Notary Public Underwriters Blog
How to Complete a Notarial Certificate
- Details
- Published: November 25, 2024
When notarizing a signature on document, a notary must carefully record the facts of the notarial act in an official statement called the “notarial certificate.”
The notarial certificate language is usually already provided in a document presented for notarization. This language customarily appears next-to or below the document signer’s signature.
Before performing the actual notarial act, a notary reviews the notarial certificate language to gather key information:
- which notarial act the notary should perform;
- whether the desired notarial act is one that the notary is allowed to perform;
- whether the certificate wording substantially reflects the wording required by the notary’s state laws and administrative rules.
Absent any other specific instructions, if there are multiple document signers and a notarial certificate on the document, it is assumed that a signature notarization is wanted for each signer. They need not appear at the same time—each signer may have their signature notarized at different times, by the same or different notaries.
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Tip: Remember that, from state-to-state, notary law varies on which signature notarial acts a notary may perform. Always be certain which specific signature notarial acts your own state law allows a notary to perform.
When should a notarial certificate be filled-in, signed and sealed/stamped by the notary? Only after identifying the present named document signer, screening them for their apparent understanding of what is occurring and their willingness to proceed with notarization, reviewing the certificate and performing the verbal ceremony for the specified notarial act.
Here’s an example of a notarial certificate for a very common signature notarial act, the acknowledgment. (This format reflects the acknowledgment certificate provided in the Revised Uniform Law on Notarial Acts. Check your own state notary law and administrative rules for notarial certificate wording that you must use. As it appears in this example, “record” means “document.”)
The notarial certificates for other commonly performed signature notarial acts—the verification on oath or affirmation (jurat) and the signature witnessing—have much the same format as the acknowledgment certificate, only somewhat different wording to indicate the specific signature notarial act performed.
Take great care to be accurate when filling in a notarial certificate, especially when stamping or embossing your notary seal and signing the certificate.
Two key points about your notary seal and your signature:
- sign all notarial certificates exactly as you signed your official notary application and commission paperwork. Your signature on every notarial certificate MUST match your “official” signature on record with the government official who issued your commission.
- be certain that your official notary stamp’s format complies with any requirements of your state notary law and administrative rules.
Finally, you may be asked to notarize a signature, but the related document has no notarial wording on it to guide you. See our article titled, What to Do When the Notarial Certificate Is Missing? for how to address this issue.
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