If you operate a business, whether it is out of a commercial space or home office, you handle important documents on a regular basis. Many of those documents require notarization. It is important to have a reliable notary public nearby as signings are often time sensitive or on your customer’s schedule. It helps to know what documents require notarization and how the process can protect you.
The what, how, and why of notary public services
A notary public’s primary purpose is to act as an impartial witness during the signing of important documents, such as records or agreements. The state of residence appoints or licenses notary public bonded agents and these agents must abide by state rules. Rules include verifying identities, inspecting documents for evidence of tampering or alterations, and advising signers on the stipulations of the documents. If a notary public agent senses that one or more of the parties are misrepresenting themselves, the agent may refuse to officiate the signing.
Typically, a notary public is employed to ensure the identity of the persons signing a document. This includes determining that signers present themselves accurately and legally. For example, the agent should ensure a real estate manager has control over a property they purport to lease out.
Documents intended for notarization must meet the state’s requirements. The agent is required to view the entire document in its original form. Rules state that the document is dated for the day of signing. Finally, the document needs to contain official notarial wording and specify a location for the notary stamp.
As a business operator, you would benefit from building a relationship with a notary public service familiar with your needs and available on your schedule. Learn more about obtaining the services of a comprehensive notary provider in your area. Look for a notary that can come to you to provide their services. This is a real time saver for any person that owns a business.
Business entities need notary services
Regardless of the size or type of entity, business owners, partners, and investors require notarization of certain documents. These documents pertain to issues from interpersonal relationships to commercial property rights. Common contracts for businesses in any sector are:
- Articles of incorporation or partnership agreements
- Vendor contracts
- Employment contracts
- Commercial Leases
- Promissory notes
Depending on the size of your operation, you may have additional needs or multiple parties in cases of vendors, partners, or other relationships.
Home-based businesses benefit from mobile services
Mobile notary public agents offer a multifaceted benefit for the owner if the notary travels to the business to witness signings and is available outside normal business hours. This is especially true if you run a home-based business because you have small children or dependents who cannot accompany you to business meetings.
Real estate agents and property managers with home offices will require notarization on a recurring basis. Business owners who offer services involving art, antiques, jewelry, or other items may want to record and authenticate ownership and item condition. Bookkeepers and tax accountants may wish to have a notarized document confirming a client’s identity or role in handling financial documents for a third party.
Home-based business owners have business-to-client and business-to-business documents requiring notarization such as:
- Offer to purchase (real estate agents)
- Lease agreements
- Tax records
- Receipts for personal property or documents
- Complex contracts or agreements
Internal documents keep businesses running
In addition to official documents to open and operate your business, you should also consider who will take responsibility for your business in the event you are no longer able. Debt settlement agreements may protect heirs from fighting claims against the estate. Whether you want to the business entity to continue or want your heirs to divide the assets, consider a notary public for these documents:
- Powers of attorney
- Trusts
- Wills
- Executorships
- Court documents
Large corporations often employ notaries or obtain licensing for current employees because of the importance of this service. Small business owners should consider a relationship with a notary public agent or agency as a partnership for protecting their companies and themselves.
