How to Notarize Documents for Charity Organizations

Charitable organizations handle a wide range of legal and financial paperwork, from donation forms and board resolutions to government filings and grant applications. Many of these documents require notarization to ensure authenticity, legality, and trust. As a notary, working with nonprofits offers a chance to support meaningful causes while maintaining professionalism and compliance. Here’s what you need to know when notarizing for charitable or nonprofit organizations.

1. Understand the Types of Documents You’ll Encounter

Charities and nonprofits may need notarization for:

• Incorporation Documents – Required when forming a nonprofit entity.

• Board Resolutions – Approving major decisions, such as partnerships or property purchases.

• Grant Applications and Funding Agreements – Verifying the identity of authorized representatives.

• Donor or Sponsorship Agreements – Formalizing large donations or pledges.

• Affidavits or Compliance Statements – Used for reporting or certification.

• Real Estate Transactions – When a nonprofit acquires or sells property.

2. Verify the Signer’s Authority

When notarizing for an organization, always confirm that the signer has the legal authority to act on the charity’s behalf.

• Ask for documentation such as board meeting minutes, a resolution, or a letter of authorization.

• The signer must present valid, government-issued ID in their personal name.

• The notary’s journal entry should include the signer’s title or role (e.g., “Jane Doe, Executive Director”).

3. Choose the Correct Notarial Act

Most nonprofit documents will require one of two types of notarization:

• Acknowledgment – When the signer confirms they willingly signed the document.

• Jurat – When the signer swears or affirms that the contents are true (e.g., affidavits or grant certifications).

If the document doesn’t specify which is required, refer the signer to the requesting agency or legal counsel for clarification—notaries cannot choose the act for them unless state law allows it.

4. Maintain Impartiality and Confidentiality

As with any client, notaries must remain neutral. Even if you support the charity’s mission, you must:

• Avoid any conflict of interest (for example, notarizing for an organization where you serve as a board member).

• Keep all financial and donor information confidential.

• Decline notarization if you’re personally involved in the transaction.

5. Handle Out-of-State or International Filings

Charities often operate across state or national borders. If the notarized document will be sent elsewhere:

• Make sure the venue on the certificate reflects where you performed the notarization.

• Use a state-compliant certificate even if the document will be filed elsewhere.

• Inform the signer (without advising) that an apostille or authentication certificate may be needed for international use.

6. Keep Clear and Detailed Records

Document every notarization in your journal, noting:

• The type of document.

• The name and position of the signer.

• The organization represented.

• Any authorization documents presented.

Accurate records protect both the notary and the nonprofit from future disputes.

Final Thoughts

Notarizing for charitable organizations requires a balance of professionalism, compliance, and compassion. By verifying authority, using the correct certificates, and maintaining impartiality, notaries ensure that nonprofits can operate transparently and legally. Whether you’re assisting a small community charity or a large foundation, your role helps strengthen trust and integrity within organizations that serve the greater good.