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How to make sure your Notary certificates comply with state law

Principle: #04202025 Notary Certificates

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To ensure Notary certificates comply with state law, a Notary Public must adhere to specific wording requirements, including the venue (state and county), the type of notarial act, the signer's name, the date of the act, and the Notary's signature and seal. It's crucial to consult your state's specific laws and guidelines regarding Notary practices, as requirements can vary significantly. 

Key Steps for Compliance:

1. Understand State-Specific Requirements: Notary laws vary by state. Familiarize yourself with the specific language, forms, and procedures required for notarial acts in your state. 

2. Use the Correct Wording: If your state prescribes specific wording for notarial certificates, use that wording precisely. If your state allows for substantial compliance, ensure your certificate includes all the necessary elements, such as venue, date, signer's name, type of act, and Notary's information. 

3. Include All Required Elements: Regardless of specific wording requirements, your certificate should always include:
  • Venue: The state and county where the notarization occurred. 
  • Type of Act: The specific notarial act being performed (e.g., acknowledgment, jurat). 
  • Signer's Name: The name of the person whose signature is being notarized. 
  • Date: The date of the notarization. 
  • Notary's Information: Your signature, printed name, commission expiration date (if applicable), and possibly your seal or stamp. 
4. Double-Check for Accuracy: Always double-check the information you've entered on the certificate, including spellings, dates, and other details, to ensure accuracy. 

5. Verify Identity: In most states, you must verify the signer's identity using a valid government-issued ID. 

6. Use an Appropriate Seal or Stamp: If your state requires a seal or stamp, make sure it's clear and legible and that you affix it correctly. 

7. Understand Hybrid Certificates: If you're using a hybrid certificate (combining acknowledgment and jurat wording), be aware that some states may not allow them, especially for certain types of documents like those affecting real property. 

8. Consult with Legal Counsel: If you have any questions about the specific requirements for your state or the validity of a particular certificate, consult with legal counsel or your state's Secretary of State for guidance. 

By following these steps and staying informed about your state's notary laws, you can ensure your certificates comply with the law and maintain their validity. 


The information in this blog is not intended to be legal advice.
If you have a question about a specific notary law or regulation,
please consult an attorney in your state.

 How to Become a Notary Public 



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