Completing a Notarization Flashcards
What’s the first step of a notarization?
Review the whole document
What’s the second step of a notarization?
Identify the signer
What’s the third step of a notarization
Verify the signer’s willingness & competence to sign
What’s the fourth step of a notarization
Complete your journal
What’s the fifth step of a notarization
Complete the certificate
What’s the first step of reviewing the document
Examine the document - Are all pages there? Note the # of pages in the additional info of the journal. Staple all pages together.
What’s the second step of reviewing the document?
Determine what acts are required
What’s the third step of reviewing the document?
Gather information to complete your journal
What’s the fourth step of reviewing the document?
Identify problems - Blank spaces, problematic certificates
What do you do if there are blank spaces in the document?
If the client cannot fill the blank space, have them initial the space and note where in the document the blank space occurs (ie page 2 line 3) in the journal entry
What do you do if the certificate is problematic?
If a certificate asks you to do something you cannot do, like certify the contents of the document, reject the notarization. Sometimes the certificate language can be reasonably modified to abide by Oregon requirements.
What if the document is in a language you don’t know?
You can only notarize if you fluently speak/read/write the language. Translations can be accepted when written and signed, you administer translation oath, and you attach the oath and translation to the original document. Alternatively, refer the client to another notary, or a consulate/embassy.
What is the translation oath?
What are the accepted forms of identification?
Personal knowledge, credible witness, or identification documents
What documents can be used as identification?
Driver’s license or DMV issues ID
US or foreign passport
Us military ID card
Federally recognized Indian tribal ID card
US govt issued ID
Correctional facility ID
What are the requirements for a Credible Witness to serve as identification?
Must accompany the signer to the notarization
Must have their identity & competence verified by the notary
Must provide contact information & signature in the journal
Cannot be party to the transaction being notarized
Cannot benefit in any way from the transaction
Must take an oath
What are the requirements for Identification Documents?
ID must have picture and signature. It can be expired up to three years before the date of the notarization (except temporary IDs, which must be current). The notary must be able to compare the photo with the person and the signature with the one in your journal.
What is the oath for a credible witness?
Please raise your right hand and respond with either “I swear” or “I affirm” - I swear is on God, I affirm is on your honor.
“Do you solemnly swear/affirm under penalties or perjury that you personally know this person as [NAME OF SIGNER], that they are the person named in this document, and that you have no financial interest in and are not a party to this transaction?”
What are notarial acts?
A customer signs or initials
A customer acknowledges their signature
You witness a signature
You administer an oath
You make and certify a copy
