How to Notarize a Document When You Can t Tell What It Is Pennsylvania Association of Notaries
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1 How to Notarize a Document When You Can t Tell What It Is Pennsylvania Association of Notaries One Gateway Center, Suite Fort Duquesne Boulevard Pittsburgh, PA PAN@notary.org
2 Notaries encounter every imaginable type of document; some are perceived as more difficult than others in determining the appropriate notarial act to complete. The Pennsylvania Association of Notaries (PAN) offers this information to help you complete notarizations no matter how problematic the document. Review the document It is not your responsibility to read every word of a customer s document. You should, however, review the document to determine if it contains any blank spaces that could be filled in fraudulently at another time. If you find blank spaces, have your customer draw a line through and initial them to prevent fraud. Notarizing blank documents is never allowed. Additionally, a customer is not allowed to cover up part of a document he or she does not want you to see. Don t be fooled by the document title Sometimes preprinted documents have titles that can be confusing to a notary. Don t be fooled by a document s title. It is the notary wording that determines what notarial power should be used to complete the notarization. Look for the notary wording A notary cannot notarize unless there is proper notary wording on the document. Notary wording includes the venue and the notary statement. The venue is the location (county and state) where the notarization is taking place. It is required for all notarial acts. You as the notary are responsible for correcting the venue if it is incorrect. If the venue is missing, you must add it to the document. Commonwealth of Pennsylvania Jefferson County of I certify that on October 10, 20XX, Tina K. Bridge, personally came before me and th under oath to my satisfaction that: Pennsylvania Association of Notaries PAN Report Page 2 of 6
3 P Zip Contact Person for Owner _ How to Notarize a Document When You Can t Tell What It Is V Date of Incorporation Telephone For example, if the venue says State of New York, County of Columbia and the notarization is taking place in the Commonwealth of Pennsylvania, County of Jefferson, draw a line through State of New York, and write Commonwealth of Pennsylvania beside it. Then draw a line through Columbia and write Jefferson beside it. State of New York County of Columbia I certify Total Aggregate that on October Amount 10, 20XX, $ Tina K. Bridge, (total personally $ amount of came items before worth less me than and $1 th i under oath, to my satisfaction, that: TOTAL $ 5 ( The notary statement determines which notarial power you are completing. The two most common notarial powers are affidavit and acknowledgment. Affidavit An affidavit is a voluntary, written, sworn statement signed by your customer in your presence. Your customer, called an affiant, is responsible for the truth and accuracy of the statement he or she makes on the affidavit. The notary statement of an affidavit contains the words sworn to and subscribed, or sworn by, or sworn by and subscribed before me this day and is usually located somewhere near the end of the document or near where you will place your signature and notarial seal. This statement is referred to as a jurat. Title Owner When you see this wording on a document, you know you need to complete an affidavit. Acknowledgment Warehousing Commonwealth of Pennsylvania 1 Jefferson Subscribed and sworn to before me this 5th day of, January 20. XX Notary Public My Commission Expires May 1, 20XX Dorothy Doe An acknowledgment is a method of authenticating a signature on a document. It is a declaration made in your presence by an individual who signed, or is signing, a document. The individual appears before you to declare that he or she did sign the document and knew what he or she was doing at the time. The notary statement of an acknowledgment contains these words or substantially similar words: Pennsylvania Association of Notaries PAN Report Page 3 of 6
4 On this, the 5th day of August, 20 XX, before me Dorthy Doe, a notary public, the undersigned officer, personally appeared Sylvia Tracker , known to me (or satisfactorily proven) to be the person -- whose name is subscribed to the within instrument, and acknowledged that he s executed ---- the same for the purposes therein contained. In witness whereof, I hereunto set my hand and official seal. When you see this wording on a document, you need to complete an acknowledgment. What if there is no notary wording If your customer knows specifically what notarial act he or she wants, you may either add the notary wording to the actual document or attach a separate sheet of paper with the notary wording on it. The notary wording includes the venue, date, the proper wording for the notarial act and space for your signature and seal. You may add or attach the notary wording to the document only with the customer s permission. The procedure PAN recommends stapling the notary wording (on the separate sheet) to lessen the chance that the notary wording will become separated from the document. Some county recorders will not accept documents that have staples in them. Cross-reference the attached notary wording to the customer s document by writing specific information about the customer s document on the attachment, such as affidavit attached, acknowledgment attached, or similar wording. Please note: you may ask the customer which notarial act he or she wants, but you can t advise or make the decision for them. If the customer is unable to give any indication of the notarial act he or she wants, you must refuse service. P Pennsylvania Association of Notaries PAN Report Page 4 of 6
5 When someone wants a certificate/certified copy Step 1 Inspect the original document. Make sure the original document has not been tampered with or altered. Step 2 Make the photocopy and compare it to the original. When the customer provides the copy, you must compare the copy to the original page by page to make sure it is an exact reproduction of the original document. When you make the copy, the comparison is more straightforward because you know the document has not been altered. Step 3 Add the notary wording. You may hand write or type the wording on the copy. If there is no room on the copy, attach the wording. Don t forget to add the venue. Certificate Wording I,, a notary public, certify that this or the attached copy of the, dated, is an accurate, correct and complete copy of the original document presented to me by on. In witness whereof, I hereunto set my hand and official seal. Step 4 Add your signature and seal. z Do not make certified copies of birth certificates, death certificates and naturalization certificates. Your customer can obtain certified copies of these documents from their originating office. Your notarial register A notarial register is required by the Pennsylvania Notary Public Law. Your register must contain a separate and chronological entry for each notarial act you perform. Only you can enter information in it. However, it is considered a public record and anyone may inspect it under your supervision or ask for copies of pages from it. It is your exclusive property, no matter who paid for it. Each entry in your register must contain the following information: n Date of Notarial Act always the date on which your customer stands before you, in person. n Character of Act the type of notarial act performed. n Parties to the Instrument the full name of your customer(s). Pennsylvania Association of Notaries PAN Report Page 5 of 6
6 n Date of Instrument the date on the document your customer presents to you. It may be the current day or any date prior to the current date, depending on the notarial act. n Notary Fee Paid record the notarial fee you charged for each act. Although Remarks are not required, they could help you remember a particular customer if you are called into court. However, do not list any personal information about your customer, such as a driver s license or Social Security number. If you fail to keep a complete and accurate record of every notarial act you perform, in chronological order and you fail to keep your register in a secure location to be used only by you, the Secretary of the Commonwealth may take disciplinary actions, including fines and suspending or revoking your commission. Who We Are The Pennsylvania Association of Notaries (PAN) is a membership-based notary organization that helps our members avoid making these mistakes by answering their questions via phone, fax, and online Live Chat. Our customer service representatives are well-versed in Pennsylvania notary and motor vehicle laws and answer over 200 questions a day from Pennsylvania notaries. For more information, call Monday-Friday 9 a.m. to 4:30 p.m. or send us an at PAN@notary.org. Pennsylvania Association of Notaries PAN Report Page 6 of 6
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