Getting a Document Notarized in Virginia: What to Bring and What to Expect

Getting a document notarized in Virginia should take ten minutes, not three trips. Most failed notary visits come down to a few avoidable problems: an expired ID, a document with blank spaces, a missing co-signer, or not knowing whether you need an acknowledgment or a jurat. This guide explains what a Virginia notary does, what to bring, what it costs under state law, and how to avoid the most common reasons a notarization gets refused — whether you're signing a power of attorney in Fredericksburg or sending paperwork overseas.

What a Virginia notary does (and doesn't do)

A Virginia notary public is a public official, commissioned through the Secretary of the Commonwealth, who acts as an impartial witness. The notary's core job is to confirm that you are who you say you are and that you are signing (or swearing) willingly. The notary then completes a certificate, signs it, and applies an official seal.

Under Code of Virginia § 47.1-12, a Virginia notary can take acknowledgments, administer oaths and affirmations, certify affidavits and depositions, certify true copies of documents, and perform a "verification of fact." Just as important is what a notary cannot do:

• No legal advice. A notary who isn't a lawyer may not help you draft, complete, select or understand a document (§ 47.1-15). That includes deciding which notarial certificate your document needs.
• No incomplete documents. The Notary Handbook says a notary must refuse a document that is plainly incomplete — blank lines, missing pages or empty dates.
• No conflicts of interest. A notary can't notarize their own signature, a spouse's signature, or a document they or their spouse benefit from.
• No vital or court records. Virginia notaries can't certify copies of birth, death or marriage certificates, or court-issued documents.
• No "notario" services. In Virginia, a notary is not an immigration consultant or a lawyer, and may not advertise as a "notario público" unless licensed to practice law.

A notary may also decline any request where they aren't fully satisfied about identity or the circumstances. That isn't rudeness; it's the notary protecting you and the people who will rely on your document.

Acceptable ID for a Virginia notarization

Virginia defines "satisfactory evidence of identity" in § 47.1-2. Unless the notary personally knows you, you'll need one of the following unexpired documents bearing your photo and signature:

No ID? Virginia also allows identification by credible witnesses: either one witness who personally knows both you and the notary, or two witnesses who each personally know you and show their own acceptable ID. Credible witnesses must have no interest in the document. Expect them to take an oath.

Make sure the name on your ID reasonably matches the name on the document. If you've married or changed your name and the ID hasn't caught up, bring supporting paperwork and call ahead.

Acknowledgments, jurats and copy certifications

Most documents need one of three notarial acts. The wording is usually already printed near the signature line. If it isn't, the person or agency asking for the notarization must tell you which one they want.

Acknowledgment

An acknowledgment confirms that you appeared, proved your identity, and declared that the signature is yours and was made voluntarily. You may have signed before the visit, but you must still appear in person. Deeds, powers of attorney and many real estate and vehicle documents use acknowledgments. Virginia's certificate reads "The foregoing instrument was acknowledged before me…"

Jurat (oath or affirmation)

A jurat adds a sworn promise. The notary administers an oath or affirmation — you swear (or affirm, if you prefer a non-religious form) that the contents are true — and you sign in the notary's presence. The Notary Handbook says any certificate that uses the words "sworn" or "affirm" requires the notary to actually administer that oath. Lying under oath can carry perjury penalties, so read the document first.

Copy certification

A Virginia notary can certify that a photocopy is a true, complete copy of an original document that isn't a public record. Bring the original. Remember the exceptions: vital records (birth, death, marriage) and court documents can't be certified by a notary. Get a certified copy from the issuing office instead.

Appearing in person, witnesses and remote notarization

The most important rule in Virginia notary law is personal appearance. Section 47.1-15 prohibits notarizing for a signer who isn't present, except for a properly conducted electronic notarization. The Notary Handbook notes that failing to require personal appearance is the most common charge of notary misconduct. If three people sign a deed, all three need to appear — together or at separate visits — each with their own ID.

Remote online notarization (RON)

Virginia was an early adopter of remote notarization. A Virginia electronic notary (who must first hold a traditional commission) can notarize electronic documents over live, two-way audio and video. Identity must be confirmed by personal knowledge, a credible witness, or at least two approved methods, such as credential analysis of your ID plus a knowledge-based quiz. The electronic certificate must show whether the act was done in person or remotely. The notary must also keep the recording for at least five years.

Remote notarization works well when everyone involved accepts electronic signatures. However, some recipients — certain foreign governments, courts or county recorders — may still want wet-ink originals. Confirm before you choose.

