BUSINESS SIGNINGS
On-Site Corporate Notary for Executive Signing Days
When several executives must sign many documents, an on-site corporate notary saves hours and prevents rework. We count every notarial act in advance, prepare compliant certificates, work around your executives’ calendars and coordinate with counsel through the final revision.
Over 20 years in business · Thousands of documents processed · 600+ five-star Google reviews
SIGNING DAYS
Prepared before we arrive
For companies, law firms and their executives across Greater Boston
- Every notarial act counted in advance
- Certificates prepared for apostille
- Timed around executives’ meetings
- Originals shipped where they are needed
How we handle an on-site corporate signing
An on-site corporate signing succeeds or fails on preparation. By the time we arrive at your office, we know how many notarial acts there are, which certificate each one needs, who signs in what capacity and where every original is going.
- 1
We map every notarial act
Send us the documents, or the signing checklist, in advance. We count the signatures and certificates, confirm each signer’s title and capacity, note how many originals the recipients need, and flag any notarial wording that will not meet Massachusetts apostille requirements.
- 2
We prepare certificates and access
Compliant certificates are prepared before the day, built around the details your team confirms. We send the notary’s name for your visitor list and confirm the floor, suite and check-in procedure with your front desk.
- 3
We work around your executives
Signers come to the conference room between meetings, or we go to them. Each presents a current government-issued photo ID, signs in our presence, and signs our journal.
- 4
We check everything before we leave
Every page, date, title, seal and signature is reviewed against the checklist while the signers are still in the building. Questions for counsel are raised in the room, not discovered a week later.
- 5
Apostilled, shipped and confirmed
Documents for use abroad are filed in person with the Secretary of the Commonwealth, typically within 1–2 business days. Scans of the completed documents are emailed to you before they ship, and originals go by tracked courier to your counsel, title company, agent or bank.
What an on-site corporate notary handles in one visit
Companies book an on-site corporate notary when several people need to sign, the documents are sensitive, or the signers’ time is too valuable to send them across town. A single visit commonly covers several of these.
Powers of attorney for use abroad
Appointing agents, counsel and representatives in other countries. See corporate powers of attorney.
Board and officer documents
Resolutions, secretary’s certificates and incumbency certificates that prove who may sign. See board resolutions.
Transaction documents
Deeds, assignments and closing documents that require notarized signatures. See M&A and transaction closings.
Loan and banking documents
Guaranties, mortgages and bank forms for business financing. See business loan closings.
Employment verification
I-9 verification for remote hires and authorized-representative visits. See I-9 verification for employers.
Documents for employees moving abroad
Affidavits, consents and records for global mobility teams. See global mobility documents.
From our recent on-site work
Every matter below took place at a client’s office, home or hotel in Greater Boston. Client details are kept confidential.
Ten notarial acts, five documents
A Boston biotech scheduled a signing with ten notarial acts across five documents. In review, we found the certificates were acceptable for domestic use but would not meet the Secretary of the Commonwealth’s requirements for an apostille. We added the compliant Massachusetts language at the signing, so nothing had to be re-signed.
A POA, a resolution and the front desk
For a Cambridge biotech’s documents for Turkey, we prepared the certificates in advance from details the company confirmed, then checked in at the front desk on arrival. A power of attorney that had been signed before the appointment was re-executed in our presence, and all three apostilles were issued the same day.
A Back Bay law office, the same morning
An office manager contacted us early in the morning for a signing that day. We reserved a window, and the firm added our notary to its visitor list before arrival, so the signer was not kept waiting in the lobby.
Revised deeds, the morning of the signing
A national law firm’s West Coast office arranged for an executive to sign two deeds at its Boston office. Revised drafts arrived that morning; we printed the final versions, confirmed with counsel how to treat an optional date line, and sent the originals directly to the title company on the firm’s prepaid overnight label.
