. Portugal requires apostilled financial documents. Without it, applications get rejected.

Understanding SSA Letters

Not all Social Security letters are the same. Here are the types most frequently used internationally:

SSA Letter TypeCommon Use
Benefit Verification LetterProves you receive benefits and shows monthly amount
Non-Entitlement LetterConfirms you are NOT receiving benefits (required for foreign pensions)
Proof of Income LetterDocuments Social Security income for verification

Make sure you’re requesting the correct type before starting the apostille process.

The Critical Mistake Most People Make

Here’s where applications get derailed: SSA letters are federal documents, requiring federal-level apostille.

Most documents like birth certificates and marriage licenses are state documents processed by your state’s Secretary of State office. Federal documents like SSA letters must be authenticated by the U.S. Department of State in Washington, D.C.

Understanding whether you need a state or federal background check follows similar logic. SSA letters, FBI reports, and other federal agency documents all require federal-level processing.

I’ve seen clients waste weeks submitting to state offices, only to face rejection. This mistake probably causes 40% of apostille rejections.

Florida-Specific Process: The Custodian Affidavit Method

If you’re processing through Florida, there’s an alternative method many people don’t know about.

Instead of getting signatures from SSA officials (which they typically don’t provide), you can use a custodian affidavit of true copy. This is a notarized statement where you attest that the attached SSA letter is a true copy of the original.

The catch: The affidavit must be worded correctly and notarized according to Florida Department of State requirements. If either is off, the state will reject it. 

For convenience, have the affidavit notarized through Remote Online Notary (RON) services, completing notarization anywhere without leaving home.

How to Get Your SSA Letter Apostilled

Step 1: Get the Right SSA Letter

Request the specific letter type required:

  • An original official letter from SSA
  • Current (many countries require letters within 90 days)
  • Complete and unaltered

Step 2: Verify Requirements

Confirm:

  • Is the country part of the Hague Apostille Convention?
  • Does the authority specifically require apostille?
  • Are there translation requirements?

Step 3: Submit for Federal Apostille

DIY submission: 8 to 12 weeks, lower cost, careful attention required
Professional service: 24 hours to 5 days, higher cost, expert handling

Small errors send documents back unprocessed, adding months to your timeline.

Real Situations Where SSA Apostilles Come Up

Retirement abroad: Portugal, Spain, Mexico, and Costa Rica require apostilled proof of Social Security income for retirement visas.

International banking: Foreign banks require apostilled income verification.

Dual pensions: Some countries need proof you’re not receiving U.S. benefits before processing their payments.

Red Flags to Watch For

  • Outdated letters: Check date requirements before requesting
  • Wrong apostille level: Federal, not state
  • Translation timing: Verify before or after apostille
  • Non-participating countries: Confirm country accepts apostilles

When Professional Help Makes Sense

You can handle federal apostille yourself if you have time. But facing a deadline or needing certainty? Professional help makes sense.

Our apostille services handle federal submissions and complete rush processing in 24 to 48 hours. We serve Florida clients with mobile appointments available.

Final Thoughts

Getting your SSA letter apostilled needs to be done correctly. One rejection means weeks of delays.

The key: SSA letters require federal apostille, confirm your destination country’s requirements, and allow enough processing time.

Ready to get started? Contact Notary Plus More at (561) 218-4573 or visit us at 1600 NW 2nd Ave Suite 20, Boca Raton, FL 33432.

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Apostille vs. Authentication: What’s the Difference? https://notaryplusmore.com/news/apostille-vs-authentication-difference/ https://notaryplusmore.com/news/apostille-vs-authentication-difference/#respond Thu, 22 Jan 2026 12:45:11 +0000 https://notaryplusmore.com/?p=9064 You’re planning to work overseas. Maybe adopting a child from another country. Or expanding your business internationally. Then someone at the embassy says: “You need an apostille.” But the attorney mentioned “authentication.” Your document processing service talks about “legalization.” Same thing? Different things? Here’s what actually matters. What Is an Apostille? An apostille is a […]

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You’re planning to work overseas. Maybe adopting a child from another country. Or expanding your business internationally.

Then someone at the embassy says: “You need an apostille.” But the attorney mentioned “authentication.” Your document processing service talks about “legalization.”

Same thing? Different things? Here’s what actually matters.

What Is an Apostille?

An apostille is a certificate that validates your document for international use. It’s basically an official stamp saying “this document is genuine and legally recognized.”

