The Short Answer
Bring the complete document with every blank filled in, not yet signed if it is an affidavit. Bring enough copies, because the notary usually keeps one. Bring a valid government ID with your photo and signature. Everyone who will sign must come too, each with their own ID, plus any witnesses the document names.
Example: An Affidavit of Loss and an SPA in Cainta, Rizal
Names and details in this example are made up.
Lorna Bautista of Barangay San Isidro, Cainta, Rizal lost her Pag-IBIG Loyalty Card. Her husband Arnel is a seafarer leaving next week, and she also wants him to sign a Special Power of Attorney so she can process a loan release for him at Pag-IBIG while he is away.
What Lorna prepares the night before:
- An Affidavit of Loss, printed with every blank filled in: the card number, when and where she last had it. She does not sign it yet.
- A Special Power of Attorney with Arnel as the one giving authority and Lorna as the one receiving it, with Pag-IBIG's exact transaction written in.
- Three copies of each: one for Pag-IBIG, one for the notary, one for their own file.
- Lorna's Driver's License and Arnel's passport, both unexpired.
At the notary. Lorna signs the affidavit in front of the notary and swears it is true. Arnel signs the SPA, or confirms the signature is his. Both sign the notary's record book. They pay, get an Official Receipt, and check that each document has its document, page and book numbers.
What would have gone wrong. If Arnel had already left for his ship, Lorna could not have the SPA notarized for him. He would need to sign it abroad instead. See signing documents while abroad.
The Checklist
- The complete document. Every blank filled in: names, addresses, amounts, dates, property details. A notary may not notarize a blank or incomplete document (2004 Rules on Notarial Practice, A.M. No. 02-8-13-SC, Rule IV, Sec. 6). Do not leave spaces "to fill in later".
- Unsigned, if it is an affidavit. For a sworn statement you must sign in front of the notary (swear to it (jurat), Rule II, Sec. 6). For a deed or SPA, you may have signed already, but many notaries prefer you sign in front of them.
- Enough copies. The notary keeps a copy for their records. Count how many the receiving office wants, add one for the notary and one for yourself. Ask the notary ahead how many they need.
- A valid ID for each signer: at least one current government ID with your photo and signature. See what IDs a notary accepts.
- Every person who signs. Each must appear in person. See whether the signer has to be there.
- Witnesses, if the document has witness lines, each with an ID. Some documents, like an Extrajudicial Settlement or a deed signed by thumbmark, usually have them.
- Proof you can sign for someone else, if you sign as an agent: the notarized SPA, or a Secretary's Certificate or board resolution for a company.
- Cash for the fee, and ask for an Official Receipt.
What About the Cedula?
Some notaries still ask for a Community Tax Certificate (cedula) and write its number on the document. Bring one if your notary asks; you can get it at your barangay hall or city or municipal hall.
But a cedula is not enough to identify you, because it has no photo. The ID rules were changed in 2008 for exactly this reason (Rule II, Sec. 12, as amended on 19 February 2008). You still need a photo ID or credible witnesses (people who know you and swear to who you are).
Extra Papers for Some Documents
- Deed of Sale of land: a photocopy of the title and Tax Declaration helps the notary and you check the details. The seller's spouse usually signs too. See the Deed of Absolute Sale template.
- Deed of Sale of a vehicle: the OR/CR, so the engine and chassis numbers match. See the vehicle Deed of Sale template.
- Affidavit of Loss: details of the lost item, such as the ID or card number. See the Affidavit of Loss guide.
- Extrajudicial Settlement: all heirs, their IDs, and the Death Certificate and titles. See the Extrajudicial Settlement template.
The office that will receive the document may want a particular wording. Ask them before you go.
Before You Leave the Notary
- Check that the notary's certificate is complete: your name, the ID you showed, the date and place.
- Check the document number, page number, book number and series year are filled in.
- Get your Official Receipt.
- Read your copy once more for typing mistakes. Fixing them later means notarizing again.
To know what notaries in your area usually charge before you go, see our notary prices, for example for an affidavit, a Special Power of Attorney or a Deed of Sale of land.
Common Questions
Kailangan bang Pirmahan Ko na Bago Pumunta sa Notaryo?
For an affidavit, no: you must sign in front of the notary. For a deed or SPA, you may sign beforehand, but you still have to appear and confirm the signature is yours. If unsure, wait and sign in front of the notary.
Can I Bring a Photocopy of My ID?
Bring the original. The notary needs to see the actual ID and compare your face and signature. They may keep a photocopy for their records, so a photocopy in your bag can save time.
Can the Notary Type the Document for Me?
Many notary offices prepare simple documents for an extra charge. Ask the price first. You can also prepare it yourself using our templates, as long as every blank is filled in.
How Many Copies Do I Need?
It depends on the receiving office. A common rule of thumb: what the office needs, plus one for the notary, plus one for you. Ask the notary ahead, because some keep more than one.
Can I Bring My Document on My Phone?
For regular notarization, bring it printed on paper. A notary can notarize a PDF only through electronic notarization under the Supreme Court's 2025 rules, available from 19 October 2026 and not from every notary. See online notarization.
Not legal advice. This is general information. For advice on your own situation, consult a lawyer. If you cannot afford one, the Public Attorney's Office (PAO) or an IBP legal aid office may help for free.
Government fees, rules and requirements change, so always check with the office concerned before you go. This page explains the general rules; it cannot tell you how they apply to your own family or case. Last reviewed October 8, 2026.