If you are applying for a visa, an international adoption, or a foreign work permit, you may be required to have your criminal background check notarized to validate its authenticity. While many official documents require notarization, a background check—particularly an FBI Identity History Summary or a state police record—often needs a notary's seal to confirm that the copy you are submitting is a true and accurate reproduction of the original, or that the signature on the document is legitimate. However, getting a background check notarized is not always straightforward: government-issued records often come with a seal that some notaries may refuse to notarize, and you may need a mobile notary to come to your home or office for convenience. This guide provides a complete, step-by-step roadmap to successfully notarize your background check using a mobile notary service, including what to prepare, what to expect, and how to avoid common pitfalls that can delay your immigration or visa case.
Key Rule on Notarization: A notary public's role is to verify the identity of the signer and witness the signature on a document. They do not certify the content of a background check, but they can notarize an affidavit or a copy certification attached to the background check. Many immigration agencies require a notarized copy of the original background check, not the original itself, so you must have a clear copy prepared before the notary arrives.
When and Why a Background Check Must Be Notarized
Not all background check requests require notarization, but many do—especially when the document is intended for use outside the United States or for official government proceedings. Here are the most common scenarios where a notarized background check is mandatory.
- Visa Applications (Immigrant and Nonimmigrant): Some U.S. embassies and consulates require that you submit a notarized copy of your FBI or state background check. This is particularly true for countries that are not part of the Hague Apostille Convention, where authentication through the embassy often starts with a notarized copy.
- Adoption Proceedings: Both domestic and international adoptions typically require a notarized criminal record for the prospective parents. The notarization confirms that the copy is faithful to the original.
- Foreign Work Permits and Residency: Many countries require a notarized translation or a notarized copy of your background check before they will issue a work visa or residency permit.
- Legal Proceedings: Courts may require a notarized background check as part of a pre-sentence investigation, child custody case, or other legal matter.
- Employment with Government Agencies: Some state and federal employers require a notarized copy of your background check for personnel files.
It is important to understand that the notary does not verify the accuracy of the criminal record itself—they only verify the identity of the person signing the document and witness the signature. The official seal of the issuing agency (e.g., the FBI seal) is what validates the content. A notarized copy is simply a copy that has been certified as a true reproduction by the notary.
Step-by-Step Process: How to Get Your Background Check Notarized by a Mobile Notary
Using a mobile notary is convenient because they travel to your location—your home, office, or even a coffee shop. Here is the exact workflow to ensure a smooth notarization of your background check.
- Obtain Your Official Background Check: First, you must have the original certified background check from the FBI or your state police. This document will have an official seal or stamp. Make a clear, legible copy of the entire document. The notary will notarize the copy (or a separate affidavit), not the original, unless specifically instructed otherwise.
- Determine the Type of Notarization Required: There are two primary forms of notarial acts:
- Acknowledgment: This is used when you are signing a document that does not require an oath. You appear before the notary, confirm you are the signer, and the notary records it.
- Jurat: This is used when you are swearing to the truthfulness of the contents of a document (like an affidavit or a copy certification). You must sign in the notary's presence and take an oath.
- Contact a Mobile Notary Service: Search for local mobile notary services in your area. Many are available 24/7. When you call, confirm that the notary is familiar with notarizing copies of official documents and that they carry a notary journal and a valid commission.
- Prepare Your Documents: Have your original background check, the copy you want notarized, and a valid government-issued photo ID (e.g., driver's license, passport) ready. Do not sign the copy or any affidavit until you are in front of the notary.
- Meet the Mobile Notary: The notary will arrive at your chosen location. They will check your ID, verify your identity, and then watch you sign the copy or the affidavit. They will then complete their notary certificate, affix their seal, and stamp the document.
- Receive the Notarized Document: The notary will give you the notarized copy, which now bears the notary's seal, signature, and the date of notarization. Ensure that all information is correct before the notary leaves.
- Submit the Notarized Document: Include the notarized background check with your visa or other application. Keep a copy for your records.
Required Documents and Specifications for Notarization
To ensure the mobile notary can successfully complete the notarization, you must have the following items ready. Missing any one of these can result in a canceled appointment or a failed notarization.
- Original Certified Background Check: The FBI or state-issued document with the official seal. The notary will need to see this to confirm that the copy is based on an authentic original.
- Clear Photocopy of the Background Check: Make a high-quality, legible copy of the original. The copy should be on standard 8.5 x 11 inch paper. If the original has a raised seal, the copy may not show it—but that is acceptable for notarization purposes.
- Valid Government-Issued Photo ID: Acceptable forms include a U.S. driver's license, state ID, passport, or military ID. The name on the ID must match the name on the background check (or you must provide documentation of a name change, such as a marriage certificate).
- Notary Fee Payment: Mobile notaries typically charge a travel fee plus a per-signature fee. Be prepared to pay cash, credit card, or via an app, as agreed.
- Any Additional Instructions from the Receiving Agency: Some agencies require specific wording on the notary certificate. If you have such instructions, provide them to the notary.
