The notarial process goes beyond signing and sealing the document. Because a notarized document has legal weight, notaries public must be able to follow a specific procedure to prevent fraud and ensure that the singer is sound.
An official certificate must accompany a notarial ceremony. Notaries must ensure that the correct language is printed or attached to the document. It clearly states when and where it was performed. Each certificate will have a specific wording requirement by the Secretary of State. The language used can vary depending on which state is commissioning it. A new language is created to reflect the state’s new remote notarization law as more states adopt them.
These are the most commonly used components of a notarial instrument. You can also see how remote online notarization legislation changed the language and where the correct wording is.
What information should be included in a notarial instrument?
Each state decides which information should be included in the document. There are generally nine elements that must be included in a document. These are:
- Venue. The location where the notarization occurs or the location of notary services when remote notarization is needed.
- You can use words like “sworn to” or “acknowledge” to indicate the type of notarial ceremony to be performed.
- Remote or in-person. The notary should indicate which type of ceremony was performed, regardless of whether it was remote or in-person.
- Date of notarization.
- It contains the name, address, and signature to be notarized.
- The type of identification. The notary is an official sign that the principal’s authenticity has been verified using personal information or examining a recognized form of identification.
- Signature of the notary (exactly like it appears on the certification of commission).
- Below the signature, the notary’s name is either printed or typed.
- The seal of the notary public. The seal should include “Notary Public-State Florida” and the name and expiration dates of the notary and his number. It must also be written in black ink.
Notaries should ensure that the notarial document contains all the elements listed above.
Remote Online Notarization and New Certificate Theming
Florida’s remote online notarization law became law on the 1st of January 2020. The state made significant changes to the language used in notarial documents to show that the signer was physically present or via audiovisual communication. This specificity must be stated on the certificate of acknowledgement or jurat. Public notaries must use the new language to handle remote closings online, even if they are not certified.
The certificate is usually included in a traditional notarial ceremony or attached to it. The certificate can be linked or secured to any electronic documents when you use remote online notarization.
Where can I get Notary Certificates?
You can find the correct wording of a certificate here if you aren’t sure what language is used in an official document.
- Website of the Commissioning Authority. To comply with the new regulations, the website of the Florida Secretary of State has updated its sample notarial declaration.
- You can also create your owner certificate by using the correct words.
- Certificates can be obtained from third-party organisations such as the National Notary Association. National Notary Association.
Many sellers selling online have certificates and stamps that include notarial text. Before you buy, make sure to read the specifications carefully. If you do not select the correct certificate or alter the text of an out-of-date document, your notarizations may be denied.
When signing the Notarial Certificate, make sure you do not make mistakes.
Many of the mistakes made by Notary Publics are due to not marking or filling out the correct components of the document. Before you sign the document, make sure you read it thoroughly. Common errors include notaries writing their names where principals’ names must be displayed.
Incorrect data on a certificate? Please correct the incorrect data, correct it, and mark the modification.
Your certificate must contain the same name as the certificate containing your commission. Your signature must match the signature of the official certifying your commission.
Before putting the certificate on, verify the date. It is a serious mistake to post-date or date the certificate incorrectly.
Also, notary seals should be visible on documents. Stamps should not be placed over other text. This could cause difficulty in reading. Recording jurisdictions are more likely to disqualify incorrectly placed, blurred or upside-down seals or stamps of the notary.
Some states require Notaries that they use stamps that reflect their expiration date. Many Notaries believe they can remove old expiration dates from seals and add new dates. This could lead to the document being rejected if it is not correct. Notaries should update their stamps and seals as often as possible.
These common mistakes can be avoided by paying attention to the components of a notarial certification. Before you schedule appointments, check the Notary laws in your state. Also, ensure that the official certificate’s text is correct. Take your time filling out the form.