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Notarizing Documents for LLCs and Corporations

Business documents often carry major financial, legal, and operational consequences. That’s why LLCs, corporations, and other business entities frequently rely on notaries to validate signatures, confirm identity, and ensure that the right person is signing on behalf of the company.

Whether you’re finalizing a partnership agreement, signing a board resolution, or executing a financial contract, here’s what you need to know about notarizing business documents for LLCs and corporations.

 1. Why Business Documents Need Notarization

Notarization adds legal protection and credibility to high-value or high-risk business transactions.

✔ Key reasons companies notarize documents:

  • Verify identity and authority of the signer

  • Prevent fraudulent signatures

  • Strengthen legal enforceability

  • Satisfy bank, lender, or investor requirements

  • Meet government or court filing standards

  • Validate international documents for apostilles

Notaries play a critical role in ensuring that businesses operate securely and transparently.

 2. Authority Checks: Notaries Must Confirm Who Has the Right to Sign

When notarizing for a business, a notary must confirm authority — not just identity.

The signer must prove they are authorized to represent the LLC or corporation.

✔ Acceptable proof of authority may include:

  • Operating agreement (for LLCs)

  • Articles of incorporation

  • Corporate bylaws

  • Meeting minutes

  • Board resolutions

  • Certificate of incumbency

  • Letter of authorization from the company

  • Title/designation (e.g., “Managing Member,” “President,” “Authorized Signer”)

A notary does not determine authority — they verify the documentation provided.

Example:
If someone claims to be the “CEO,” the company’s official documents must support it.

 3. Notarial Wording Must Match the Signer’s Title

When notarizing business documents, the signer’s title must be included exactly as it appears on the corporate records.

Examples:

  • John Smith, President

  • Maria Lopez, Managing Member

  • David Chen, Authorized Agent for XYZ LLC

The notarial certificate may need to reflect that the signature was made in a representative capacity (e.g., “John Smith appeared before me, signing as President of ABC Corp.”).

Incorrect titles can make the document invalid — especially for real estate or financial contracts.

 4. Common Business Documents That Require Notarization

Notaries regularly handle documents for LLCs, corporations, partnerships, and nonprofits, such as:

✔ Legal and Structural Documents

  • Articles of Incorporation

  • Articles of Organization

  • Operating Agreements

  • Bylaw amendments

  • Certificates of incumbency

  • Corporate minutes

✔ Contractual Agreements

  • Partnership agreements

  • Vendor or supplier contracts

  • Buy-sell agreements

  • Licensing agreements

✔ Financial Documents

  • Bank account authorizations

  • Loan agreements

  • SBA forms

  • Investment authorizations

  • Guarantees

✔ Real Estate Documents

  • Commercial leases

  • Purchase agreements

  • Deeds and property transfers

  • Lien releases

✔ International Business Documents

  • Certificates of origin

  • Export documents

  • Power of attorney for foreign transactions (often needing apostilles)

 5. Board Resolutions and Member Resolutions

Resolutions prove that the LLC or corporation has formally approved the action being taken — such as signing a loan, transferring property, or entering a contract.

A notary may need to:

  • Notarize the resolution itself, or

  • Notarize the signature of the authorized corporate officer

Resolutions ensure transparency and prevent unauthorized commitments.

 6. Who Cannot Sign Business Documents

Notaries must refuse if the signer:

  • Has no documentation showing their authority

  • Is trying to sign using a title they do not legally hold

  • Is not listed as a member, officer, or authorized agent

  • Is being pressured or coerced

  • Does not understand the document

Authority must be provable, not assumed.

 7. RON (Remote Online Notarization) for Business Documents

RON is ideal for corporations with out-of-state or international officers.

Benefits include:

  • Fast scheduling

  • Digital identity verification

  • Secure video sessions

  • Instant document delivery

  • Perfect for multi-partner or multi-state businesses

Some banks and lenders fully accept RON; others still require wet-ink signatures.
Always confirm with the receiving agency.

 8. What Notaries Cannot Do for Business Clients

A notary cannot:

  • Tell you which form to use

  • Draft or edit your corporate documents

  • Confirm legal authority without evidence

  • Explain legal terms or tax implications

  • Fill in blank sections for you

  • Notarize incomplete agreements

Doing so may violate notary law and the Unauthorized Practice of Law (UPL).

 Conclusion

Notarizing documents for LLCs and corporations requires accuracy, proper authority verification, and attention to detail. A trained, professional notary ensures that the right person is signing on behalf of the company, that titles are correct, and that your business documents hold up legally wherever they are used.

At Looking Glass Runners Notary, we provide secure, knowledgeable notarization for corporate clients — available mobile, and online nationwide.

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