When real estate changes hands, one of the most important steps is properly notarizing the deed or title transfer document. Notarization isn’t just a formality—it’s what makes the document legally eligible for recording with the county and ensures the property transfer is valid.
However, notarization requirements can vary from state to state, and failing to follow the correct procedure can delay or even invalidate a real estate transaction.
Here’s a clear breakdown of what homeowners, buyers, sellers, and agents need to know about notarizing deeds and titles across the United States.
1. Why Deeds Must Be Notarized
A deed transfers ownership of real property. Because it affects public land records, notarization is required to:
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Verify the identity of the seller (grantor)
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Confirm they signed willingly
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Prevent fraud or unauthorized transfers
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Make the document acceptable for county recording
County recorders will not accept unnotarized deeds. Period.
2. What Information Must Be on a Notarized Deed
Though formatting differs by state, most notarized deeds must include:
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Full legal names of grantor and grantee
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Legal description of the property
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Grantor’s signature (in the notary’s presence)
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Proper notarial certificate wording
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Notary’s signature, seal/stamp, and commission details
If anything is missing—especially the legal description—the deed can be rejected.
3. State-by-State Variations You Should Know
While notarization is required in all states, specific rules differ. Here are the most common differences:
A. Witness Requirements
Some states require witnesses in addition to notarization when signing a deed. Examples:
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Florida: 2 witnesses for deeds (one can be the notary if allowed).
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Georgia: 2 witnesses (one may be the notary).
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South Carolina: 2 witnesses + notarization.
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Louisiana: Civil Law system; often requires 2 witnesses and specific forms.
If witnesses are missing, the county may reject the deed.
B. Name Matching Requirements
Many states require the name on the deed to match the ID exactly, including:
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Middle initials
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Spelling
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Suffixes (Jr., Sr., III)
If names do not match, the notary cannot proceed.
C. Acknowledgment Wording Differences
Each state has approved notarial certificate language for real estate.
For example:
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California requires mandatory statutory acknowledgment wording.
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Texas has distinct certificates for individuals vs. entities.
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New York requires specific venue and acknowledgment blocks.
A notary cannot choose the certificate for you but can supply your state’s required form.
D. Thumbprint Requirements
Some states require a thumbprint for deed notarizations, especially California. This helps prevent real estate fraud.
E. Remote Online Notarization (RON) Acceptance
Many states allow real estate deeds to be notarized online using Remote Online Notarization, but acceptance varies:
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RON accepted: FL, TX, VA, AZ, OH, IN, WA, UT, NV, and most RON-enabled states.
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Some counties still require wet-signature deeds or specific formatting.
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Always confirm with the county recorder before using RON for deeds.
4. Types of Deeds That Require Notarization
No matter the type, all property transfer deeds must be notarized. That includes:
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Warranty Deed
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Quitclaim Deed
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Grant Deed
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Special Warranty Deed
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Bargain and Sale Deed
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Life Estate Deed
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Lady Bird Deed (in certain states)
5. Titles vs. Deeds: Do Both Need Notarization?
A deed transfers real property ownership and must be notarized.
A title is not a document—it’s the legal concept of ownership.
However, title transfer forms (e.g., for manufactured homes) may also require notarization depending on state laws.
6. Common Reasons Deeds Get Rejected by County Recorders
Avoid these mistakes to prevent delays:
❌ Missing notary seal or signature
❌ Incorrect or missing acknowledgment wording
❌ No legal description
❌ Mismatched names
❌ Missing witness signatures (in required states)
❌ Using outdated deed templates
A trusted notary helps ensure your deed meets state and county requirements the first time.
7. How to Notarize a Deed Correctly (Step-by-Step)
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Prepare the deed with full property details.
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Do NOT sign before meeting the notary (or RON session).
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Bring a valid, unexpired ID that matches the deed.
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Meet in person or online; sign in the notary’s presence.
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The notary completes the acknowledgment and applies their seal.
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File (record) the deed with the county recorder.
Recording is what makes the deed legally enforceable—not notarization alone.
Conclusion
Notarizing a deed or title transfer is a critical step in any real estate transaction. Because notarization rules vary by state — and sometimes by county — working with a knowledgeable, experienced notary is essential to avoid rejections or delays.
Whether you’re transferring property to family, updating ownership, or completing a home sale, a properly notarized deed ensures your transaction is legal, secure, and ready for recording.
At Looking Glass Runners Notary, we help homeowners and professionals notarize deeds correctly — both online and in person.
