The recent wildfires that ripped through Southern California have left thousands of victims in their wake. Victims of disasters often face unusual challenges obtaining notarizations, which they desperately need to rebuild their lives. Additionally, fraud often increases as criminals look to profit from others’ losses. The NNA has prepared the following guide to support Notaries through these challenges, and to help signers find a Notary they can trust.
For Signers:
Where to find Notary services
One of the best places to find a trusted and background-screened Notary is at FindANotary.com, and many are willing to provide free or discounted services for disaster victims. You can also obtain trusted services from banks, mailbox shops, UPS Stores, and tax preparers’ offices. Notary services are available for signers in the Los Angeles, California, area at the National Notary Association’s office in Chatsworth, California, during normal business hours.
Mobile Notaries can be found online via:
In any case, make sure to check the Notary’s credentials to ensure they are licensed and background screened. And make sure you’re properly prepared to get something notarized by bringing necessary ID and understanding the requirements.
For Notaries:
Victims of natural disasters are often distressed and anxious and may lack proper ID if it was lost or destroyed. Remember these key tips when notarizing in these special circumstances:
Determining what notarization is needed
- Many disaster victims may not know what type of notarizations they need, and you can’t advise them because doing so would be the unauthorized practice of law.
- Appropriate ways to determine what notarization is needed include checking for pre-printed wording on the document, describing different types of acts and letting the signer choose, or contacting the document’s issuing or receiving agency to ask for instructions.
- In California, Notaries may not certify copies of vital records such as birth, death, and marriage certificates. California Notaries may only certify copies of powers of attorney or their own journal entries if requested by the Secretary of State or a court.
Missing identification
- Signers must always be properly identified in accordance with state statutes.
- Review California’s list of acceptable ID documents for signers.
- Remember that California does not allow Notaries to use personal knowledge to verify a signer’s identity.
- Many signers whose ID were lost or destroyed can use credible identifying witnesses who meet California's requirements and can upon oath identify a signer who lacks other proof of identity.
Employ professional Notary practices
Have questions?
- NNA members can contact the Notary Hotline for assistance. If you are not an NNA member, a one-time courtesy call for Notary help is available.
- Information on each state’s Notary laws and procedures, along with contact information for state Notary agencies, is available online through the NNA’s U.S. Notary Reference.
- Notaries can consult the Notary Public Code of Professional Responsibility for ethical guidance if they encounter a situation that isn’t addressed by state law during a notarization.
For Notaries who were victims of the California Wildfires
Any Notary Public who is a victim of a natural disaster in California and has lost their equipment and records should take the following steps:
Notify the Secretary of State immediately. The Notary Public must send a written notice to the California Secretary of State by certified mail or any other means of physical delivery that provides a receipt. A form to report a lost or stolen journal is available on the Secretary of State’s website. The notice should be sent to:
Secretary of State
Notary Division
1500 11th Street – 2nd Floor
Sacramento, CA 95814
Provide detailed information in the written notice, including:
- A statement that your journal(s) and seal(s) were lost in the fires
- The time periods of journal entries lost
- Your notary public commission number
- Your commission expiration date
- A photocopy of a police report detailing a stolen seal or journal, if applicable and available
Request a certificate of authorization. The Secretary of State will issue this certificate within five working days, which the Notary can use to obtain a replacement seal.
Report a change of address. Notaries who are displaced by the fires must report a change of address to the Secretary of State within 30 days of the change. A form to report an address change is available on the Secretary of State’s website and should be mailed to the address above.
Replace lost documents. The Notary should also take steps to replace other important documents that may have been lost:
- Driver's license: Contact the California DMV at 1-800-777-0133 or visit their website.
- Birth certificate: Contact the California Department of Public Health at 916-445-2684 or visit their website.
- Other vital records: Refer to the table provided by the California Office of Emergency Services for specific document replacement procedures.
Duplicate Notary commission certificate: Write the Secretary of State at NotaryMail@sos.ca.gov and indicate you need a duplicate commission certificate that was lost in the fires. The Secretary of State has told the NNA that they will work with affected Notaries and may be able to waive the $10 fee for the duplicate commission.
Reconstruct records. The Notary should attempt to reconstruct their Notary journal to the best of their ability, using any available information or records.
Contact the NNA. The NNA will replace your damaged or destroyed supplies free of charge. Call us at (818) 739-4000.