Most people know what a notary does during a signing — verify identity, witness a signature, and apply a seal. But many clients don’t know what happens after their document is notarized.
Depending on the document type, notarization may be only the first step in a longer legal process. Some documents go to the county recorder. Some are scanned and returned to lenders or title companies. Others are submitted to courts or government agencies.
Here’s a clear, step-by-step explanation of what happens after a notarization — and what clients should expect next.
1. The Notary Completes Their Journal Entry (If Required)
Immediately after the notarization:
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The notary finalizes the journal entry
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Records the type of document
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Notes the ID used
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Adds signatures or thumbprints (if required)
This creates a permanent legal record that protects both the signer and the notary.
If the notarization was done online (RON), the platform automatically stores a digital journal and video recording.
2. The Document Is Returned to You — Unless It Must Go Elsewhere
For most notarizations, the notary gives the completed document back to the signer.
You are responsible for:
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Scanning it
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Submitting it
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Mailing it
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Delivering it to the receiving agency
Common examples:
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Affidavits
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School forms
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Employment forms
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Power of attorney (unless being filed with a bank or agency)
However, some transactions require different handling.
3. Real Estate Documents Often Go to the County Recorder
If the notarized document is a real estate instrument, it often must be filed with the county recorder’s office.
Common documents include:
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Deeds
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Mortgage/Deed of Trust
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Quitclaim deeds
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Lien releases
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Affidavits of title
What happens next:
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The title company or attorney submits the notarized document to the county
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The county scans, indexes, and records it
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A stamped copy is returned to the title company or client
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The original may be mailed back after recording
Recording makes the document public record, which protects ownership rights.
4. Loan and Financial Documents Are Scanned and Returned to Lenders
For mortgage closings or loan modifications:
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The notary returns the documents to the lender or title agency
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The receiving office scans and reviews the documents
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The loan officer or underwriter checks for errors
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If everything is correct, the file moves to funding or processing
Any small error — a missing signature or date — can delay funding, which is why accuracy matters.
5. Some Documents Are Sent to Government Agencies
Examples include:
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Immigration forms
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Court declarations
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Name change petitions
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Probate documents
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DMV title transfers
After notarization, your role is to:
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Mail the original
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Upload it to an online portal
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Bring it with you to a court or agency appointment
Each agency has specific submission rules, and notarization is often only one part of the process.
6. For Remote Online Notarization (RON): You Receive an Encrypted Digital Copy
After an online notarization:
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You receive a sealed, tamper-evident PDF
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The notary signs it digitally
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Any unauthorized changes break the digital certificate
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Some platforms also provide audit reports
Agencies that accept e-notarization may allow digital submission, while others require printing the PDF.
7. The Notary Stores Their Records Securely
Notaries must keep:
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Their journal
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Their completed notarial certificates
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RON recordings (where required)
State rules vary, but many require notaries to store records for:
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5 years
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7 years
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10 years (RON sessions in some states)
This ensures long-term protection if the document is ever challenged.
8. What Clients Should Do After a Notarization
Depending on the purpose of your document, you may need to:
✔ Review for completeness
Ensure no fields were left blank unless the form specifically allows it.
✔ Make a digital copy
Scan or photograph the notarized pages for your records.
✔ Submit to the correct agency
Follow the instructions provided by:
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The court
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The lender
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The title company
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The government office
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The employer
✔ Keep your original secure
Notarized originals are often needed for:
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Legal filings
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Property transactions
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Government processing
Conclusion
Notarization is only one step in the legal process. What happens afterward depends on the type of document:
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Real estate documents often go to the county recorder.
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Loan documents are scanned and returned to lenders.
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Court and government forms must be filed by the signer.
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Online notarizations produce digitally sealed PDFs.
Understanding the next steps ensures your document is processed correctly and without delays.
At Looking Glass Runners Notary, we guide clients through the full lifecycle of notarization — from signing to recording to submission.
