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Authentication Information
Apostille or Certification
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The California Secretary of State provides authentication of public official signatures on documents to be used outside the United States of America. The country of destination determines whether the authentication is an Apostille or Certification.
The California Secretary of State can only authenticate documents issued in the State of California by the following public officials and their deputies:
- County Clerks or Recorders - Executive Officers
- Court Administrators - Judges of the Superior Court
- Executive Clerks - Notaries Public
- Officers whose authority is not limited to any particular county - State Officials
Some examples of documents submitted for authentications are:
- Birth Certificates - Marriage Licenses
- Bylaws - Papers for adoption purposes
- Certificates of Non-Marital Status - Powers of Attorney
- Corporate documents such as articles, mergers, amendments, etc. - School records such as diplomas, transcripts, letters relating to degrees, etc.
- Deeds of Assignment - References and Job Certification
- Distributorship Agreements - Trademarks
Documents submitted to the Secretary of State for authentication must be currently certified by the appropriate public official or must be notarized by a California Notary Public.
Customers requiring authentication of any school records (e.g., college transcripts) must obtain a notarized copy of the record from the high school, university, etc., before submitting the documents for authentication.
Any document executed by County Health Officers and County Local Registrars can be authenticated only if the document is first certified by the county clerk/recorder.
Note: The Secretary of State▓s four regional offices (Fresno, Los Angeles, San Diego and San Francisco) can only authenticate a California notary public▓s signature if the county clerk/recorder (on the notary public▓s stamp) first authenticates the signature. The customer must take the notarized document to the county clerk/recorder for certification and then submit the certified document to one of the four regional offices for authentication. Having a document certified at the county level is only required for authentication at our regional offices. The Secretary of State's Sacramento office can authenticate documents notarized by a California notary public without being certified at the county level.
To avoid delays that may result from out-of-date documents, a document certified by a county official (e.g. county clerk) should have a certification date within the last five years or a new certified copy should be obtained from the appropriate county official.
The customer must identify the country of destination when the documents are submitted to the Secretary of State. If documents are submitted by mail to the Sacramento office, a letter identifying the country of destination must accompany the documents. To facilitate the processing of documents submitted by mail, please include a self-addressed envelope.
Documents can be hand delivered to any office location for over-the-counter processing between the hours of 8:00 am and 4:30 pm, Monday through Friday (excluding holidays) or mailed to the Sacramento office. Regional offices do not process mailed in documents. Office locations are as follows:
Sacramento Office
Street Address: Mailing Address:
Notary Public Section
1500 11th Street, 2nd Floor
Sacramento, CA 95814
(916) 653-3595
Notary Public Section
Post Office Box 942877
Sacramento, CA 94277-0001
Regional Offices
Fresno: Los Angeles:
1315 Van Ness Avenue, Suite 203
Fresno, CA 93721
(559) 445-6900
300 South Spring Street, Room 12513
Los Angeles, CA 90013
(213) 897-3062
San Diego: San Francisco:
1350 Front Street, Suite 2060
San Diego, CA 92101
(619) 525-4113
455 Golden Gate Avenue, Suite 14500
San Francisco, CA 94102-7007
(415) 557-8000
When submitting documents to any of our offices for over-the-counter processing, no appointment is necessary. Customers are served on a ⌠first come first serve■ basis.
Documents submitted for over-the-counter processing are normally processed within an hour. The average processing time for documents submitted by mail is approximately two weeks.
There is a $20.00 processing fee (per signature authenticated) and a $6.00 special handling fee (per public official for documents submitted over the counter). Payments for documents submitted:
- by mail to Sacramento can be made by check or money order.
- over-the-counter in Sacramento can be made by check, money order, cash, or credit card (Visa or MasterCard).
- over-the-counter in any of the four regional offices can be made by check, money order, or credit card (Visa or MasterCard). Regional offices are not able to accept cash.
Checks or money orders should be made payable to the Secretary of State.
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General Information
In 1961 many nations joined together to create a simplified method of "legalizing" documents for universal recognition. Members of the conference, referred to as the Hague Convention, adopted a document referred to as an Apostille that would be recognized by all member nations.
Documents sent to member nations, completed with an Apostille at the state level, may be submitted directly to the member nation without further action.
Documents sent to non-member nations requiring a Certification of the signature of the state’s public official at the state level, then must be transmitted to the Authentication Office of the Department of State in Washington, D.C. for the Authentication of the State Official’s signature.
A notary public is an officer who can administer oaths and statutory declarations, witness and authenticate documents and perform certain other acts depending on the jurisdiction. Generally speaking, a notary public in the United States of America has powers that are far more limited than the role of a civil law notary in the rest of the world, with the exception of Louisiana. For the purposes of authentication, most countries require commercial or personal documents which originate from or are signed in another country to be notarized before they can be used or officially recorded or before they can have any legal effect. This includes the translation of such documents done by an expert translator approved by a governmental entity.