The name comes from the 1961 Hague Apostille Convention. Over 120 countries signed this treaty agreeing to accept a standardized certificate. One stamp, recognized everywhere in the convention.

The Legal Framework

The Hague Convention created a streamlined system. Before 1961, international document recognition required multiple government offices and embassies. The apostille changed that with one standardized certificate member countries accept automatically.

Documents That Commonly Need Apostilles

Document TypeTypical Use
Birth/Marriage CertificatesVisa applications, citizenship claims
Diplomas & TranscriptsInternational employment, education
FBI Background ChecksImmigration, work permits
Power of AttorneyOverseas property, legal representation
Corporate DocumentsBusiness expansion, contracts

According to recent data, demand for apostille FBI background checks has surged nearly 40% since 2023 due to increased immigration and international employment opportunities.

How Notarization Connects

Before you can get an apostille on certain documents, they need notarization. Understanding the difference between apostille vs notary public helps clarify the process.

A notary verifies signatures and confirms identities. Then the Secretary of State apostilles the notary’s signature. Two-step process: notary confirms the signer, state confirms the notary.

What Is Authentication?

Authentication is what you need when the destination country didn’t join the Hague Convention. It’s more involved than apostille.

The Multi-Step Process

Here’s what authentication actually looks like:

Step 1: Notarization The document gets notarized (if it’s a private document like a contract or affidavit).

Step 2: State Certification Your Secretary of State certifies the notary’s signature.

Step 3: Federal Authentication The U.S. Department of State authenticates the state certification.

Step 4: Embassy Legalization The destination country’s embassy or consulate in the U.S. legalizes everything.

That final embassy step is what separates authentication from apostille. It’s also called “consular legalization.”

Countries Requiring Authentication

Not every country joined the Hague Convention. Major examples include China (joined in 2024 but still transitioning), UAE, Vietnam, Saudi Arabia and Canada (joined 2024).

Each has specific requirements. Some want certified translations, others need particular forms. The UAE requires different procedures than Vietnam.

Processing Timeline Reality

Authentication takes longer because of that embassy step. Here’s what to expect:

  • State certification: 1-2 weeks
  • Department of State: 3-6 weeks (can be longer)
  • Embassy legalization: 2-8 weeks depending on the country

Total timeline? Often 6-12 weeks. Sometimes longer if paperwork gets rejected for minor errors.

Key Differences in a Snapshot

FactorApostilleAuthentication
Countries120+ Hague membersNon-Hague members
Process Steps1-2 (notary + apostille)4 (notary + state + federal + embassy)
Average Timeline2-4 weeks6-12 weeks
Typical Cost$15-50 per document$100-300+ per document
Embassy VisitNot requiredRequired for legalization
ValidityIndefinite in most casesVaries by country

One important note: apostilles don’t expire in most situations, but some countries impose their own time limits on how “fresh” documents need to be.

How to Know Which Process You Need

The destination country decides everything. Period.

Step 1: Check the Hague List

The U.S. Department of State maintains the official list of Hague Convention members. If your country is there, you need an apostille. If not, you need authentication.

Step 2: Verify Document Origin

Where the document was issued matters:

  • State documents (birth certificates, marriage licenses) → State Secretary of State
  • Federal documents (FBI checks, Social Security letters) → U.S. Department of State
  • Private documents (contracts, affidavits) → Notarize first, then proceed

Step 3: Watch for Special Cases

Canada joined the Hague Convention in January 2024, creating temporary confusion as some authorities still request the old process during system transitions.

Common rejection causes: using apostille for non-Hague country, submitting to wrong authority, missing notarization, expired notary commission, incomplete signatures or wrong copy type. Any of these means starting over with new fees and wait times.

What Notaries Do in This Process

Notaries don’t issue apostilles or handle authentication. But they start the chain.

The notary confirms your identity with government ID, witnesses your signature and applies their seal. This creates the “official act” that state authorities later certify. Experienced notaries catch errors before you waste weeks in the pipeline.

Working with professional notary services helps avoid rejections.

Processing Tips

  • Start early: Plan for 6-8 weeks minimum
  • Original documents only: Photocopies don’t work
  • Verify everything: Missing seal or signature causes rejection
  • Track your documents: Use trackable shipping
  • Keep copies: Scan before sending

Recent federal statistics show processing times at the U.S. Department of State have increased by 35% since 2020, averaging 6-8 weeks currently.