Below is a quick checklist to review before the notary arrives.
| Item | Status | Notes |
|---|---|---|
| Original background check | ☐ Ready | With official seal |
| Clear copy of background check | ☐ Ready | Do not sign until with notary |
| Valid photo ID | ☐ Ready | Name must match background check |
| Payment for notary | ☐ Ready | Check mobile notary's accepted methods |
| Special instructions from agency | ☐ Checked | If any, provide to notary |
Estimated Fees, Processing Time, and How to Find a Reliable Mobile Notary
The cost and availability of a mobile notary can vary significantly depending on your location, the time of day, and the complexity of the notarization. Below is a breakdown of typical fees and turnaround times.
| Service | Typical Fee | Time to Complete |
|---|---|---|
| Mobile notary travel fee | $25–$75 (within city limits) | Varies (same day usually) |
| Notary fee per signature (jurat or acknowledgment) | $5–$15 per notarial act (state-regulated) | ~10–15 minutes |
| After-hours or weekend service | Additional $25–$50 | Same as above |
| Notarization of multiple documents | Per signature fee | May take longer |
To find a reliable mobile notary, consider these methods:
- Online Directories: Websites like Notary.org, 123Notary, or the American Association of Notaries allow you to search for mobile notaries by zip code.
- Local Banks or UPS Stores: Many have notaries on staff, but they may not travel. However, they can refer you to mobile notaries.
- Real Estate and Legal Referrals: Real estate agents and attorneys frequently work with mobile notaries and can recommend trusted professionals.
- Read Reviews: Check Google or Yelp reviews to ensure the notary is professional, punctual, and knowledgeable.
When you contact a mobile notary, ask about their experience with notarizing background checks and copies of official documents. Some notaries may be hesitant to notarize a copy of a government-issued document because they are not allowed to certify copies of public records in some states. In such cases, you can instead sign an affidavit swearing that the copy is true—the notary can notarize that affidavit.
Common Mistakes That Can Invalidate a Notarized Background Check
Even after the notary leaves, your notarized background check may be rejected by the receiving agency if these common errors occur. Avoid these pitfalls to ensure your document is accepted.
- Using a Copy of a Copy: The notary must see the original background check to verify that the copy is a true reproduction. If you only have a copy of the original (without the official seal), the notary cannot certify it as a true copy. Always use the original certified document as the source.
- Missing Notary Information: The notary's seal must be clear and legible, and the notary's commission expiration date must be visible. Some agencies reject documents if the notary seal is smudged or if the expiration date is missing.
- Signing Before the Notary Arrives: As mentioned, you must sign in the notary's presence. If you sign beforehand, the notary cannot perform a jurat or acknowledgment, and you will need to start over.
- Incorrect Venue or Date: The notary certificate must include the correct county and state where the notarization takes place, and the date must be accurate. Errors here can lead to rejection.
- Not Providing Proper ID: If your ID is expired or does not match the name on the background check, the notary may refuse to notarize. Bring your most current ID and any name-change documents.
- Overlooking Apostille or Authentication: If your notarized background check is for use abroad, it may need an apostille or further authentication from the Secretary of State or the U.S. Department of State. A simple notarization is often just the first step in the legalization chain. Plan accordingly.
Frequently Asked Questions
Q: Can a mobile notary notarize a background check that is from the FBI?
A: Yes, a mobile notary can notarize a copy of your FBI Identity History Summary, provided they see the original certified document. However, they cannot notarize the original FBI record itself because it already bears the FBI seal and signature—notarization is typically only needed for copies or related affidavits.
Q: Do I need to have the background check notarized before or after it is apostilled?
A: Typically, you should get the notarization before the apostille. The apostille authenticates the signature and seal of the notary, so if you apostille first, the notary's seal would be covered or altered. The correct order is: obtain the background check → notarize the copy (or affidavit) → get the apostille from the Secretary of State or Department of State.
Q: How do I find a mobile notary near me?
A: You can search online platforms like 123Notary, NotaryRotary, or simply Google "mobile notary near me." Local banks, UPS stores, and law offices often have referrals. Be sure to confirm their availability, fees, and that they are commissioned in your state.
Q: What if I cannot appear in person before the notary?
A: Notarization requires physical presence in most states, as the notary must verify your identity and witness your signature in person. However, some states now allow remote online notarization (RON) via video conference. Check if your state permits RON and if the agency accepting your document will accept a remotely notarized copy. Mobile notaries often also offer RON services.
Q: Can I notarize a background check that is in a foreign language?
A: Yes, but the notary will need to be able to communicate with you to verify your identity. The notary does not need to understand the document's content. However, the receiving agency may require a certified translation of the background check in addition to the notarized copy, so you should arrange for a translation before or after notarization.
Q: How long is a notarized background check valid?
A: The notarization itself does not expire, but the background check has a validity period—typically 3 to 12 months depending on the requesting agency. If the background check expires, the notarization does not revive it. Always check the validity timeframe for your specific visa or application.