In some countries and states, notaries are required to undergo specific training in the performance of their duties. Many must also first serve as an apprentice before being commissioned or licensed to practice their profession. In many countries even licensed lawyers (such as barristers or solicitors) must go through additional specialized notarial training and apprenticeship before being allowed to practice as a notary. A notary public commissioned in the United States of America is not an attorney-at-law unless also admitted to the bar. (Although some countries consider the profession of a civil law notary, itself, to be the practice of law. Many even have institutes of higher education issuing degrees in the field. In the United Kingdom, for example, a notary public can perform any task a solicitor or other lawyer can perform, as part of their notary public duties,[citation needed] with the sole exception of representing others before the courts, unless they are also members of the bar or admitted as a solicitor.)
History
Notaries Public (also called "notaries," "notarial officers," or "public notaries") hold an office which can trace its origins back to ancient Rome, when they were called scribae , tabellius or notarius. They are easily the oldest continuing branch of the legal profession worldwide.
The history of Notaries is set out in detail in Chapter 1 of Brooke's Notary (12th edition):
The office of a public notary is a public office. It has a long and distinguished history. The office has its origin in the civil institutions of ancient Rome. Public officials, called scribae, that is to say, scribes, rose in rank from being mere copiers and transcribers to a learned profession prominent in private and public affairs. Some were permanent officials attached to the Senate and courts of law whose duties were to record public proceedings, transcribe state papers, supply magistrates with legal forms, and register the decrees and judgments of magistrates.
In the last century of the Republic, probably in the time of Cicero, a new form of shorthand was invented and certain arbitrary marks and signs, called notae, were substituted for words in common use. A writer who adopted the new method was called a notarius. Originally, a notary was one who took down statements in shorthand and wrote them out in the form of memoranda or minutes. Later, the title notarius was applied almost exclusively to registrars attached to high government officials, including provincial governors and secretaries to the Emperor.
Notwithstanding the collapse of the Western Empire in the 5th century AD, the notary remained a figure of some importance in many parts of continental Europe throughout the Dark Ages. When the civil law experienced its renaissance in mediæval Italy from the 12th century onwards, the notary was established as a central institution of that law, a position which still obtains in countries whose legal systems are derived from the civil law.
The separate development of the common law in England, free from most of the influences of Roman law, meant that notaries were not introduced into England until later in the 13th and 14th centuries. At first, notaries in England were appointed by the Papal Legate. In 1279 the Archbishop of Canterbury was authorized by the Pope to appoint notaries. Not surprisingly, in those early days, many of the notaries were members of the clergy. In the course of time, members of the clergy ceased to take part in secular business and laymen, especially in towns and trading centres, began to assume the official character and functions of a modern notary.
The Reformation produced no material change in the position and functions of notaries in England. However, in 1533 the enactment of "the Act Concerning Peter's Pence and Dispensations" (The Ecclesiastical Licenses Act, 1533) terminated the power of the Pope to appoint notaries and vested that power in the King who then devolved it to the Archbishop of Canterbury who in turn devolved it to the Master of the Faculties.
Traditionally, notaries recorded matters of judicial importance as well as private transactions or events where an officially authenticated record or a document drawn up with professional skill or knowledge was required.
[edit] Common law jurisdictions
The duties and functions of notaries public are described in Brooke's Notary on page 19 in these terms:
Generally speaking, a notary public [...] may be described as an officer of the law [...] whose public office and duty it is to draw, attest or certify under his official seal deeds and other documents, including wills or other testamentary documents, conveyances of real and personal property and powers of attorney; to authenticate such documents under his signature and official seal in such a manner as to render them acceptable, as proof of the matters attested by him, to the judicial or other public authorities in the country where they are to be used, whether by means of issuing a notarial certificate as to the due execution of such documents or by drawing them in the form of public instruments; to keep a protocol containing originals of all instruments which he makes in the public form and to issue authentic copies of such instruments; to administer oaths and declarations for use in proceedings [...] to note or certify transactions relating to negotiable instruments, and to draw up protests or other formal papers relating to occurrences on the voyages of ships and their navigation as well as the carriage of cargo in ships." [Footnotes omitted.]
A notary, in almost all common law jurisdictions, is a qualified, experienced practitioner trained in the drafting and execution of legal documents.[citation needed] (A notable exception being 48 of the 50 U.S. States and some parts of Canada.) Traditionally, notaries recorded matters of judicial importance as well as private transactions or events where an officially authenticated record or a document drawn up with professional skill or knowledge was required. Specifically, the functions of notaries include the preparation of certain types of documents (including international contracts, deeds, wills and powers of attorney) and certification of their due execution, administering of oaths, witnessing affidavits and statutory declarations, certification of copy documents, noting and protesting of bills of exchange and the preparation of ships' protests.
