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This notary notation covers a few reminders to help you perform the perfect notarization as well as the 12 step notary checklist

The notary must perform the appropriate oral ceremony for every notary act.  Here are a few reminders to help you perform the perfect notarization!

“Do you solemnly swear, under the penalties of perjury, that the statements contained herein are true, so help you God?”
“Do you solemnly affirm, under the penalties of perjury, that the statements made herein are true?”

“Do you acknowledge that this is your signature and that you understand and willfully signed this document?”

Oath Given To A Creditable Witness
“Do you solemnly swear the (person making the acknowledgment or oath) is personally know to you; that is your reasonable belief that the circumstances of (person making the acknowledgment or oath) are such that it would be very difficult or impossible for him to obtain another for of identification; that (person making the acknowledgement or oath) does not posses any of the acceptable identification documents; and that  you do not have a financial interest nor you named in the documents, so help you God?”

12 – Step Notary Checklist

  1. Obtain the proper identification from all document signers.  Discuss and collect fee, if any. 
  2. Examine the document, check to see if there have been any alterations and that no blanks are left unfilled. 
  3. Determine whether or not the signer understands the document.  The signer must understand the intention of the documents before the notarization takes place.  If necessary, read (do not explain) the document to any signer who cannot read, does not appear to understand, or is disable.  (Note: Explaining the document may constitute “practicing laws without a license” and is strictly prohibited.)
  4. Make sure the date of the signature is not later than the date of the notarization.
  5. Ensure that all document signers appear before the notary.  If all parties cannot be present, you certificate should reflect exactly which parties appeared before you.  Those not present will need to obtain a separate certificate for their signatures.
  6. Have all parties sign your journal of notarial acts as they signed or will sign the document.
  7. Obtain all information necessary to keep appropriate records.
  8. Complete the entry in the notary journal.
  9. Be sure the facts stated in the notarial certificate are accurate.
  10. Have all signers sign the document or acknowledge having signing it preciously, whichever is called for.  This includes performing the oral ceremony, which is mandatory.
  11. Complete the notarial certificate which is also mandatory.
  12. Keep the information that you have seen in the document confidential. 
Author: Richard Mueller


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