A visiting executive at her hotel
A California biotech executive in Boston for one day signed two originals of a power of attorney at her hotel between meetings. Both were apostilled the next business day and shipped on the company’s own courier account.
Two visits for one finance team
A North Shore manufacturer’s finance executive signed a power of attorney for the company’s Brazilian affiliate at his home office. When Brazil then asked for a certified copy of his passport, we returned to complete it. His payables team needed a scan of the apostille and the tracking number to process our invoice, and we sent both the same day.
Planning a signing day?
Send us the documents or the checklist. We will count the acts and prepare the certificates before your executives’ time is booked.
How many notarizations is that? Counting the acts in advance
A corporate signing almost always involves more notarial acts than documents. Each signature that needs a certificate is a separate act: a power of attorney signed in two originals is two acts, and a resolution signed by two directors is two more. Counting them in advance tells us how long the appointment will take and how many certificates to prepare.
Massachusetts requires notaries to keep a journal of their notarial acts. Under M.G.L. c. 222, § 22, each entry records the date and time, the type of act, a description of the document, the signer’s signature, printed name and address, how the signer was identified, and the address where the notarization took place. One entry may cover several documents signed by the same person in a single transaction or on a single date, which keeps a long signing efficient.
Executives should expect to present a current government-issued photo ID and to sign the journal. The journal belongs to the notary, not to the client or the notary’s employer, and it is examined only in the limited circumstances the statute sets out.
What to tell us before the day, and why it matters
A short exchange before the signing prevents almost every problem we see on the day.
| What we ask | Why it matters |
|---|---|
| The documents or the signing checklist | We count the acts, check the certificates and prepare compliant Massachusetts wording in advance |
| Each signer’s name and exact title | The certificate records the title; it should match the document and any resolution behind it |
| Which documents are going abroad, and where | Documents for apostille need certificates that meet the Secretary of the Commonwealth’s requirements; non-Hague countries need a longer route |
| How many originals each recipient requires | Every original is signed and notarized separately, so the count drives the schedule |
| Who must approve last-minute changes | When drafts change on the day, we print the final version and confirm with the person authorized to approve it |
| Building access and timing | Visitor lists, security desks and executives’ calendars determine when we can begin |
| Where the originals go, and on whose courier account | We ship directly to counsel, a title company, an agent or a bank, using your account or ours |
Mistakes that derail a corporate signing
- Documents signed before we arrive. An executive who signs ahead of time to save a few minutes can turn a ten-minute appointment into a request for fresh originals.
- Certificates drafted for domestic use only. Wording that a domestic recipient accepts may not satisfy the Secretary of the Commonwealth for an apostille. We check before the signing, not after the filing is rejected.
- Titles that differ from page to page. The document, the resolution and the certificate should use the same title for each signer.
- Expired or mismatched identification. Each signer needs a current government-issued photo ID in the name that appears on the document.
- Drafts revised without telling the notary. If counsel changes a document after we have printed it, we need the final version and confirmation of which version governs.
- No one authorized to answer questions. When a certificate or signature block raises a question, someone who can speak for counsel or the company should be reachable during the signing.
- Unclear delivery instructions. Originals sent to the wrong office cost days. Confirm the recipient, address and courier account before the day.
- Assuming every signer can attend. A signer in another state needs a notary there. Tell us early, and we will coordinate it.
Executives available for one hour only?
Tell us the window. We will have every certificate prepared so the time is spent signing.
Counsel review and last-minute changes
Corporate signings often run in parallel with counsel’s final review. We build that into the day: documents are printed from the latest version you send, and if a revision arrives while we are on site, we print it and confirm with counsel which version is to be signed.
We do not change the substance of a document. When a notarial certificate is missing details, such as the county or the signer’s capacity, we raise it with counsel, propose the correction and proceed only once it is approved. Questions about optional fields, such as a second date line, go to counsel as well, and we follow their instruction.