Documents certified by notaries are sealed with the notary's seal or stamp and are recorded by the notary in a register (also called a "protocol") maintained and permanently kept by him or her. These are known as "notarial acts". In countries subscribing to the Hague Convention Abolishing the Requirement for Legalization for Foreign Public Documents only one further act of certification is required, known as an apostille, and is issued by a government department (usually the Foreign Affairs Department or similar). For other countries an "authentication" or "legalization" must be issued by the Foreign Affairs Ministry of the country from which the document is being sent or the Embassy, Consulate-General or High Commission of the country to which it is being sent.
Information on individual countries
England
After the passage of the 1533 Act, which was a direct result of the Reformation in England, all notary appointments were issued directly through the Court of Faculties. The Court of Faculties is attached to the office of the Archbishop of Canterbury.
In England and Wales there are several classes of notaries. English notaries, not to be confused with commissioners for oaths, also acquire the same powers as solicitors and other law practitioners, with the exception of the right to represent others before the courts (unless also members of the bar or admitted as a solicitor) once they are licensed or commissioned notaries. There are also Scrivener notaries, who get their name from the Scriveners' Company; until 1999, when they lost this monopoly, they were the only notaries permitted to practise in the City of London.
The other notaries in England are either ecclesiastical notaries whose functions are limited to the affairs of the Church of England or other qualified persons who are not trained as solicitors or barristers but satisfy the Master of the Faculties of the Archbishop of Canterbury that they possess an adequate understanding of the law. Both the latter two categories are required to pass examinations set by the Master of Faculties. The regulation of notaries was modernized in the 1990s as a result of section 57 of the Courts and Legal Services Act 1990.
Australia
In all Australian States and Territories (except Queensland) notaries public are appointed by the Supreme Court of the relevant State or Territory. Very few have been appointed as a notary for more than one State or Territory.
Queensland, like New Zealand, persists with the archaic practice of appointment by the Archbishop of Canterbury acting through the Master of the Faculties.
Many Australian notaries are lawyers but the overall number of lawyers who choose to become a notary is relatively low. For example, in South Australia (a State with a population of 1.5 million), of the over 2,500 lawyers in that state only about 100 are also notaries and most of those do not actively practice as such. In Melbourne, Victoria, in 2002 there were only 66 notaries for a city with a population of 3.5 million and only 90 for the entire state. Compare this with the United States where it has been estimated that there are over 3 million notaries for a nation with a population of 296 million.
As Justice Debelle of the Supreme Court of South Australia said in the case of In The Matter of an Application by Marilyn Reys Bos to be a Public Notary [2003] SASC 320, delivered September 12, 2003, in refusing the application:
As a general rule, an applicant [for appointment as a notary] should be a legal practitioner of several years standing at least. Even a cursory perusal of texts on the duties and functions of a public notary demonstrates that a number of those functions and duties require at the very least a sound working knowledge of Australian law and commercial practice. In other words, the preparation of a notarial act plainly requires a sound knowledge of law and practice in Australia especially of the due preparation and execution of commercial and contractual instruments. It is essential that notaries in this State have a sufficient level of training, qualification and status to enable them efficiently and effectively to discharge the functions of the office.
Historically there have been some very rare examples of patent attorneys or accountants being appointed, but that now seems to have ceased.
However, there are three significant differences between notaries and other lawyers.
Firstly, the duty of a notary is to the transaction as a whole, and not just to one of the parties. In certain circumstances a notary may act for both parties to a transaction as long as there is no conflict between them, and in such cases it his or her duty is to ensure that the transaction that they conclude is fair to both sides.
Secondly, a notary will often need to place and complete a special clause or attach a special page (known as an eschatocol) on or to a document in order to make it valid for use overseas.
In the case of some documents which are to be used in some foreign countries it may also be necessary to obtain another certificate known either as an "authentication" or an "apostille" (depending on the relevant foreign country) from the Department of Foreign Affairs and Trade.
Thirdly, a notary identifies himself or herself on documents by the use of his or her individual seal. Such seals have historical origins and are regarded by most other countries as of great importance for establishing the genuineness of a document.
Their principal duties include:
attestation of documents and certification of their due execution for use in Australia and internationally,
preparation and certification of powers of attorney, wills, deeds, contracts and other legal documents for use in Australia and internationally,
administering of oaths for use in Australia and internationally,
witnessing affidavits, statutory declarations and other documents for use in Australia and internationally,
certification of copy documents for use Australia and internationally,
exemplification of official documents for use internationally,
noting and protesting of bills of exchange, and,
preparation of ships' protests.
Although it was once usual for Australian notaries to use a red embossed seal it is now common for them to use a red inked stamp that contains the notary's full name and the words "notary public". It is also common for the seal or stamp to include the notary's chosen logo or symbol.
In South Australia and Scotland, it is acceptable for a notary to use the letters "NP" after their name. Thus a South Australian notary may have "John Smith LLB NP" or similar on his business card or letterhead.
Australian notaries do not hold "commissions" which can expire. Once appointed they are authorized to act as a notary for life and can only be "struck off" the Roll of Notaries for proven misconduct.
