How to Notarize Documents for Tax Filings

Tax filings involve sensitive financial information and strict government requirements. Whether you’re submitting documents to the IRS, a state tax agency, or a tax professional, proper notarization helps ensure accuracy, authenticity, and compliance. Notaries play an important role in verifying identities, administering oaths, and protecting both taxpayers and agencies from fraud or filing errors.

1. Why Notarization Is Important for Tax Documents

Notarization adds credibility and legal validity to tax-related paperwork. It helps by:

• Verifying identity – Confirms the taxpayer or authorized representative is who they claim to be

• Preventing fraud – Reduces the risk of forged signatures or unauthorized filings

• Confirming consent and awareness – Ensures documents are signed knowingly and voluntarily

• Meeting agency requirements – Certain tax forms require notarization to be accepted

• Supporting legal compliance – Notarized documents hold greater weight in audits or disputes

Because tax filings can impact finances, penalties, and legal standing, accuracy is essential.

2. Common Tax Documents That May Require Notarization

Not all tax forms need notarization, but some commonly do, including:

• Power of Attorney (POA) forms authorizing a tax preparer or attorney to act on someone’s behalf

• Affidavits or sworn statements related to income, residency, or tax status

• Identity verification forms for tax agencies

• Business tax documents, including ownership declarations or authorizations

• Settlement or payment agreement documents with tax authorities

• Certified copies of documents (where permitted by state law)

Always confirm with the tax agency or professional which documents require notarization.

3. The Notary’s Role in Tax-Related Notarizations

When notarizing tax documents, the notary must act as a neutral and impartial witness. Responsibilities include:

1. Verifying identity using valid government-issued photo ID

2. Ensuring willingness and understanding of the document being signed

3. Administering an oath or affirmation when a jurat is required

4. Completing the correct notarial certificate (acknowledgment or jurat)

5. Applying the notary seal and signature

6. Recording the notarization accurately in the notary journal

Notaries do not review tax calculations, provide tax advice, or determine filing eligibility.

4. Step-by-Step: How to Notarize Tax Documents

Step 1: Review for Completeness

Ensure the document has no blank spaces and all required sections are filled out before notarization.

Step 2: Verify Identification

Confirm the signer’s identity using acceptable ID, such as a driver’s license or passport.

Step 3: Determine the Notarial Act

• Acknowledgment: Confirms the signer’s identity and voluntary signature

• Jurat: Requires the signer to swear or affirm that the information is true

The signer or requesting agency must specify which act is required.

Step 4: Complete the Notarial Certificate

Fill in the venue, date, signer’s name, and apply your signature and seal.

Step 5: Record the Act

Document the notarization in your journal, noting the type of tax document and ID used.

5. Special Considerations for Tax Notarizations

• Confidentiality: Tax documents contain highly sensitive personal and financial data. Handle all paperwork discreetly.

• Accuracy: Even small errors in names, dates, or certificate wording can cause delays or rejections.

• Remote Online Notarization (RON): In states where allowed, some tax documents may be notarized remotely, but acceptance should be confirmed with the tax agency first.

• Deadlines: Tax filings are time-sensitive. Notaries should be punctual and prepared.

6. Best Practices for Notaries

• Never notarize documents that are incomplete or unsigned

• Refuse service if the signer appears confused or coerced

• Use state-compliant certificate wording

• Keep detailed journal entries for all tax-related notarizations

• Avoid conflicts of interest, especially with personal or family tax matters

Final Thoughts

Notarizing documents for tax filings helps protect taxpayers, tax professionals, and government agencies by ensuring authenticity and compliance. While notaries don’t provide tax advice, their role in verifying identity and administering sworn statements is essential to the integrity of the tax system.

By handling tax documents carefully, accurately, and confidentially, notaries help ensure filings are accepted, trusted, and legally sound.