Bill of Sale Notarization Checklist (2026) | NotaryScout

Verify if your state requires notarization for your specific Bill of Sale type.

State laws vary significantly; some states mandate notarization for vehicle titles, while others do not. Knowing this upfront prevents unnecessary steps or ensures compliance for legal validity.

Complete all fields on the Bill of Sale accurately and legibly, but do NOT sign it yet.

Notaries must witness the signing. Any pre-signed document cannot be notarized. Incomplete fields can lead to rejection by the notary or invalidate the document later.

Ensure all parties involved in the transaction are present and have valid, unexpired government-issued photo identification.

The notary's primary duty is to verify identity. Without proper ID, the notarization cannot proceed. All signers must be physically present for a traditional notarization.

Gather any supporting documents referenced in the Bill of Sale (e.g., vehicle VIN, property description).

While not always notarized directly, these documents provide context and verification for the Bill of Sale's contents, proving due diligence and preventing future disputes.

Understand the type of notarial act required (e.g., acknowledgment, jurat).

Different notarial acts have different procedures and legal implications. Acknowledgment verifies identity and signature, while a jurat means the signer swears to the truthfulness of the document's contents.

Make copies of the unsigned Bill of Sale for your records before meeting the notary.

Having a clean, unsigned copy allows you to review details and serves as a backup in case of errors during the signing process, saving time and potential reprinting fees.

Present your valid, unexpired government-issued photo identification to the notary.

This is the notary's first and most critical step to verify your identity. Without acceptable ID, they cannot perform the notarial act, regardless of how well you know them.

Sign the Bill of Sale in the presence of the notary, exactly as your name appears on your identification.

The notary must witness your signature. Signing beforehand is a common mistake that invalidates the notarization. Consistency in signature prevents future challenges.

Confirm the notary completes their journal entry with all required information.

The notary journal is a legally required record of the notarial act. It protects both the signer and the notary by documenting the transaction details, date, and identification used.

Ensure the notary affixes their official seal and signature clearly on the document.

The notary's seal and signature are the official marks that make the notarization legally binding. An unreadable or missing seal can lead to rejection by receiving parties.

Pay the notary's fee, understanding that state laws often cap these charges.

Notary fees are for the service provided. Being aware of state-mandated maximums helps avoid overcharging, though mobile notaries may charge travel fees.

Ask for a business card or contact information from the notary for future reference.

If questions arise about the notarization later, or if you need additional services, having the notary's contact information can be very helpful for quick resolution.

Make clear copies of the fully executed and notarized Bill of Sale for all parties involved.

Each party needs an identical, certified copy for their records, proving the transaction and notarization occurred. This is critical for legal protection and future reference.

Store the original notarized Bill of Sale in a secure location, such as a fireproof safe or safety deposit box.

The original document is often required for official processes (e.g., vehicle registration). Losing it can create significant bureaucratic hurdles and potential legal complications.

File the Bill of Sale with the appropriate government agency if required (e.g., DMV for vehicle sales).

For certain assets like vehicles or real estate, proper filing with state or county agencies is necessary to legally transfer ownership and update public records.

Keep a digital scan or photograph of the notarized document as a backup.

Digital copies provide an accessible backup in case the physical original is lost or damaged, though the original is usually preferred for official use.

Retain all related transaction documents, such as payment receipts or communications, with the Bill of Sale.

A comprehensive record of the entire transaction provides irrefutable proof of the sale and its terms, which is invaluable in case of disputes or audits.

If using Remote Online Notarization (RON), ensure all parties have compatible technology and stable internet access.

RON requires specific technical setups, including webcam, microphone, and a reliable connection, to ensure the identity verification and notarization process can occur smoothly and legally.

For mobile notary services, confirm the notary's travel fees and availability in advance.

Mobile notaries provide convenience but often charge a separate travel fee in addition to the notarial act fee. Clarifying this upfront prevents surprise costs.

Verify state-specific requirements for Bill of Sale contents, especially for high-value items or real estate.

Some states have specific clauses or information that must be included in a Bill of Sale for it to be legally binding, particularly for assets like vehicles, boats, or even certain business transfers.

If the Bill of Sale involves multiple signers who are not physically together, plan for separate notarizations or a RON session.

Traditional notarization requires all signers to be present. For geographically dispersed parties, RON or sequential notarizations are necessary, each with its own logistical considerations.

Understand the implications of notarizing a Bill of Sale for gifting vs. selling an asset.

While the notarization process itself is similar, the legal and tax implications of gifting versus selling can differ significantly, impacting future ownership and financial responsibilities.