All Australian jurisdictions also have Justices of the Peace (JP) or Commissioners for Affidavits who can witness affidavits or statutory declarations and certify documents. However they can only do so if the relevant affidavit, statutory declaration or copy document is to be used only in Australia rather than in a foreign country, with the possible exception of a few Commonwealth countries not including the United Kingdom or New Zealand except for very limited purposes. Justices of the Peace (JPs) are (usually) laypersons who have minimal, if any, training (depending on the jurisdiction) but are of proven good character. Therefore a US notary resembles an Australian JP rather than an Australian notary.
New Zealand
Unless excluded under dominion or colonial law, the Master of the Faculties formerly had authority to appoint notaries public in a dominion or colony. The admission of notaries in the Commonwealth was governed specifically by the Public Notaries Act 1833 (UK). The provisions of the Public Notaries Act 1801-43 requiring a notary to be a solicitor did not apply overseas, nor need a notary have a practicing certificate as a solicitor, or from the Court of Faculties.
The usual procedure followed is that the applicant lodges with the Court of Faculties a memorial counter-signed by local merchants, shipping companies, bankers and other persons of substance, which show the local need of a notary and the fitness of the applicant. They also lodge their certificate of admission as a solicitor. A fee accompanies the application. The applicant, with the support of two other notaries public, who vouch that the applicant is well skilled in the affairs of notarial concern, petitions the Master of the Faculties.
The chief consideration for the approval of an application is whether there is sufficient need in the district, regarding the convenience of bankers, ship-owners and merchants. The local society of notaries must be satisfied that a need exists for an additional notary in the area served by the applicant. Priority is given, as a matter of practice, to an applicant within the same firm, as a replacement in the case of the death of a notary, or where a practicing notary is reducing his or her workload because of age or infirmity.
The Master of the Faculties continues to appoint notaries overseas in the exercise of the general authorities granted by s 3 of the Ecclesiastical Licenses Act 1533 (Eng). In these cases he is guided by local considerations of public convenience.
[edit] United States
In the United States a notary public is a person appointed by a state government (often the governor or the secretary of state of the state, or in some cases the state legislature) to serve the public as an impartial witness. Since the notary is a state officer, whether the jurisdiction is common law or civil law is determined on a state-by-state basis; Louisiana is the only civil law state.[1] In most states, only qualified persons can apply for such an appointment, called a commission. Qualifications vary from state to state, but states often bar people with certain types of criminal convictions and/or below a certain age from being appointed, and applicants usually must pass an examination covering notary practices and law. The material for such exams is typically contained in a booklet published by the state. Some states also require a bond or insurance.
Notaries in the United States are much less closely regulated than notaries in civil law jurisdictions or in most other common law countries, typically because U.S. notaries have less authority. In the United States, a non-attorney notary may not offer legal advice or prepare documents (with the exception of Louisiana[citation needed]) and cannot recommend how a person should sign a document or even what type of notarization is necessary. In many cases, a notary cannot authenticate a copy of a document. The most common notarial acts in the United States are the taking of acknowledgements and oaths.
An acknowledgement is an attestation by a notary that a person proved his or her identity to the notary's satisfaction; then either signed the document in question in the notary's presence or acknowledged that a signature on the document was their own; and that they signed intending to "execute," or put into legal effect, the document. States vary in the specific requirements for identification and whether the person need actually sign the document in front of the notary. The typical form for an acknowledgement is:
On the ....day of .... in the year...before me, the undersigned, personally appeared ...personally known to me or proved to me on the basis of satisfactory evidence to be the individual(s) whose name(s) is (are) subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their capacity(ies), and that by his/her/their signature(s) on the instrument, the individual(s), or the person upon behalf of which the individual(s) acted, executed the instrument.
A jurat is the official written statement by a notary public that he or she has administered and witnessed an oath or affirmation for an oath of office, or on an affidavit - that is, that a person has sworn to or affirmed the truth of information contained in a document, under penalty of perjury, whether that document is a lengthy deposition or a simple statement on an application form. The simplest form of jurat and the oath or affirmation administered by a notary are:
Jurat: "Sworn to before me this ........ day of ........, 20 ......"
Oath: "Do you solemnly swear that the contents of this affidavit subscribed by you is correct and true?"
Affirmation (for those opposed to swearing oaths): "Do you solemnly, sincerely, and truly, declare and affirm that the statements made by you are true and correct?"
In most cases, all of the acts of a notary must include a venue, or official listing of the place where they happened, usually in the form of the state and county, with the abbreviation "ss" for the Latin scilicet, "more particularly," often in this form:
State of .......)
)ss:
County of.......)
The National Notary Association estimates the United States has 4.5 million notaries public.[2]
[edit] California
California notaries must take a 6 hour class before taking the notary exam. California allows online and home study courses to complete the qualification process. California anti-fraud law requires a thumb print in the journal entry for certain types of transactions. Documents with blank spaces cannot be notarized (a further anti-fraud measure). California explicitly prohibits notaries from using the literal Spanish translation of their title [1] (PDF file). The use of a notary seal is required.