Witnesses

Witnesses are different from the notary. Virginia doesn't require witnesses for most notarizations, but some documents do:

• Wills. A Virginia will that isn't entirely handwritten must be signed or acknowledged in front of two competent witnesses present at the same time (§ 64.2-403). A "self-proving" affidavit is then sworn before a notary (§ 64.2-452). Will signings should be supervised by your attorney.
• Out-of-state or foreign documents sometimes require witnesses even when Virginia doesn't.
• Powers of attorney. Under § 64.2-1603, a power of attorney acknowledged before a notary is presumed genuine. Some forms still include witness lines.

If your document has witness lines, bring your own witnesses with ID. Witnesses shouldn't be named in or benefit from the document.

What a notary can charge in Virginia

Virginia sets maximum notary fees by statute in Code of Virginia § 47.1-19. A notary may charge less, or nothing, but never more.

The cap applies per notarial act. A document with two signers who each acknowledge is two acts. A three-page affidavit with one jurat is one act. Travel costs can only be added if the notary goes somewhere other than their usual place of business and you agree beforehand. If a quote seems far above these numbers, ask what it includes.

Common documents and what to know about each

A child's signature can be notarized when necessary. The Notary Handbook says the minor must prove identity the same way an adult does, so bring the child's passport or ID card. Form I-9 is a special case. A notary may act as an employer's authorized representative, but doesn't use a notary seal on the form. See our guide to Form I-9 for remote employees.

Sending a document overseas: apostille and authentication

A foreign government may not accept a Virginia notary's signature alone. It may want proof that the notary was legitimately commissioned. In Virginia, the Office of the Secretary of the Commonwealth provides that proof. Depending on the destination country, it issues an Apostille or a Great Seal authentication.

• Cost: $10 per document (not per page). Several documents signed by the same official on the same date for the same country cost $10 for the first and $5 for each additional one.
• Timing: The notarization date must be no more than 12 months old, and the notarial wording must be in English, even if the document isn't.
• Submission: By mail, typically 7–10 business days, or by appointment in Richmond (Monday–Thursday, booked online).
• Limits: Authentication isn't available for documents used within the U.S. or its territories. Federal documents, such as FBI background checks, go to the U.S. Department of State instead.

What to bring: your notary checklist

Use this list the night before your appointment. It's the difference between a five-minute visit and a return trip.

• Unexpired photo ID for every signer, showing a name that matches the document.
• The complete document — all pages, stapled in order, with every blank filled in or marked "N/A" by you.
• Unsigned signature lines, unless you're certain the act is an acknowledgment and you've already signed.
• Every signer, present in person. A spouse can't sign for the other.
• Witnesses with ID, if your document has witness lines.
• Instructions from the recipient: which notarial act they need, and any special requirements (ink color, apostille, original vs. copy).
• The original, if you need a certified copy.
• Payment for the notary fee — no more than $10 per act on paper documents in Virginia.

Common reasons a notarization gets refused

Notaries don't enjoy turning people away. But Virginia law and the Notary Handbook leave little room for flexibility on these points:

1. Expired or unacceptable ID. Work badges, Social Security cards, credit cards and photos of an ID on your phone don't qualify.
2. The signer isn't there. "My husband already signed it at home" doesn't work, and neither does a video call with a traditional (paper) notary.
3. Blank spaces or missing pages. The notary must refuse a document that is plainly incomplete. Fill in dates, names and amounts, or write "N/A".
4. No certificate wording, and you can't say which act you need. The notary can't choose for you. Call the requesting agency or your attorney first.
5. Doubt about identity or willingness. If a signer seems confused, pressured, or unable to communicate, the notary should stop. This often comes up with powers of attorney for elderly relatives.
6. The document can't be notarized. This includes vital records and court documents for copy certification, and documents where the notary or their spouse has an interest.
7. Name mismatch. An ID reading "Maria L. Gomez" against a document for "Maria Lopez-Gomez" may need extra proof.

Expect the notary to log your name, address, the type of ID you showed, and the fee in a journal. Since July 1, 2026, Virginia requires all notaries — including paper notaries — to keep that record for at least five years.

Written by the Timeless Tax & Accounting teamTimeless Tax & Accounting was founded in 2020 by Nagham Alobaidi and serves clients across Virginia and in other states, in English and Arabic. Reviewed for accuracy against IRS and Virginia Tax guidance as of October 2, 2026.

This page is general information, not tax, legal or financial advice for your specific situation. Tax rules change often — talk with a professional before acting.