The Real Impact of Getting It Wrong

Submit an apostille when you needed authentication? The receiving country rejects it.

Send documents to the wrong Secretary of State? They mail everything back unprocessed.

Each mistake adds 4-8 weeks to your timeline. For visa applications or time-sensitive business deals, that delay has real consequences.

Understanding the Current Landscape

The apostille system is evolving. Singapore launched digital e-Apostille services in 2025. France updated rules in January. Bangladesh joined in March.

Document authentication demand keeps increasing with more international mobility. Getting the apostille vs authentication decision right saves weeks of delays and hundreds in fees.

If you’re navigating international document requirements, experiencednotary and apostille services can help avoid costly mistakes.

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How Far Back Does a Notary Background Check Go? https://notaryplusmore.com/news/how-far-back-does-a-notary-background-check-go/ https://notaryplusmore.com/news/how-far-back-does-a-notary-background-check-go/#respond Thu, 22 Jan 2026 09:07:00 +0000 https://notaryplusmore.com/?p=9057 You’re sitting at a closing table about to sign your mortgage papers. Or maybe you need a power of attorney notarized for an elderly parent. The notary across from you has access to your social security number, financial details, and personal information. How do you know this person is trustworthy? What kind of screening did […]

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You’re sitting at a closing table about to sign your mortgage papers. Or maybe you need a power of attorney notarized for an elderly parent. The notary across from you has access to your social security number, financial details, and personal information.

How do you know this person is trustworthy? What kind of screening did they go through?

Most people never think about this until they’re already mid-signing. Here’s what actually happens behind the scenes.

Why Notary Background Checks Exist

Notaries aren’t just witnesses with a stamp. They verify identities, confirm signers aren’t under pressure, and ensure people understand what they’re signing.

Someone with a criminal history involving fraud handling this role creates obvious problems.

Background checks filter out applicants who can’t be trusted with sensitive information similar to how banks screen tellers or schools check teachers. The screening happens at the state level before anyone receives a commission.

How Far Back Do These Checks Actually Go?

The remote online notarization market hit $1.5 billion in 2025 and is projected to reach $6 billion by 2033. With over 45 states allowing RON, more people are using notaries they’ve never met in person.

Understanding background check requirements helps you know what screening happened before someone got their commission.

Check TypeTimeframeUsed For
State Criminal Check7-10 yearsAll notaries
FBI Fingerprint CheckFull adult historyOnline/remote notaries
Motor Vehicle Records7-10 yearsLoan signing agents

What State Checks Reveal

When you use a notary in your state, they’ve typically gone through a 7-10 year criminal history review. The screening focuses on disqualifying offenses like fraud, forgery, identity theft, and violent felonies.

That speeding ticket from 2019? Doesn’t matter. A fraud conviction from 2020? That person shouldn’t be anywhere near your documents.

Why Online Notaries Get Extra Screening

Remote notaries face stricter vetting. RON notaries need FBI background checks that examine their entire adult criminal history.

This makes sense when you’re sharing sensitive documents through a video call, often with someone in a different state. The extra screening addresses the lack of in-person verification.

These FBI checks require fingerprinting the same fingerprinting services used for teaching licenses, adoption clearances, and other positions of trust.

What Gets Checked During Screening

Here’s what shows up when a notary applies for a commission:

Criminal History Review

  • Fraud and financial crimes: Fraud, embezzlement, or forgery convictions
  • Identity theft: Disqualifying for someone verifying identities
  • Violent crimes: Raises questions about judgment
  • Crimes of dishonesty: Any conviction showing lack of integrity

Identity Verification for Remote Notaries

Online notaries go through additional layers:

  • Social Security verification
  • FBI fingerprint database check
  • NCIC criminal record review

If you need similar verification for employment or licensing, background check services use the same federal databases.

Past Commission Problems

States check previous notary history:

  • Prior complaints
  • Revoked commissions
  • Disciplinary actions

Thebackground check process timeline typically takes 3-6 weeks for standard checks. FBI clearances for online notaries add another 2-4 weeks.

How to Verify a Notary’s Credentials

State databases allow public verification of notary commissions. Here’s the process:

State Database Lookup: Search “[Your State] notary commission lookup” to find active status, expiration date, and disciplinary history.

Remote Notary Verification: RON notaries need separate authorization beyond regular commission, plus state-approved platform certification.