[edit] Florida
Florida notaries public are appointed by the Governor to serve a four year term. New applicants and commissioned notary public must be bona fide residents of the State of Florida and first time applicants must complete a mandatory three hour online or in-person Notary Public Education class. Florida state law also requires that a notary public have a bond in the amount of $7,500.00, A bond is required in order to compensate an individual harmed as a result of a breach of duty by the notary. In other words, the bond protects a notary's client (not the notary). Applicants are submitted and paid through a state approved bonding agent. Florida is one of three states (Maine and South Carolina are the others) where a notary public can solemnize the rites of matrimony (perform a marriage ceremony).[3]
[edit] Illinois
Notaries public in Illinois are appointed by the Secretary of State for a four year term. Also, residents of a state bordering Illinois (e.g. Iowa, Indiana, Wisconsin) who work or have a place of business in Illinois can be appointed for a one year team. Notaries must be United States citizens, or aliens lawfully admitted for permanent residence; be able to read and write the English language; be residents of (or employed within) the State of Illinois for at least 30 days; be at least 18 years old; not be convicted of a felony; and not had a notary commission revoked or suspended during the past 10 years.[4]
An applicant for the notary public commission must also post a $5,000 bond, usually with an insurance company and pay an application fee of $10. The application is usually accompanied with an oath of office. If the Secretary of State's office approves the application, the Secretary of State then sends the commission to the clerk of the county where the applicant resides. If the applicant records the commission with the county clerk, he or she then receives the commission. Illinois law prohibits notaries from using the literal Spanish translation in their title and requires them to use a rubber stamp seal for their notarizations. The notary public can then perform his or her duties anywhere in the state, as long as the notary resides in the county where he or she was appointed.[5]
[edit] Louisiana
The Louisiana notary public is a civil law notary with broad powers, as authorized by law, usually reserved for the American style combination "Barrister/Solicitor" lawyers and other legally authorized practitioners in other states. A commissioned notary in Louisiana is a civil law notary that can perform/prepare many civil law notarial acts usually associated with attorneys and other legally authorized practitioners in other states, except represent another person or entity before a court of law for a fee. Notaries are not allowed to give "legal" advice, but they are allowed to give "notarial" advice - i.e., explain or recommend what documents are needed or required to perform a certain act - and do all things necessary or incidental to the performance of their civil law notarial duties. They can prepare any document a civil law notary can prepare and, if ordered or requested to by a judge, prepare certain notarial legal documents, in accordance with law, to be returned and filed with that court of law.[6]
[edit] Maine
Maine notaries public are appointed by the Secretary of State to serve a seven year term. Maine is one of three states (Florida and South Carolina are the others) where a notary public can solemnize the rites of matrimony (perform a marriage ceremony).[7]
[edit] Maryland
Maryland notaries public are appointed by the Secretary of State to serve a four year term. New applicants and commissioned notaries public must be bona fide residents of the State of Maryland or work in the state. An application must be approved by a state senator before it is submitted to the Secretary of State.
[edit] Minnesota
Minnesota notaries public are commissioned by the Governor with the advice and consent of the Senate for a five year term. All commissions expire on January 31 of the fifth year following the year of issue. Citizens and resident aliens over the age of 18 years apply to the Secretary of State for appointment and reappointment. Residents of adjoining counties in adjoining states may also apply for a notary commission in Minnesota. Notaries public have the power to administer all oaths required or authorized to be administered in the state; take and certify all depositions to be used in any of the courts of the state; take and certify all acknowledgments of deeds, mortgages, liens, powers of attorney and other instruments in writing or electronic records; and receive, makeout and record notarial protests. The Secretary of State's Notary Unit ([2]) provides more information about the duties, requirements and appointments of notaries public.
[edit] Montana
Montana notaries public are appointed by the Secretary of State and serve a four year term. A Montana notary public has jurisdiction throughout the states of Montana, North Dakota and Wyoming. These states permit notaries from neighboring states to act in the state in the same manner as one from that state under reciprocity, e.g. as long as that state grants notaries from neighboring states to act in their state. [Montana Code 1-5-605]
[edit] Nevada
The Secretary of State is charged with the responsibility of appointing notaries by the provisions of Chapter 240 of the Nevada Revised Statutes. Nevada notaries public who are not also practicing attorneys are prohibited by law from using "notario", "notario publico" or any non-English term to describe their services. (2005 Changes to NRS 240)
Nevada notary duties: administer oaths or affirmations; take acknowledgments; use of subscribing witness; certify copies; and execute jurats or take a verification upon oath or affirmation.
The State of Nevada Notary Division Page provides more information about duties, requirements, appointments, and classes.