We are notaries and document specialists, not attorneys. We do not advise on what a document should say; we make sure it is executed and notarized in a way its recipient will accept.
Confidentiality and professionalism on site
Signing days often involve financings, transactions and personnel matters that are not yet public. We review a document only as far as the notarial act requires, handle scans and originals confidentially, and discuss the matter only with the people you designate.
Our founder spent nearly two decades on Harvard’s administrative leadership team, and we approach corporate work with the same discretion: punctual arrival, a professional presence in your offices, and a clear record of what was signed, by whom and where it went. BMNAS is insured.
Signers who cannot be in the room
When an officer is traveling, we can meet them at a hotel, an airport-area office or another client site in Greater Boston. Massachusetts issues the apostille for anything notarized here.
When a signer is in another state, that signature must be notarized there, and any apostille comes from that state. We coordinate a notary in the signer’s location and manage the authentication, so your team still has one point of contact. For some domestic documents, remote online notarization may be an option when the receiving party accepts it.
What to send us before the signing
- The documents, or counsel’s signing checklist
- Each signer’s name exactly as it appears on their government-issued photo ID, and their title
- Which documents are going abroad, and to which countries
- The number of originals required for each document
- The address, suite, check-in procedure and the time window available
- Delivery instructions for the originals, including any courier account
Related corporate services
- Corporate notary services: notary, apostille and translation for businesses
- Notarial certificate review: wording checked before the apostille
- Corporate powers of attorney: for agents and counsel abroad
- Board resolutions and secretary’s certificates: proof of signing authority
- M&A and transaction closings: notarized documents in a deal
- Certified copies of corporate documents: for registries and banks abroad
- Law firms: notary, apostille and translation for counsel
- Life sciences and pharma: global teams and registrations
Official sources
- M.G.L. c. 222, § 22: notary journal requirements
- M.G.L. c. 222, § 1: satisfactory evidence of identity and other definitions
- M.G.L. c. 222, § 15: Massachusetts notarial certificate forms
- Massachusetts Secretary of the Commonwealth: apostille and certification information
Requirements change, and the receiving office always has the final word. We link to official sources so you can check the current rules yourself.
Frequently asked questions
Can a notary come to our office to notarize documents for several executives?
Yes. We come to offices, labs and conference rooms across Greater Boston and notarize every signer in one visit. Tell us how many people are signing and roughly how many documents, and we will plan the time accordingly.
How long does an on-site signing take?
It depends on the number of notarial acts rather than the number of documents. When we have counted the acts and prepared the certificates in advance, each signer usually needs only a few minutes.
What do our signers need to bring?
A current government-issued photo ID in the same name that appears on the document. Signers should not sign anything before we arrive.
Will our executives have to sign your journal?
Yes. Massachusetts law requires notaries to record each notarial act in a journal, including the signer’s signature, printed name and address and how they were identified. One entry can cover several documents signed by the same person in one transaction or on one date.
Can you notarize documents going abroad at the same appointment?
Yes. We make sure the certificates meet Massachusetts apostille requirements, then file in person with the Secretary of the Commonwealth, typically within 1–2 business days. Non-Hague countries require embassy legalization, which usually takes 4–6 weeks.
Can you work around our counsel’s final review?
Yes. We print the latest version you send, and if a revision arrives during the appointment, we print it and confirm with counsel which version is to be signed.
Can you accommodate a same-day request?
Often, yes, depending on the schedule. Contact us as early as possible with the location, the documents and the number of signers.
One of our officers is in another state. Can you still handle it?
Yes. That officer’s signature is notarized in their state, and any apostille comes from that state. We coordinate the notary there and manage the authentication, so your team works with us throughout.
Can you ship the originals directly to our counsel or title company?
Yes. We ship by tracked courier to whoever needs the originals, using your courier account or ours, and email you scans of the completed documents before they leave.
Planning an on-site signing?
Send us the documents, the signers and your time window.