Decide what needs signing
List every document that needs a notary, and ask the person who prepared each one whether it needs witnesses, a specific certificate, or originals. A single appointment can cover several documents, so gather them all in advance.
If you are not sure what kind of notarization a form needs, ask the receiving office, the bank or an attorney. The notary cannot choose for you.
Handle identification early
Look for a current photo ID now, not on the day. If the license expired, ask the notary what the state accepts. Hunt for a passport or an ID card in drawers, wallets and old purses, and check the expiration date.
If no acceptable ID exists, a state ID card from the motor vehicle agency may be possible to obtain, depending on circumstances. Start early.
Pick the right time of day
Choose a time when the person is usually rested and alert. Avoid the hours after heavy medication or just before a nap. Turn off the television and close the door so the person can focus.
Plan for a visit of thirty minutes or more, since a gentle pace helps.
Dress the person comfortably, but have a shirt or robe that looks like the ID photo. The notary compares the face with the card, and a significant change in appearance is easier to explain if you mention it up front.
Step back during the signing
A notary will want to talk with the signer alone, at least for a few minutes. Family members who help should be ready to leave the room, even if it feels awkward. It protects the signer, and it protects the family if the document is ever challenged.
If you hold a power of attorney, you may still be asked to wait outside while the principal signs.
Backup plans
Have a second date in mind if the signer is unwell. Ask whether a remote online notarization could work for the document, since the signer might manage a tablet with help. Remote signing is not allowed or accepted for every document, so confirm with the recipient.
Keep the notarized originals in a safe place, and make copies for the people who will need them.
Questions to ask the notary when booking
Ask what the notary needs to see, how long they allow, what the total fee will be including travel, and whether they can bring witnesses if the paperwork needs them. Ask what happens if the signer is not able to go through with it on the day.
A short phone call usually reveals how experienced the notary is with seniors and care settings. A good notary will ask you questions too.
Common questions
Does the notary come to the bedroom?
Usually yes, if the signer is there and the setting is calm. The notary needs a place for the signer to sign, and a witness if the document needs one.
What if my parent has dementia?
A notary must be satisfied the signer is aware and willing. If there is doubt, the notary may decline. Ask an attorney about options when capacity is a concern.
This guide is general information, not legal advice. Fees and procedures change; check with the office involved or an attorney for your situation.