Before Signing: Request commission credentials, check expiration date, confirm state authorization.

Common Issues: Missing credentials, expired commissions, no official seal, pressure to sign incomplete documents.

ID verification services can confirm credentials when needed.

Why This Matters More Now

Since 2008, notaries handling mortgages (38% of all notarizations) need annual background screenings. With remote notarization up 240% since 2020 and 42 states recognizing RON, you’re more likely than ever to use a notary remotely making background checks your primary protection.

What If Your Notary Has a Criminal Record?

Here’s what you should know: Not every offense disqualifies a notary, but the serious ones do.

Minor traffic violations? Almost never an issue. Old misdemeanors? Depends on what kind and how long ago. But felonies involving fraud, dishonesty, or violence? Those typically disqualify someone from getting or keeping a notary commission.

If you’re concerned about a specific notary, check your state’s database. Disciplinary actions and revoked commissions are public record.

Understanding Notary Background Screening

Notaries who handle real estate deeds, powers of attorney, and business contracts go through criminal checks, identity verification, and federal screening for remote services.

State databases provide public access to verify credentials. The process takes a few minutes and shows commission status, expiration dates, and disciplinary history.

The screening system filters people with fraud convictions, identity theft charges, or other offenses that raise concerns about handling sensitive documents. When you see a notary stamp on a document, that person cleared law enforcement database checks before receiving their commission.

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Do I Need a Notary for a Power of Attorney in 2026? https://notaryplusmore.com/news/do-i-need-notary-for-power-of-attorney-2026/ https://notaryplusmore.com/news/do-i-need-notary-for-power-of-attorney-2026/#respond Thu, 08 Jan 2026 12:24:24 +0000 https://notaryplusmore.com/?p=9042 You’re filling out a power of attorney form and you hit the signature section. Does this need a notary? Can witnesses work instead? What if you skip it entirely? The short answer: it depends on your state and how you’ll use the document. But skipping notarization often creates problems later, even when it’s not legally […]

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You’re filling out a power of attorney form and you hit the signature section. Does this need a notary? Can witnesses work instead? What if you skip it entirely? The short answer: it depends on your state and how you’ll use the document. But skipping notarization often creates problems later, even when it’s not legally required. Here’s what actually matters.

What Is a Power of Attorney (POA) and Why Does It Matter?

A power of attorney (POA) lets you authorize someone else to make decisions on your behalf. Your agent might handle banking while you’re traveling, manage a property sale, or make healthcare choices if you can’t communicate. The document spells out what authority you’re granting and for how long.

The significance of a properly executed POA cannot be overstated. Without one, your loved ones may face costly court proceedings to gain authority over your affairs during emergencies. A well-drafted POA provides peace of mind and ensures your wishes are honored when you cannot speak for yourself.

When Is Notarization Required for a Power of Attorney?

The answer depends on three factors: 

  • your state’s legal requirements 
  • what type of POA you’re creating 
  • where you plan to use it.

About 65% of states specifically mandate notarization for financial POAs, according to 2025 Uniform Law Commission data. The rest technically allow witnesses, but here’s what that statistic doesn’t tell you: acceptance varies wildly. A 2025 study by the American Bar Association found that 82% of financial institutions reject POAs lacking proper notarization, even in states where witnesses are legally sufficient. Banks have experienced enough fraud to demand the extra protection notarization provides.

What Role Does a Notary Play in the Power of Attorney Process?

A notary serves three critical functions when witnessing your POA signature:

Identity Verification: The notary examines your government-issued ID and confirms you are who you claim to be. This prevents someone from forging a POA using a stolen identity or impersonating the principal.

Willingness Confirmation: The notary asks questions to ensure you’re signing voluntarily, without coercion or undue influence. They’re trained to spot signs of pressure from family members or others who might benefit from the POA.

Official Record Creation: The notary logs the transaction in their journal and applies their official seal. This creates a verifiable paper trail that courts and institutions can reference if questions arise later about the POA’s validity.

Working with experienced Professional notary services ensures your POA meets both legal requirements and institutional acceptance standards. For those unable to travel to a notary office, mobile notaries provide the same legal protections by coming directly to your location.

