How to Notarize a Document in Washington State

To notarize a document in Washington State, bring an acceptable photo ID and your completed but unsigned document to a commissioned notary public, sign the document while the notary watches, and let the notary apply their official seal and signature. The process is governed by the Revised Uniform Law on Notarial Acts in RCW Chapter 42.45, and the Department of Licensing commissions every notary in the state.¹ The specifics below cover identification, document prep, where to go, fees, and what the notary can and cannot do.

Identification the Notary Will Accept

Under RCW 42.45.050, the notary confirms your identity either by personally knowing you or by examining acceptable evidence. In practice, that means a passport, a driver’s license, or a government-issued non-driver ID card. Any of the three can be current or expired by up to three years and still qualify.²

Other government-issued IDs, including a military ID, can work if they carry a photograph or signature and are not expired by more than three years. The notary decides whether an alternative ID is satisfactory, so one of the three primary forms is the safest thing to bring.

If You Don’t Have a Qualifying ID

Washington law allows a “credible witness” to vouch for you. The witness has to appear in person with you, be personally known to the notary, and show their own acceptable ID. The witness then takes an oath or affirmation that they know who you are.² This is a narrow backup. Finding someone who personally knows both you and the notary is harder than it sounds, so if your ID is lost or long expired, fix that before the appointment when you can.

Preparing the Document

Fill in every blank field before you go. Notaries are trained to refuse documents with empty spaces because blanks can be altered after the seal is applied. The one thing you leave blank is your signature. The notary must watch you sign; a pre-signed document defeats the purpose and will be rejected.³

If the document is written in a language the notary cannot read, things get harder. The usual fix is a certified translation, which the notary notarizes instead of the original. Without a certified translation, the notary may administer a translator’s oath to whoever translated it, though many will simply decline and send you to someone who reads the language.

Which Type of Notarial Act You Need

Washington recognizes several notarial acts, and the document almost always tells you which one applies. Look near the signature line for a certificate block.⁴

Acknowledgment. You declare that you signed voluntarily and for the purpose stated. The notary confirms identity and signature but does not verify the document’s contents. Common for deeds, powers of attorney, and many contracts. Certificate language typically reads “acknowledged before me.”
Verification on oath or affirmation (jurat). You swear or affirm, under penalty of perjury, that the statements in the document are true. Affidavits and sworn statements use this. The oath or affirmation happens before you sign. Certificate language typically reads “subscribed and sworn before me.”
Witnessing a signature. The notary confirms you are the person who signed and that they watched you sign, without the formality of an acknowledgment or oath.
Certifying a copy. The notary compares a copy to an original and certifies that the copy is accurate. This does not apply to vital records such as birth certificates, which have to be certified by the issuing agency.

If your document has no certificate block, the notary will attach the appropriate one once they know which act you need.

Where to Go

Banks and credit unions are the most accessible option. Many offer free notary services to account holders. Call ahead to confirm a notary is on duty before you drive over. Shipping and office stores such as FedEx Office and The UPS Store commonly have commissioned notaries and take walk-ins. Some public libraries offer notarization by appointment.

Mobile notaries travel to you. That is worth paying for if you have mobility limitations, a medical situation, a tight deadline, or several signers who need to be in one place. Real estate closings often use mobile notaries so signing can happen at the buyer’s or seller’s location. A mobile notary charges the standard notarial fee plus a separate travel fee, which has to be disclosed and agreed upon before they leave.⁵

Remote Online Notarization

Washington allows notaries with an electronic notarization endorsement to perform notarial acts remotely over a live audio-video connection.⁶ Not every notary can do this. The notary needs the endorsement on top of their regular commission.⁷

In a remote session, you connect through a technology platform that records the interaction. The platform runs credential analysis on your government photo ID and uses identity proofing, such as knowledge-based questions drawn from your personal records, to verify you.⁶ You need a device with a working camera, microphone, and stable internet.

One warning before you book one: not every receiving party accepts remotely notarized documents. County recorders, foreign governments, and some lenders may require traditional in-person notarization. Check with whoever will receive the document before scheduling.

What Happens at the Appointment

You arrive with the completed, unsigned document and your ID. The notary examines your ID, compares the photo and name to you, and confirms you are the person named in the document. For in-person notarization you have to be physically present. Video calls, FaceTime, and similar workarounds do not satisfy the physical presence requirement for standard notarization.³

The notary also evaluates whether you seem to understand what you are signing and whether you are acting voluntarily. If they believe you are confused or being pressured, they are required to refuse. Once satisfied, they watch you sign and complete the notarial certificate with their signature and official seal.

The seal has to include the notary’s name, commission expiration date, commission number, and the words “Notary Public” and “State of Washington.”⁸ The notary records the transaction in their official journal, including the date, the type of act, and how they identified you.

What It Costs

Washington caps per-act notary fees. The maximum for a standard in-person notarial act is $15. For a remote online notarial act, the cap is $25.⁵ These are per act, so if one document needs two separate notarial acts, the notary can charge for each. Many banks and credit unions waive the fee for their own customers.

Mobile notaries can add a travel fee, but they must disclose it upfront and get your agreement before leaving.⁵ The travel fee is not set by statute and varies. Shop around if a quote seems unreasonable.

What a Notary Cannot Do

A notary is a witness, not a legal advisor. Washington law prohibits notaries who are not licensed attorneys from drafting legal documents for you, giving legal advice, or representing you in any legal or administrative proceeding.⁹ They also cannot act as an immigration consultant or take compensation for immigration guidance. A notary offering to help you fill out your document or telling you what to write is a red flag.

Notaries are also barred from notarizing any document in which they, their spouse, or their domestic partner is a party or has a direct financial interest. A notarization done in violation of this rule is voidable, meaning a court can undo it entirely.⁴ If someone suggests using a friend who happens to be a notary and that person has any stake in the transaction, find a different notary.

If Your Document Is Going Abroad

A notarized document headed to a foreign country usually needs an apostille, a certificate from the Washington Secretary of State confirming the notary’s commission is legitimate. The apostille does not re-notarize the document; it authenticates the notary’s authority so a foreign government will accept it.

You submit the notarized document along with a completed Apostille Authentication Request Form and payment to the Secretary of State’s office. Standard processing is $15 per document and takes roughly seven to ten business days. Expedited processing adds $100 per batch of ten with a two-to-three business day turnaround. Same-day service is available in person at the Tumwater or Cheney offices for an additional $150 fee for the first ten documents.¹⁰

The notarial certificate has to be complete and in English, with a stamp and signature that match the notary’s records on file with the Department of Licensing. Any mismatch and the Secretary of State will reject the request. Before mailing anything, confirm that the notary’s printed name on the certificate matches the name on the stamp exactly.¹⁰

1
Washington State Department of Licensing. Get Your License – Notaries Public
2
Washington State Legislature. RCW 42.45.050 – Identification of Individual
3
Washington State Department of Licensing. How to Notarize
4
Washington State Legislature. RCW 42.45 – Revised Uniform Law on Notarial Acts
5
Washington State Legislature. WAC 308-30-220 – Fees for Notarial Acts
6
Washington State Legislature. RCW 42.45.280 – Electronic Records Notary Public
7
Washington State Department of Licensing. Resources and Publications – Notaries Public
8
Washington State Legislature. WAC 308-30 – Notaries Public
9
Washington State Legislature. RCW 42.45.230 – Prohibited Acts
10
Washington Secretary of State. Apostilles Services and Information – Resource Page