Completing a Notarization

Question 1

What’s the first step of a notarization?

Answer 1

Review the whole document

Question 2

What’s the second step of a notarization?

Answer 2

Identify the signer

Question 3

What’s the third step of a notarization

Answer 3

Verify the signer’s willingness & competence to sign

Question 4

What’s the fourth step of a notarization

Answer 4

Complete your journal

Question 5

What’s the fifth step of a notarization

Answer 5

Complete the certificate

Question 6

What’s the first step of reviewing the document

Answer 6

Examine the document - Are all pages there? Note the # of pages in the additional info of the journal. Staple all pages together.

Question 7

What’s the second step of reviewing the document?

Answer 7

Determine what acts are required

Question 8

What’s the third step of reviewing the document?

Answer 8

Gather information to complete your journal

Question 9

What’s the fourth step of reviewing the document?

Answer 9

Identify problems - Blank spaces, problematic certificates

Question 10

What do you do if there are blank spaces in the document?

Answer 10

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

Question 11

What do you do if the certificate is problematic?

Answer 11

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.

Question 12

What if the document is in a language you don’t know?

Answer 12

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.

Question 13

What is the translation oath?

Question 14

What are the accepted forms of identification?

Answer 14

Personal knowledge, credible witness, or identification documents

Question 15

What documents can be used as identification?

Answer 15

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

Question 16

What are the requirements for a Credible Witness to serve as identification?

Answer 16

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

Question 17

What are the requirements for Identification Documents?

Answer 17

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.

Question 18

What is the oath for a credible witness?

Answer 18

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?”

Question 19

What are notarial acts?

Answer 19

A customer signs or initials
A customer acknowledges their signature
You witness a signature
You administer an oath
You make and certify a copy