Completing the Notary certificate wording correctly is an important part of the notarization process and critical in establishing the trustworthiness of the notarial act. This article and video will show you the information you need to write in each part of the certificate wording, and common mistakes to avoid.
Filling out the venue
The venue shows where the notarization takes place. Typically, this is the county and state where the notarization is performed. However, some venue forms may ask you to write information such as the city instead of the county.
When completing the venue:
- Always write the location where the notarization actually took place. For example, if the notarization took place in Los Angeles County, California, you would write “State of California” and “County of Los Angeles.”
- Do not write a different location other than where the notarization was performed! For example, Notaries sometimes mistakenly write the county where their Notary commission is filed instead of the location where the notarization took place.
Filling out the main body of the Notary certificate
The body of a certificate provides the details of the notarial act. While the language varies depending on the type of notarization and the law of the state in which you are commissioned, the main body of a certificate will require you to note the date of the notarization, the name of the signer appearing before you, and your official name as the Notary.
When completing the main body of a certificate:
- Enter the correct date. This must be the actual date the notarization takes place. Never pre- or backdate the certificate or falsify a date on a certificate, even if you are asked to do so. Falsifying a certificate is illegal and could result in you losing your commission and facing civil or criminal penalties.
- Write the signer’s and your name in the correct locations on the certificate! Sometimes careless Notaries will write their own names in a space intended for the signer’s name. This can lead to the document being rejected by a receiving agency.
Signing the certificate
You must sign each Notary certificate. When signing the certificate:
- How you sign your name matters. Your signature should match the name that is on file with your commissioning official. In some states, this is the signature that you signed on your Notary application or oath of office form.
- Depending on your state’s rules, you may also be asked to print your name, your title “Notary Public,” or your commission expiration date.
- Make sure all signers are present if only one acknowledgment certificate appears at the very end. If the certificate is not present, the decision to use one or more certificates should be made by the party issuing the document. If all signers are not present, you’ll need to use additional certificates if you notarize the signatures of these individuals later.
Affixing your Notary seal to the certificate
Most states require you to affix your Notary seal to the certificate to authenticate the notarial act. Typically, the seal will be affixed next to your signature.
When affixing your seal on the certificate:
- Be sure the seal impression is clear and legible. If the seal is smudged or blurry, affix a second seal impression near the first.
- Do not place the seal where it would cover any text or signatures on the document.
The NNA can help you with certificate questions
If you’re an NNA member and you have questions about filling out a notarial certificate, the NNA’s Notary Hotline is available to answer your questions by phone or email. Non-members will be provided with a one-time courtesy call.
David Thun is the Editorial Manager at the National Notary Association.