[edit] New Jersey
Notaries are commissioned by the State Treasurer for a period of five years. Notaries must also be sworn in by the clerk of the county in which he or she resides. One can become a notary in the state of New Jersey if he or she: (1) is over the age of 18; (2) is a resident of New Jersey OR is regularly employed in New Jersey and lives in an adjoining state; (3) has never been convicted of a crime under the laws of any state or the United States, for an offense involving dishonesty, or a crime of the first or second degree, unless the person has met the requirements of the Rehabilitated Convicted Offenders Act (NJSA 2A:168-1). Notary applications must be endorsed by a state legislator.
Notaries in the state of New Jersey serve as impartial witnesses to the signing of documents, attests to the signature on the document, and may also administer oaths and affirmations. Seals are not required; many people prefer them and as a result, most notaries have seals in addition to stamps. Notaries may administer oaths and affirmations to public officials and officers of various organizations. They may also administer oaths and affirmations in order to execute jurats for affidavits/verifications, and to swear in witnesses.
Notaries are prohibited from pre-dating actions; lending notary equipment to someone else (stamps, seals, journals, etc); preparing legal documents or giving legal advice; appearing as a representative of another person in a legal proceeding. Notaries should also refrain from notarizing documents in which they have a personal interest.
By statute, New Jersey attorneys may administer oaths and affirmation, and witness documents.
[edit] New York
Main article: Notary public (New York)
New York notaries are empowered to administer oaths and affirmations (including oaths of office), to take affidavits and depositions, to receive and certify acknowledgments or proof of deeds, mortgages and powers of attorney and other instruments in writing; to demand acceptance or payment of foreign and inland bills of exchange, promissory notes and obligations in writing, and to protest these (that is, certify them) for non-acceptance or non-payment. They are not empowered to marry couples, their notarization of a will is insufficient to give the will legal force, and they are strictly forbidden to certify "true copies" of documents. Every county clerk's office in New York must have a notary public available to serve the public free of charge.
[edit] Pennsylvania
Main article: Notary public (Pennsylvania)
A notary in the Commonwealth of Pennsylvania is empowered to perform seven distinct official acts: take affidavits, verifications, acknowledgments and depositions, certify copies of documents, administer oaths and affirmations, and protest dishonored negotiable instruments. A notary is strictly prohibited from giving legal advice or drafting legal documents such as contracts, mortgages, leases, wills, powers of attorney, liens or bonds. Pennsylvania is one of the few states with a successful Electronic Notarization Initiative. For more information, visit the Secretary of the Commonwealth's website at http://www.dos.state.pa.us/notaries/.
[edit] South Carolina
South Carolina notaries public are appointed by the Governor to serve a ten year term. All applicants must first have that application endorsed by a state legislator before submitting their application to the Secretary of State. South Carolina is one of three states (Florida and Maine are the others) where a notary public can solemnize the rites of matrimony (perform a marriage ceremony).[8]
[edit] Utah
Utah requires that impression seals be used, and the seal must be in purple ink.
[edit] Virginia
Main article: Notary public (Virginia)
A Virginia notary must either be a resident of Virginia or work in Virginia, and is authorized to acknowledge signatures, take oaths, and certify copies of non-government documents which are not otherwise available, e.g. a notary cannot certify a copy of a birth or death certificate since a certified copy of the document can be obtained from the issuing agency. Changes to the law effective July 1, 2007 imposes certain new requirements; while seals are not required, if used, they must be legible. Also, the notary's registration number must appear on any document notarized. Changes to the law effective July 1, 2008 will permit notarization of electronic signatures.
[edit] Wyoming
Wyoming notaries public are appointed by the Secretary of State and serve a four year term. A Wyoming notary public has jurisdiction throughout the states of Wyoming and Montana. These states permit notaries from neighboring states to act in the state in the same manner as one from that state under reciprocity, e.g. as long as that state grants notaries from neighboring states to act in their state.
[edit] Controversies
A Maryland requirement that to obtain a commission, a notary declare his belief in God, as required by the Maryland Constitution, was found by the United States Supreme Court in Torcaso v. Watkins, 367 U.S. 488 (1961) to be unconstitutional. Historically, some states required that a notary be a citizen of the United States. However, the U.S. Supreme Court, in the case of Bernal v. Fainter 467 U.S. 216 (1984) (the Fainter case), declared that to be impermissible.
In the U.S., there are reports of notaries (or people claiming to be notaries) having taken advantage of the differing roles of notaries in common law and civil law jurisdictions to engage in the unauthorized practice of law. The victims of such scams are typically illegal immigrants from civil law countries who need assistance with, for example, their immigration papers and want to avoid hiring an attorney. Confusion often results from the mistaken premise that a notary public in the United States serves the same function as a Notario Público in Spanish-speaking countries (which are civil law countries, see below). Prosecutions in such cases are difficult, as the victims are often deported and thus unavailable to testify.
