What Assistants Should Confirm When Scheduling Notarization for Someone Else

Estimated Read Time: 3-4 minutes

Most notarization appointments are not scheduled by the signer. They are scheduled by assistants, caregivers, coordinators, or family members who are trying to help. The problem is not intent. The problem is missing context.

A common scenario looks like this: an assistant books a notary for a client, confirms the address and time, and assumes the document details will “sort themselves out.” When the notary arrives, the signer has multiple documents, missing ID, or documents that require witnesses the assistant never knew about.

Here is what actually needs to be confirmed before scheduling:

First, confirm who the signer is, not just who is calling. The notary must verify identity in person, so the signer’s legal name must match the ID they will present.

Second, confirm how many documents will be notarized, not just the document type. One power of attorney and three affidavits are four notarizations, not one.

Third, confirm whether witnesses are required, and if so, who is providing them. This cannot be improvised at the table.

Fourth, confirm where the document is going after notarization. A document being filed with a Georgia court has different formatting expectations than a document heading overseas for apostille.

When assistants confirm these details up front, the appointment stays calm, accurate, and on time. When they do not, everyone feels rushed and mistakes happen.

ENS works closely with assistants and coordinators to slow this process down before the appointment, so the signer is protected when it matters most.