The Legal Requirements: Notarization vs Witnesses

Some states offer alternatives to notarization, but understanding practical differences matters more than legal technicalities:

FactorNotarizationWitnesses Only
Identity verificationOfficial ID checkInformal
Acceptance by banks95%+40-60%
Fraud protectionHighModerate
Interstate recognitionConsistentVaries
Creates legal recordYesLimited

Witnesses confirm you signed but don’t verify identity the way notaries do. Your neighbor might witness your signature, but banks often won’t accept that level of verification when someone’s requesting access to your accounts.

When Notarization Becomes Legally Necessary

These situations almost always mandate notarization by law or institutional policy:

Real Estate Transactions: Title companies and county recording offices require notarized POAs for property transfers, refinancing, or sales. Non-notarized POAs won’t be recorded, making them legally ineffective for real estate purposes.

Financial Account Access: Banks, investment firms and credit unions typically demand notarized POAs before allowing agents to access accounts, even in states where witnesses are legally acceptable. Their institutional policies override state minimum requirements.

Healthcare Directives: Hospitals and medical facilities require notarization for healthcare POAs, particularly those involving end-of-life decisions or significant medical interventions. This protects them from liability if family members later contest the agent’s authority.

Government Agency Dealings: Social Security, the IRS and state agencies generally mandate notarized POAs for representatives handling benefits or tax matters. Federal requirements supersede state witness provisions.

Where Can I Get a Power of Attorney Notarized in Florida?

Florida requires POAs to be both notarized AND witnessed by two people who aren’t named in the document. This dual requirement exceeds what most states mandate.

You can get POAs notarized at several locations:

Bank Branches: Many banks offer notary services for customers, often at no charge. Call ahead because notaries aren’t always available.

Law Offices: Attorneys who draft POAs typically provide notarization as part of their service. This ensures the document meets all legal requirements.

Notary Public Offices: Professional notary services handle high volumes and understand state-specific witnessing requirements. They keep proper records and follow current procedures.

Mobile Notary Services: Mobile Notaries travel to homes, hospitals, or care facilities serve people who can’t easily travel. This matters for elderly clients or those with health limitations.

Remote Online Notarization: Florida authorized remote notarization permanently in 2019. You can complete the process through video if your situation requires it and the receiving institution accepts RON.

Remote Online Notarization: What You Need to Know in 2026

RON lets you get documents notarized through video instead of in person. By 2026, 47 states authorize remote online notarization, including Florida.

The process works through identity verification using uploaded ID and knowledge-based questions, followed by a live video session with a commissioned notary who applies an electronic signature and digital seal.

RON usage jumped 45% from 2023 to 2025, driven by convenience and improved technology. Interstate recognition has improved, though you should confirm the state where you’ll use the POA accepts remotely notarized documents.

Same-day notarization doesn’t affect validity. When you get the POA notarized matters less than following proper procedures.

How to Ensure Your Power of Attorney Is Properly Notarized

The process is straightforward when you know what to bring:

  1. Complete your POA form (don’t sign yet)
  2. Bring valid government-issued photo ID
  3. Appear before the notary (in person or via video)
  4. Sign in the notary’s presence
  5. Have required witnesses present if your state mandates both

Finding the right notary ensures proper procedures and reduces rejection risk. Look for notaries experienced with POA documents who understand your state’s specific requirements.

For notarization services in Florida, Notary Plus More handles power of attorney documents with experience in state requirements and acceptance standards.

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How to Handle Background Check Denials for Employees or Applicants https://notaryplusmore.com/news/how-to-handle-background-check-denials/ https://notaryplusmore.com/news/how-to-handle-background-check-denials/#respond Mon, 05 Jan 2026 14:49:31 +0000 https://notaryplusmore.com/?p=9038 You get the email or phone call: there’s a problem with the background check. If you’re the one hiring, you’re not sure what to do next. If you’re the applicant, you’re probably worried about what this means for the job or license you need. A denied background check doesn’t always mean the end of the […]

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You get the email or phone call: there’s a problem with the background check. If you’re the one hiring, you’re not sure what to do next. If you’re the applicant, you’re probably worried about what this means for the job or license you need.

A denied background check doesn’t always mean the end of the road. Understanding why denials occur, what rights applicants have and how to handle the situation properly can make the difference between a closed door and a second chance. This guide covers the legal requirements, step-by-step processes and practical actions for both employers and applicants dealing with background check denials.

