Notary Bulletin

Hotline Tip: Is There A Quicker Way To Perform Multiple Notarizations?

A client came in with five different documents to be notarized, including two grant deeds and three affidavits. I wrote out all five separate entries and had him sign each one separately in my journal, but the process was very time consuming. Is there a more efficient way of handling several document notarizations at once, if it is the same signer? – K.W., Butte, MT

For Montana Notaries, it is permissible to use ditto marks. The procedure would be as follows:

  • Fill out one complete line in your journal for the first document you notarize.
  • Use ditto marks where applicable for the remaining entries. Make sure to write out the type of notarization or document type where it changes from one notarization to the next.
  • Then run a diagonal line across all the signature boxes and have the signer sign once.

If you have to go to a second page in your journal to accommodate all the entries, you should write in all the information completely.

For more information about completing journal entries and other Notary questions, visit the NNA webinar archives, which are available to the public.

Hotline answers are based on the laws in the state where the question originated and may not reflect the laws of other states. If in doubt, always refer to your own state statutes. – The Editors

Confronted with a tricky notarization? Unsure how to proceed? NNA members have unlimited access to our expertly trained NNA Hotline counselors to help you with all of your notarial questions. Call (888) 876-0827, Monday through Friday, 5 a.m. to 7 p.m. PST; Saturday, 5 a.m. to 5 p.m. PST

Related Articles:

Hotline Tip: How Much Information Do I Record In My Journal?

Hotline Tip: Can I List Multiple Documents Within One Journal Entry?

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Quiz: The Many Types Of Notarial Acts

Notaries perform many different duties for the public — and it’s easy to lose track of the different acts and what states they’re authorized in. Test your familiarity with common — and uncommon — notarial acts.

(A link to the correct answers is provided at the end of the quiz.)

Confronted with a tricky notarization? Unsure how to proceed? NNA members have unlimited access to our expertly trained Hotline counselors to help you with all of your notarial questions.

(888) 876-0827

Monday through Friday:
5 a.m. to 7 p.m. PST

Saturdays: 5 a.m. to 5 p.m. PST

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