Notarization is the official act of a licensed notary public who verifies a document. The notary confirms that the signatures on the document are genuine, that the person signing understood the document, and that the person signed it. Without a notary's signature and seal, a privately signed document carries no more legal weight in Spain than a handwritten note. The notary is the link that makes it official.

Documents that are signed or created require notarization. These documents must be notarized before they can receive an apostille. Below are the common types:

Legal Documents

• Power of Attorney (POA) – Gives authority to act on your behalf
• Affidavits and sworn statements – Written statements made under oath
• Declarations and authorizations – Used for legal or official purposes

Real Estate Documents

• Property agreements – When signed
• Lease agreements – In certain cases
• Authorization letters – Related to property matters

Financial Documents

• Loan agreements – Between private parties
• Promissory notes – Financial commitments
• Financial affidavits – Statements of financial status

Business Documents

• Partnership agreements – Between business partners
• Business contracts – Agreements between parties
• Authorization letters – To represent companies

Personal and Identity Documents

• Copies of passport or ID – Must be notarized as true copies
• Consent letters – To give travel or legal permissions
• Name change declarations – Personal legal statements

Educational & Supporting Documents

• Copies of diplomas or transcripts – Must be certified and notarized
• Translated documents – The translator's declaration must be notarized

Key Point

Government-issued documents (like birth or marriage certificates) do not need notarization and should be submitted as certified copies. Also, the federal documents signed by the US Officials also do not need notarization.

Key Points About Notarization

• A licensed notary public can notarize a document.
• The notary must be authorized in the state where the notarization occurs.

2. What the Notary Does

Confirms the identity of the signer (via ID).

• Witness the signature being applied.
• Adds their official seal and signature to the document.
• Includes the notarial certificate with wording such as acknowledgment or jurat.

3. Key Details to Remember

• Active commission: Check the notary's commission expiry date before signing. In California, commissions are 4-year terms; in New York, 4 years as well; in Texas, 2 years. An expired commission voids the entire document, not just the notary stamp.
• Complete certificate: Ensure the notary fills out all required fields, including date, venue (city and state), and proper acknowledgment language.
• Original signatures: Notarized documents must have wet-ink signatures and physical seals; photocopies or scanned signatures are not accepted.
• No pre-signed blanks: If you sign before the notary sees you, they cannot notarise it. Bring the document unsigned, show ID, and sign in front of them. If you've already signed, start over with a clean copy.
• Document condition: Avoid white-out, corrections, or lamination; these can make notarization invalid.

4. After Notarization

Once notarised, private documents, powers of attorney, affidavits, and financial declarations need an apostille before Spanish authorities will accept them.

A notarized copy is a photocopy of a document certified by a licensed notary public to confirm it matches the original. The notary adds their signature, seal, and certification wording to verify authenticity.

Used for Spain:

• Private legal documents that do not exist as official government records
• Examples: powers of attorney, affidavits, and financial declarations

Notarized copies are not the same as certified copies issued by a government office. Vital records such as birth or marriage certificates cannot be notarized; instead, of being certified by the issuing authority.

When to use notarized copies:

• For documents created by individuals or private entities
• Ensures a private document can then be apostilled for international use

If you're submitting a notarized document for an apostille in the US, most states allow you to send it to the Secretary of State. Six states, though, require an additional local certification first. This extra step ensures the Secretary of State can verify that the notary who signed your document is legitimate.

This applies to notarized documents like powers of attorney, affidavits, and personal declarations. Government-issued records such as birth, marriage, and death certificates do not need this extra step; they go straight to the Secretary of State.

If you skip this step, the Secretary of State will return your document unprocessed, which can add 1–3 extra weeks to your timeline. Always check local rules and get the notary certified at the county, parish, or town level before submission to avoid delays.

Remember: Keep a copy of all notarized documents and certification receipts. This ensures you have backups if anything is delayed or rejected.