Understanding Notarial Certificates

Question 1

Types of notarial certificates

Answer 1

Acknowledgements of individual or representative capacity
Oaths (verbal)
Jurat (verification on oath or affirmation)
Witnessing signatures
Copy of certification

Question 2

“This record was acknowledged before me on (date) ______, 20__ by (name(s) of individual(s)) _________ as (type of authority) ________ of (name party whose behalf the record was executed) ______” is an example of what kind of certificate language?

Answer 2

Acknowledgement in a Representative Capacity

Question 3

“This record was acknowledged before me on (date) ______, 20__ by (name(s) of individual(s)) _________.” is an example of what kind of certificate language?

Answer 3

Acknowledgement in an Individual Capacity

Question 4

“Signed and sworn to (or affirmed) before me on (date) _____, 20 __ by (nam(s) of individual(s) making statement) ________.” is an example of what kind of certificate language?

Answer 4

Jurat, aka Verification on Oath or Affirmation

Question 5

“Signed (or attested) before me on (date) _____, 20__ by (name(s) of individual(s)) _______.” is an example of what kind of certificate language?

Answer 5

Witnessing or Attesting a Signature

Question 6

“I certify (or attest) that this is a true and correct copy of a record in the possession of ________.” is an example of what kind of certificate language?

Answer 6

Certifying to a Copy of a Document

Question 7

Steps to completing an Acknowledgement in a Individual Capacity

Answer 7

Individual appears before you
You verify their identity, capability & willingness to sign
They acknowledge a signature is theirs

Question 8

If an Acknowledgement uses the words “Signed and acknowledged before me” instead of just “acknowledged before me” the client must

Answer 8

Sign the document in the presence of the notary and acknowledge their signature, otherwise it’s okay if they sign beforehand

Question 9

Steps to completing an Acknowledgement in a Representative Capacity

Answer 9

Representative appears before you
You verify Rep’s identity AND their authority to sign
Representative acknowledges their signature

Question 10

How do you verify the authority of a representative?

Answer 10

They must provide an official record of their authority, such as Power of Attorney or Guardianship documentation. If the representative is for an organization or company, they must provide an official record of their role, such as a formal report. Not a business card, website or letterhead.

Question 11

Steps to completing a Witness Signature

Answer 11

Signer appears before you
Verify signer’s identity, willingness & capacity
Signer signs in front of you

Question 12

The word “attested” on Witness Signature certificates is

Answer 12

Necessary per statute but If you are witnessing a signature the signer does not also have to attest that the signature is theirs. This is not part of your function, and you can cross that out.

Question 13

Steps to completing a Verbal Oath

Answer 13

Person appears before you
You verify their identity, willingness & capacity
You administer verbal oath

Question 14

Oaths are

Answer 14

a legal ceremony and should be handled in a formal manner so the person is aware of the importance and is being truthful

Question 15

To administer an oath

Answer 15

Have the person hold up their right hand while swearing or affirming, and record the oath in your journal

Question 16

Steps to completing a Jurat (Verification on Oath/Affirmation)

Answer 16

Written oath appears in document (ie an affidavit)
You verify signer’s identity, willingness & capacity
You administer verbal oath
Customer signs before you

Question 17

If a Jurat’s certificate language includes both “sworn” and “affirmed”…

Answer 17

If they swore an oath, put a line through “affirmed”, if they affirmed, cross out “sworn”

Question 18

Steps to completing a Copy Certification

Answer 18

Customer appears before you
You verify their identity, willingness & capacity
Make the copy (Ideally yourself, or watch closely as they make the copy. Use the original if possible, otherwise note in your journal if copy is of a copy).

Question 19

Examples of copies you CAN certify include

Answer 19

Drivers license, passport, diplomas, transcripts, certificates, letters

Question 20

Examples of copies you CANNOT certify include

Answer 20

Vital records (Marriage, Birth or Death certificates)
County clerk & court records
FBI fingerprint cards

Question 21

What are the six components of a certificate

Answer 21

Where (State & County)
Who (Signer)
What (Act)
When (Date of Notarization)
Official Stamp (Legible & reproducible)
Official Signature