What a Denial Actually Means

A background check denial happens when something in the screening results disqualifies someone from a job, license, or certification. But “denial” covers different situations. Sometimes it’s a hard stop – a conviction that state law says bars you from the position. Other times it’s a flag that needs review before anyone makes a final call.

The reasons vary. Criminal records are obvious, but identity mismatches trip people up constantly. Your name is slightly different on your driver’s license versus your Social Security card. Addresses don’t line up. Employment dates from ten years ago don’t match what the previous employer reported. These look like red flags even when there’s nothing wrong.

For professional licensing like notary commissions, states get specific about what disqualifies you. Florida permanently bars felony convictions unless your rights have been restored. Other states focus on fraud, forgery, or crimes involving dishonesty. A DUI from college might not matter for most jobs but could block certain licenses.

Understanding what causes red flags helps you figure out whether you’re dealing with an error or something that needs addressing.

What Employers Have to Do Before Denying Someone

Employers can’t just toss an application because something showed up. The Fair Credit Reporting Act says you have to follow specific steps and skipping them creates legal problems.

Before You Deny Employment

Give the applicant a copy of the background check report, an explanation of their rights and time to respond. That waiting period matters. Five to ten business days gives someone a chance to look at the report and tell you if something’s wrong.

Maybe the criminal record belongs to someone else with the same name. Maybe that job they supposedly never held was under a different corporate entity that got acquired. People know their own histories better than a database does.

The Final Notice

If you’re still moving forward with the denial after that waiting period, send a formal adverse action notice. Include who ran the background check, explain that they didn’t make the hiring decision and remind the person they can dispute the report’s accuracy.

When State or Federal Checks Come Into Play

Some positions require state or federal screening depending on licensing requirements. Teachers need state and FBI checks. Notaries need fingerprint-based background checks that go through state databases and sometimes federal systems.

Florida and most other states updated their fingerprinting requirements in the past few years. Electronic LiveScan replaced ink cards because it’s faster and more accurate. But that means if your prints get rejected for quality issues, it can hold up your entire application even when your background is clean.

States also differ on what disqualifies you. One state might permanently bar a specific conviction while another imposes a waiting period. Check your state’s rules before assuming a past issue automatically disqualifies you.

What to Do If You’re the One Who Got Denied

Getting denied feels like hitting a wall, but you have options.

Get the Report

You’re entitled to see whatever information led to the denial. Contact the screening company – their information should be on the denial notice – and request your report. Don’t assume you know what’s in there.

Check for Mistakes

Go through the report line by line. Wrong addresses, incorrect dates, records that aren’t yours – these happen more than people realize. If you find errors, dispute them in writing with the screening company. They have 30 days to investigate and fix verified mistakes.

Know Your Rights

Some states let you appeal professional licensing denials or request hearings to explain circumstances. Criminal records from years ago might not disqualify you if you can show rehabilitation. Expunged records shouldn’t appear but sometimes do and you can get those corrected.

Processing times for corrections vary, but staying on top of the dispute process moves things faster than waiting and hoping.

Understand What You’re Working With

Not every denial is permanent. Employers might reconsider if you provide context. Licensing boards sometimes grant waivers or allow reapplication after waiting periods. The key is understanding exactly what’s blocking you and whether it’s fixable.

Common Concerns About Denials

Will minor offenses show up and cause problems?

It depends on the position and the state. Employers can consider anything relevant to job duties. Professional licensing boards have specific lists of disqualifying offenses. A misdemeanor from ten years ago might not matter for one job but could block a license that requires a clean record.

How long do I have to dispute incorrect information?

Employers must give you time to respond – usually five to ten business days – before making a final decision. Once you dispute something with the screening company, they have 30 days to investigate.

Can a background check issue affect a license I already have?

Yes. States can revoke professional licenses, including notary commissions, for certain criminal convictions that occur after you’re licensed. Most states require you to report arrests or convictions to your licensing board.

Moving Forward

Background check denials aren’t always the end of the story. Errors get corrected. Context gets explained. Waiting periods expire.

If you’re hiring, following FCRA requirements protects you legally. If you’re dealing with a denial, getting your report and disputing errors gives you a path forward. Many denials can be resolved by understanding what triggered them and taking the right steps.

For professional licenses requiring fingerprinting, experienced providers help avoid quality-related rejections that delay applications. Notary Plus More handles background check fingerprinting for licensing throughout Florida.

The post How to Handle Background Check Denials for Employees or Applicants appeared first on Notary Plus More.

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