[edit] Commissioned officers
A Commissioned Officer in the United States Armed Forces is not considered a Notary; however, federal law allows a commissioned officer to certify documents and administer oaths. In addition to the powers granted by the federal government, some states have enacted laws granting notarial powers to commissioned officers.[9]
[edit] Civil Law jurisdictions
Main article: Civil law notary
The role undertaken by notaries in civil law countries is much greater than in common law countries. Notaries in the former countries frequently undertake work done in common law countries by the Titles Office and other Government agencies. The qualifications imposed by some countries is much greater. In Greece, for example, a practitioner must choose to be either a solicitor or a notary.
This should be contrasted with the Latin American notario who may be similar to an attorney at law or lawyer. A French notaire, a German Notar and an Italian Notaio register wills and other documents, and authenticates transactions of real estate.
In the few United States jurisdictions where trained notaries are allowed (such as Puerto Rico), the practice of these jurists is limited to non-judicial legal advice, property conveyencing and legal drafting. See civil law notary.
[edit] Famous Notaries
In addition to many well-known notaries public from the world of the law, there are several well-known notaries from other arenas of achievement. Klaus Hergescheimer of Massapequa, NY has the distinction of becoming the first notary to be licensed in all fifty states (a feat since duplicated several times by others), as well as numerous territories and trust possessions. Richard Nixon confidante Robert Abplanalp was a notary for many years (notarizing Nixon's presidential letter of resignation), as were Fawn Hall, astronaut Krista McAuliffe, and former major league baseball pitcher Joe Moeller.
From the world of entertainment, actor Stanley Tucci, actress Mindy Cohn, television host David Horowitz, and radio producer Gary Dell'abate all hold or have held notary certificates. At 2007's American Association of Notaries Public convention in Laughlin, NV, the surviving members of Moby Grape were presented with Lifetime Achievement Awards, in recognition of their lifelong efforts to promote the image of notaries public.
[edit] See also
Articles about certificates commonly completed by notaries (varies by jurisdiction):
Acknowledgment (law)
Copy certification
Jurat
For international documents, one of the following processes may be necessary after notarization:
Legalization
Apostille
[edit] References
^ Paul M. Herbert LSU Law Center. (2006). Louisiana State University. Retrieved 2006-08-09 from http://www.law.lsu.edu
^ History of the NNA. Retrieved on 2006-07-09.
^ Florida Department of State. (n.d.). Marriage ceremony. Viewed 3 December 2006.
^ Illinois Secretary of State. Notary Public Handbook. pp. 4-5 Viewed 20 August 2007.
^ Illinois Secretary of State. Notary Public Handbook. pp. 5-6 Viewed 20 August 2007.
^ http://www.lna.org/
^ Maine Department of the Secretary of State. (n.d.). Notary Public Handbook. p. 8 Viewed 3 December 2006.
^ South Carolina Office of the Secretary of State. (2005). Duties of a South Carolina Notary Public
^ Notary Public. U.S. Coast Guard (2007-03-18). Retrieved on 2007-02-26.
[edit] External links
A Brief History
State Notary Info
Become a California Notary
in 3 Easy Steps...
It’s Easy with the Leader. For 50 years, the NNA has championed Notary law and practice in the US, guiding thousands of people to long, successful Notary careers and providing practical, ongoing support including: the Notary Hotline for answers to urgent Notary questions, savings of up to 40% on essential Notary supplies, updates on changes to Notary procedures, training to grow Notary careers and much more.
Make sure you have the essentials to become a Notary...
Step-by-step Guidance through the application process
We save you time and stress.
Accredited, California State-Required live training
Learning made easy with NNA-certified instructors in a dynamic classroom setting.
Exam Preparation and Registration
Follows most live seminars.
4-Year $15,000 Notary Bond (required by law)
Inkless Thumbprinter (required by law)
State-Required Notary Seal
And the career-building support when you do become a Notary...
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• Unlimited Toll-Free Hotline Support • 24-Hour Help Online • Monthly Updates • $5,000 Personal
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NNA Hotline
Get answers to your urgent Notary questions by talking to our NNA-certified Notary experts.
1-Year $25,000 Notary Errors & Omissions Insurance (NNA recommended)
A bond only protects your clients. E&O Insurance protects you from lawsuits and legal fees
(up to policy limits).
Official Journal of Notary Acts (State-recommended)
A journal record chronicles your official acts and attention to proper procedures. It provides
reliable evidence should any notarization you perform come into question.
Notary Acknowledgment Certificates
Needed for many common notarizations.
California Notary Law Primer
Explains the procedures, laws and certificate wording you need to perform any notarization
with skill and confidence.
December 2007 Debra Bowen
Secretary of State
Notary News
Two notary-related bills were recently signed into law and will take effect next
month. Following is a brief overview of what California notaries public need to
know in the new year.
AB 886, Chapter 399 (Runner)
• Under this new law, no acknowledgment may be taken or jurat executed on
the basis of personal knowledge alone. A notary public who violates the law is
subject to a civil penalty of up to $10,000.
• The certificate of acknowledgment must be executed under penalty of perjury.
