Your client is overseas.

Your vendor is overseas.

Your next project is overseas.

And now someone has told you:

“We need this document authenticated.”

What happens next?

Luxury retail involves more than what's happening on the sales floor.

Behind the scenes are owners, vendors, insurers, property matters, business relationships and administrative paperwork.

From independent jewelers and watch dealers to designer boutiques and other specialty retailers, a business may occasionally encounter a document requiring notarization.

Not every business document needs a notary.

Collecting art can involve much more than choosing what hangs on the wall.

Private collectors may encounter documents connected with estates, transactions, business matters, authorizations, international dealings, or other situations in which notarization is requested.

When that happens, the notary's responsibility is specific: properly perform the requested notarial act.

A notary does not authenticate the artwork, establish provenance, determine ownership, or provide an appraisal.

Your business probably already has a list of people you call.

An accountant.

An insurance professional.

Perhaps an attorney.

A preferred photographer, printer, or courier.

A notary can belong on that list too.

An interior design studio handles much more than fabric swatches and beautiful spaces.

Behind every project is a business dealing with clients, vendors, contractors, property, purchasing, and administrative paperwork.

Occasionally, a designer or studio may encounter a business document, sworn statement, authorization, or other paperwork requiring notarization.

Not every contract needs a notary, of course.

Antiques can have long histories.

The businesses selling them have paperwork.

Auction houses and antique dealers may occasionally encounter documents related to estates, business transactions, authorizations, international matters, or other situations in which notarization is requested.

Business doesn't always stop at the border.

A company working with international clients, vendors, partners, artists, manufacturers, or organizations may encounter documents intended for use outside the United States.

Depending on the document and destination, the process might involve notarization, an apostille, or another form of authentication.

These aren't interchangeable services, and not every international document follows the same process.

Creative businesses still have very uncreative paperwork. 😂

Photographers, designers, production companies, agencies, and studios may occasionally encounter business documents, sworn statements, authorizations, or other paperwork requiring notarization.

That doesn't mean a creative studio needs a notary every week.

Behind every beautiful collection, boutique, or independent fashion label is a business.

And businesses come with paperwork.

Fashion professionals may occasionally encounter documents involving business operations, commercial arrangements, sworn statements, authorizations, international matters, or other transactions where notarization is requested.

Notary services aren't only for individuals handling personal paperwork.

Businesses need notaries too.

And the business doesn't have to be a law firm, bank, or real estate company.

Here are a few you might not immediately think about.

Art galleries may encounter notarized business documents, sworn statements, authorizations, international paperwork, or documents connected with transactions.

Jewelry businesses may encounter notarization needs involving business operations, estates, insurance matters, or high-value property transactions.

Photography and creative studios may encounter business documents, authorizations, sworn statements, or paperwork associated with international projects.

Antique dealers and auction businesses may occasionally handle documents connected with estates, property transfers, business matters, or international transactions.

Boutiques and other independent retailers may encounter notarized documents involving their companies, financing, leases, vendors, or administrative matters.

Fine jewelry isn't only about beautiful pieces.

Behind the display cases are businesses dealing with inventory, vendors, clients, insurance, estates, high-value property, and plenty of paperwork.

Occasionally, that paperwork may require notarization.

When you think of an art gallery, you probably picture paintings, exhibitions, collectors, and opening nights.

A notary probably isn't the first person who comes to mind.

But galleries, artists, collectors, and other professionals in the art world may occasionally encounter documents that require notarization.

New York is home to people and businesses from around the world, which means notaries may encounter documents written in languages other than English.

So does a document have to be written in English to be notarized?

The answer depends on applicable state law, the circumstances, the requested notarial act, and whether the notary can properly perform their duties.

Before scheduling a notary appointment, read the entire document and any accompanying instructions.

Look for information explaining:

• Who must sign

• Whether witnesses are required

• Whether notarization is required

• What type of notarization has been requested

• Whether the receiving organization has provided specific instructions

People sometimes use the phrase "notarize my document" as though the notary places a stamp on the page confirming that everything written in it is true.

That's not what notarization means.

The notary performs a specific notarial act involving the signer.

The notary generally isn't verifying every statement contained in the letter simply because a notarization is performed.

"I just need someone to witness my signature."

It sounds simple.

But when someone contacts a notary with that request, an important question comes next:

What exactly does the document require?

Watching someone sign a piece of paper and performing an authorized notarial act are not automatically the same thing.

Not every important document is created on a computer.

People write letters, statements, agreements, permissions, and other documents by hand every day.

So can a handwritten document be notarized?

Potentially, yes. The fact that a document is handwritten does not by itself necessarily prevent an authorized notarization.

However, there are some important distinctions to understand.

A notary's seal is evidence associated with an authorized notarial act. It isn't a general-purpose stamp that can simply be added to a document because someone requests it.

Depending on the required notarial act and applicable law, the notary may need to:

• Identify the signer

• Require personal appearance

• Confirm willingness

• Administer an oath or affirmation

• Observe a signature when required

• Complete a notarial certificate

• Make any required journal entry

This distinction is important.

The notary is generally not investigating whether the statements in the document are factually correct.

The notary's role concerns the proper execution of the notarial act, including identifying the signer and administering the required oath or affirmation.

Examples can include a child traveling:

• With one parent

• With grandparents

• With another relative

• With a school or organization

• With another responsible adult

• Internationally without both parents

Requirements vary considerably, especially for international travel.