Got questions? You’re in the right place! Here you’ll find quick answers to the most common things people ask before working with Viva Notary.
By Topic
Notary Public FAQ
A Massachusetts Notary Public is an individual who meets the state’s requirements and is appointed by the Commonwealth to administer oaths and verify the identity of signers and the authenticity of signatures on a wide range of documents.
A mobile notary service, such as Viva Notary, provides notary services by traveling to a mutually agreed-upon location, with flexible availability that includes evenings, weekends, and holidays.
You can contact us via VivaNotary.com, email us at hello@viaapostille.com, or call/text us at 617-800-9726.
Viva Notary charges for notary services and any applicable travel fees. For a full list of services and fees, please see our Notary Public Services page.
Massachusetts law requires signers to present a valid government-issued photo ID to verify their identity at the time of notarization.
Acceptable forms of ID include:
- Massachusetts driver’s license or state ID
- Driver’s license or state ID issued by another U.S. state
- U.S. passport or passport card
- Foreign passport stamped by U.S. Citizenship and Immigration Services (USCIS)
- U.S. military ID
ID requirements:
- Must be current or issued within the last 5 years
- Must include a photo and signature
- Must be the original ID (no copies or digital images)
- Name on the ID must match the document
NO. Documents should NOT be signed before your notarization appointment. The signer must sign the document in the presence of the notary.
You need to bring your unsigned and completed documents, plus a valid government-issued photo ID, to your appointment.
Notaries are required to keep a record of notarizations to help and protect all parties involved. Signing the notary’s journal confirms that you personally appeared before the notary, proved your identity, and completed the notarization. The journal belongs solely to the notary, and your privacy is protected.
- Give legal advice or explain legal documents
- Tell you what type of notarization you need
- Draft or change legal documents (unless an attorney)
- Notarize without the signer present
- Notarize their own signature or a document they have an interest in
- Notarize without proper identification
- Certify copies of vital or public records
- Act outside the Massachusetts authority
- Skip required recordkeeping
Yes. Applicable Travel & Cancellation Fees will still apply if the notary arrives at the location and the appointment is canceled. We recommend notifying us in advance if you need to reschedule to avoid unnecessary fees.
We accept all major credit cards, including Visa, MasterCard, American Express, and Discover, as well as cash and approved company checks.
Apostilles FAQ
An apostille is an official certification that authenticates the origin of a document so it can be legally recognized in another country that is a member of the Hague Apostille Convention. It verifies the signature, seal, and authority of the issuing official.
Viva Notary assists with obtaining apostilles and authentications for U.S. documents at both the state and federal levels. This includes document review, submission to the appropriate authority, tracking, and return delivery.
Common documents include birth and marriage certificates, diplomas and transcripts, powers of attorney, business documents, FBI background checks, and other federal or state-issued records. The exact process depends on where the document was issued and where it will be used.
If the destination country is a member of the Hague Apostille Convention, you need an apostille. If the country is not a member, the document must go through an authentication and embassy or consulate legalization process.
Processing times vary based on the issuing authority, document type, and service level selected. State apostilles may take a few days to several weeks, while federal apostilles often take longer. Expedited options may be available.
Some documents require originals, such as certified vital records, while others may accept notarized copies.
Yes. Viva Notary assists with apostille and legalization services for documents intended for use in countries worldwide, including both Hague and non-Hague countries.
Notarization is not automatically included, but Viva Notary can advise if notarization is required and help coordinate notarization when necessary.
Costs vary depending on document type, issuing authority, destination country, and processing speed. Pricing typically includes government fees, service fees, and shipping.
To begin, contact Viva Notary with details about your document and the country where it will be used. Our team will review your request and guide you through the next steps.
Viva Notary simplifies a complex process by providing clear guidance, careful document handling, and reliable service from start to finish. Our goal is to ensure your documents are processed correctly and efficiently.
Secretary of State Apostilles
Secretary of State authentication services verify the authenticity of signatures, seals, and notaries on documents issued or notarized within a specific U.S. state so they can be used internationally.
An apostille is used when the destination country is a member of the Hague Apostille Convention. Authentication is used when the destination country is not a Hague member and usually requires additional legalization by a foreign embassy or consulate.
Documents commonly include birth and marriage certificates, death certificates, divorce decrees, notarized affidavits, powers of attorney, diplomas, transcripts, and business documents filed or notarized in that state.
The document must be authenticated by the Secretary of State in the same state where the document was issued or notarized.
Some documents must be notarized, while others, such as certified vital records, must be issued directly by the appropriate state or county office. Requirements vary by document type and state.
Most Secretary of State offices require original documents or certified copies. Photocopies are generally not accepted unless they are properly notarized.
No. Apostilles and authentications are issued for use in a specific country. Separate certifications may be required for different countries.
For non-Hague countries, the document must usually be legalized by the destination country’s embassy or consulate after Secretary of State authentication.
Viva Notary simplifies a complex process by providing clear guidance, careful document handling, and reliable service from start to finish. Our goal is to ensure your documents are processed correctly and efficiently.
U.S. Department of State Apostilles
A U.S. Department of State apostille is a certification issued for documents originating from U.S. federal agencies. It authenticates the signature and seal so the document can be used in a foreign country that is a member of the Hague Apostille Convention.
Documents issued by U.S. federal agencies require a Department of State apostille. Common examples include FBI background checks, Certificates of Naturalization or Citizenship, Social Security Administration letters, IRS documents, and federal court records.
Federal apostilles are issued exclusively by the U.S. Department of State, Office of Authentications, located in Washington, D.C.
A federal apostille applies to documents issued by U.S. federal agencies, while a state apostille applies to documents issued or notarized at the state level, such as birth certificates, marriage licenses, or notarized affidavits.
Apostilles are accepted only by countries that are members of the Hague Apostille Convention. If the destination country is not a member, the document must go through authentication and embassy or consulate legalization instead.
Federal documents generally do not require notarization. However, some documents may need to be certified or issued in a specific format before they are eligible for an apostille. Requirements vary by document type.
Yes. The U.S. Department of State typically requires original federal documents or certified originals for apostille processing. Photocopies are generally not accepted.
Processing times vary depending on volume and government workload. Federal apostilles often take several weeks, and expedited processing is not always available.
No. An apostille is issued for use in a specific country. If the same document is needed in multiple countries, separate apostilles may be required.
If the destination country is not part of the Hague Apostille Convention, the document must be authenticated by the Department of State and then legalized by the appropriate foreign embassy or consulate.
Via Apostille simplifies a complex process by providing clear guidance, careful document handling, and reliable service from start to finish. Our goal is to ensure your documents are processed correctly and efficiently.