Notary Basics: FAQ

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Notary Basics:  FAQ – regarding notarized documents

What are some commonly notarized documents? 

  • Commonly notarized documents include deeds of trust, grant deeds, affidavits, and permission to travel for minors, affidavit of citizenship, and affidavits of support, as well as a host of common loan documents.  The notary has grounds to refuse service if the person begins acting nervous or agitated.

What is a notary document?

  •  A notary can notarize a signature on a document. Certain documents are commonly notarized such as quit-claim deeds, and affidavits, but they would not be referred to as notary documents. A notary certificate is a form that is attached to a document that has a notarized signature, but that is still not considered a notary document.

Can an illegal alien sign a notarized document?

  •  Yes.   The notary is not responsible for deciding whether the signer is legally residing in the United States.  If the signer has proper identification and can pay the notary fee involved, then the notary has no reason to refuse service to anyone.  However, if a person comes across as a fugitive or is acting nervous or agitated, and the notary becomes suspicious, then the notary has grounds to refuse service.

What Is Notarization?

  • Notarization is the official fraud-deterrent process that assures the parties of a transaction that a document is authentic, and can be trusted. It is a three-part process, performed by a Notary Public that includes of vetting, certifying and record-keeping. Notarizations are sometimes referred to as “notarial acts.”


  • Above all, notarization is the assurance by a duly appointed and impartial Notary Public that a document is authentic, that its signature is genuine, and that its signer acted without duress or intimidation, and intended the terms of the document to be in full force and effect.


Helpful Ideas:


  • AGENTS please note that loan signing documents generally require an INK embosser over the impression embosser.


  • Notaries should contact their local county or state office (depending on state requirements) to ensure that they carry with them the state notary requirement handbook.


  • Notaries should keep their notary journals current.


  • Notaries should contact their “scheduler” immediately with any questions or issues.  Better to resolve them in the field than take a chance and ship a bad package.


  • Notaries should create a binder or expanding file that will have extra copies of notary documents, current appointment calendar, extra pens – both blue and black,  current copy of scheduling request, point of contact for each appointment, completion report requirements for that client, stapler and paper clips.


  • A good signing agent has a good laser printer.  It is your responsibility to ensure that your equiptment allows you to do a good job.  Dual tray printers are the best tool for this.  Electronic download of documents is the norm in this industry.


Notarial Acts:


  • Acknowledgments. An acknowledgment is typically performed on documents controlling or conveying ownership of valuable assets. Such documents include real property deeds, powers of attorney and trusts. For an acknowledgment, the signer must appear in person at the time of notarization to be positively identified and to declare (“acknowledge”) that the signature on the document is his or her own, that it was willingly made and that the provisions in the document are intended to take effect exactly as written.


  • Jurats. A jurat is typically performed on evidentiary documents that are critical to the operation of our civil and criminal justice system. Such documents include affidavits, depositions and interrogatories. For a jurat, the signer must appear in person at the time of notarization to sign the document and to speak aloud an oath or affirmation promising that the statements in the document are true. (An oath is a solemn pledge to a Supreme Being; an affirmation is an equally solemn pledge on one’s personal honor.) A person who takes an oath or affirmation in connection with an official proceeding may be prosecuted for perjury should he or she fail to be truthful.



  • Certified Copies. A copy certification is performed to confirm that a reproduction of an original document is true, exact and complete. Such originals might include college degrees, passports and other important one-and-only personal papers which cannot be copy-certified by a public record office such as a bureau of vital statistics and which the holder must submit for some purpose but does not want to part with for fear of loss. This type of notarization is not an authorized notarial act in every state, and in the jurisdictions where it is authorized, may be executed only with certain kinds of original document.


  • Each state and U.S. territorial jurisdiction adopts its own laws governing the performance of notarial acts. While these different notarial laws are largely congruent when it comes to the most common notarizations, namely acknowledgments and jurats, there are unusual laws in a number of states. In the state of Washington, for example, certification of the occurrence of an act or event is an authorized notarization. And in Maine, Florida and South Carolina, performing a marriage rite is an allowed notarial act.


The Parts of a Notarization:


  • The Notary’s screening of the signer for identity, volition and awareness is the first part of a notarization.
  • The second part is entering details of the notarization in the Notary’s “journal of notarial acts.” Keeping a notary journal is a widely endorsed best practice, if not a requirement of law. Some states even require document signers to leave a signature and a thumbprint in the Notary’s journal.
  • The third part is completing a “notarial certificate” that states exactly what facts are being certified by the Notary in the notarization. Affixation of the Notary’s signature and seal of office on the certificate climaxes the notarization. The seal is the universally recognized symbol of the Notary office. Its presence gives a notarized document considerable weight in legal matters and renders it genuine on its face (i.e., prima facie evidence) in a court of law.



What is the “Value” of using a notary?


  • The value of notarization lies in the Notary’s impartial screening of a signer for identity, willingness and awareness. This screening detects and deters document fraud, and helps protect the personal rights and property of private citizens from forgers, identity thieves and exploiters of the vulnerable. Every day the process of notarization prevents countless forged, coerced and incompetent signings that would otherwise overwhelm our court system and dissolve the network of trust allowing our civil society to function.