How to Handle Multiple Signers on a Single Document

Notaries often encounter documents that require more than one signature—such as real estate agreements, affidavits, contracts, or family-related authorizations. While notarizing a single signer is straightforward, multiple signers introduce unique challenges. Proper handling ensures every signature is valid, compliant with state laws, and legally enforceable.

Step 1: Verify the Document’s Completeness

Before beginning, check that the document is fully completed with no blank spaces. Ensure there are designated signature lines for each signer, along with the correct notarial certificate(s). If multiple signers are listed, determine whether they are signing:

• In your presence at the same time, or

• Separately, at different appointments.

  
  

Step 2: Confirm Each Signer’s Identity

Every signer must present valid, government-issued identification. The notary should:

• Verify ID one signer at a time.

• Record each signer’s details in the notary journal (date, ID type, document title).

• Confirm willingness and awareness for each individual.

  
  

Step 3: Decide on Notarial Certificates

Depending on the situation:

• One certificate for multiple signers: If all signers appear together and sign at the same time, you may use a single notarial certificate that names each signer.

• Separate certificates: If signers appear at different times, you must complete a separate certificate for each signer. This ensures the notarization date reflects the correct signing date.

  
  

Step 4: Witness the Signatures

Each signer must sign in your presence (unless it’s a Remote Online Notarization). For affidavits or jurats, administer the oath/affirmation to each signer separately.

Step 5: Record in Your Notary Journal

Enter each signer’s details in your journal, even if they’re on the same document. This creates a clear record in case of future disputes. Note the type of notarial act (acknowledgment or jurat) and whether signers appeared together or separately.

Special Considerations

• Remote Online Notarization (RON): Some platforms allow multiple signers to join the same session from different locations. Ensure your state permits this and that the platform complies with security standards.

• Witness Requirements: Some documents may also require witnesses in addition to notarization. The notary cannot always serve as both, so plan accordingly.

• Capacity Clarification: If signers are acting in representative roles (e.g., parent for a minor, corporate officer), note this in the certificate.

  
  

Final Thoughts

Handling multiple signers requires careful attention to identity verification, notarial certificates, and proper journal entries. Whether signers appear together or separately, your diligence ensures the document holds up legally and reflects the integrity of the notarization process.