Many documents require notarization for added assurance that the information is authentic and valid. It covers records like wills, trusts, powers of attorney, and title transfers for cars or real estate.
Traditionally, these types of documents required the signer to travel to a notary’s office to have their signature witnessed. However, many banks and insurance agents now offer online notarization services to save customers the hassle of traveling.
Contents
Legality
A document is notarized to confirm its legitimacy and prevent fraud. It’s even required for some agreements in some states.
For example, a mortgage document that has yet to be notarized is considered invalid.
Verifying that persons are who they say they are on documents is another reason to get notarized. A notary public is a representative who authenticates identity, observes the signature, and seals the record.
A notary must verify that the person signing has reached the legal age to sign a document. It is essential for documents like powers of attorney and living wills.
The notary may ask for identification from the individual signing the document, which should match the name on the record. It is crucial if the individual has changed their name recently.
Transparency
Transparency is one of the hallmarks of a good notary. Generally, a notary will maintain a journal of the notarial acts performed by their staff. It helps to keep track of crucial details and ensures that the proper steps are taken at each stage of a notarized document’s lifecycle.
The best notaries also take the time to explain how a document is notarized and the purpose of the notarial act. It helps educate the public on notarization procedures and reduces confusion about how to get a notarized copy.
While having a notarized document has many advantages, transparency is the most crucial. It’s a no-brainer that employees and customers want to know what’s happening in their business, so it’s vital that leaders set the tone for transparency by implementing open communication processes. Those who succeed at this endeavor see a noticeable uptick in employee happiness and customer trust.
Authenticity
Authenticity is the ability to behave and speak in ways consistent with one’s beliefs, values, and principles. It means a person considered authentic is generally perceived as more trustworthy, honest, and likely to make good decisions.
Authenticity can help create engaged, enthusiastic, and motivated employees who feel psychologically safe. In contrast, inauthentic behavior can disrupt a culture and increase employee uncertainty.
Authenticity involves patience and commitment to small, daily actions that align with your values. Bringing trusted colleagues into your plan for greater realism is also helpful. They can be sounding boards, feedback-givers, and cheerleaders.
Confidentiality
In a time where it’s common for people to share personal and financial information over the internet, it’s vital to protect your business from unwanted eyes. The Gramm-Leach-Bliley Act (GLBA) makes it a crime to reveal confidential information about your company’s customers without their permission.
The best way to keep your customer’s information safe is not to reveal it. However, if you need to share details about a customer’s transaction with someone else, ensure that you do it in a way your state law deems appropriate. For example, if you share a signed legal document with your accountant or lawyer, you may use an online document-sharing service like Google Drive or DropBox. If you need to share sensitive information with your customer directly, consider using a secure messaging app or sending the document to their email address instead of sharing it publicly.