A notary public who willfully states as true any material fact known to be false
can be subject to a civil penalty of up to $10,000.
• The notary public journal must contain a notation that the identity of the person
making an acknowledgment, or taking an oath or affirmation, must be based
on “satisfactory evidence” and not “personal knowledge.”
• A notary public applicant must submit a photograph of himself/herself to the
Secretary of State along with the application.
• A power of attorney document is added to the list of documents that requires a
thumbprint in the journal.
• When requested by a peace officer investigating a criminal offense, a notary
public must surrender his or her journal immediately or as soon as possible if
the journal is not present. The peace officer must have probable cause to
believe the journal contains evidence of a criminal offense.
• Willful failure to notify the Secretary of State of a change of address or a name
change is punishable as an infraction by a fine of up to $500. Willful failure of
a notary public to provide a peace officer with a journal when requested is
punishable by a civil penalty of up to $2,500. A notary public who fails to
obtain a thumbprint as required by Government Code section 8206 is subject
to a civil penalty up to $2,500.
• Willful failure to report the theft or loss of a journal is grounds for revocation or
suspension of a notary public.
• New grounds for denial of notary public applications or revocation or
suspension of notary public commissions have been added for crimes
connected to notarial acts: making a false writing, fraud relating to a deed of
trust, improper notarial acts, unlawfully acting as a notary public, filing false or
forged documents, forgery, embezzlement, and falsely obtaining personal
information. Also, willful failure to provide access to a journal when requested
by a peace officer is grounds for revocation or suspension.
New Notary Laws
Effective January 1, 2008
Inside This Issue:
New Laws
Jurat Format
Acknowledgment
Requirements
Address Change
Thumbprint
Requirements
Background Check
Photo Requirement
2008 Notary
Public Handbook
(continued on page 2)
Notary Public Testing
To obtain information
about notary public
testing, please contact:
CPS Human Resources
Notary Public Exam
241 Lathrop Way
Sacramento, CA 95815
(916) 263-3520
NotaryInfo@cps.ca.gov
www.cps.ca.gov/TakeAT
est/Notary
Notary News
Is your commission going to expire?
Do you want to continue as a commissioned notary public for the State
of California?
Beginning January 1, 2008, all notaries public will be required to undergo a
background check by the California Department of Justice and the Federal
Bureau of Investigation for every notary public appointment, including all
notaries public seeking reappointment. The Request for Live Scan Service
form is available at http://www.sos.ca.gov/business/notary/notary.htm
A notary public applicant will be required to submit a 2” x 2” color passport
photograph of himself/herself to the Secretary of State along with each
application.
Additionally, all applicants are required to complete a course of study
approved by the Secretary of State prior to appointment or reappointment as
a notary public. The list of notary public education vendors who have been
authorized to provide the mandatory notary public education is available at
http://notaryeducation.sos.ca.gov.
Upon completion of the approved course of study, the approved notary
education vendor will provide a Proof of Completion certificate. The Proof of
Completion certificate is valid for two years from the date of issuance. Make
sure you pass the notary public examination before your Proof of Completion
certificate expires.
Remember to Notify the SOS of Changes!
Government Code section 8213.5 requires a notary public to notify the
Secretary of State of changes in business or residence addresses. The
notification must be made by certified mail within 30 days of the change. If
you change your name, Government Code section 8213.6 requires you to
complete an Application for Name Change form and file that application with
the Secretary of State.
Page 2 of 3
New Notary Laws (continued from page 1)
AB 434, Chapter 496 (Silva)
This new law requires a notary public to respond within 15 business days
from the receipt of a request by a member of the public for a line item from
the notary public's journal. The notary public is required to provide either a
photostatic copy of the line item representing the requested transaction or
acknowledge that no such line item exists. In a disciplinary proceeding for
noncompliance with this provision, a notary public may defend his or her
delayed action on the basis of unavoidable, exigent business or personal
circumstances.
To read the full text of AB 886 and AB 434, go to
www.leginfo.ca.gov/bilinfo.html.
The 2008 Notary Public
Handbook will be available
in January in hard copy at
no charge. Send a selfaddressed
envelope (at
least 6” by 9” in size) to the
address on the last page of
this Notary News.
The handbook also will be
available online at
www.sos.ca.gov/business/n
otary/notary.htm
Your Seal,
Your Responsibility
Remember to lock
your journal and seal
in a secure area to
avoid misuse by
someone else!
New Thumbprint
Requirement
In addition to a deed,
quitclaim deed, or
deed of trust affecting
real property, a notary
public must obtain a
thumbprint in the
journal for a power of
attorney document.
Notary News Page 3 of 3
Certificate of Acknowledgment
Effective January 1, 2008, the California certificate of acknowledgment will
change. The signer’s identification must be based on “satisfactory evidence”
and the certificate must be signed under penalty of perjury. Variations in the
California form are not permitted, but the portion of the law regarding
acknowledgments to be used with documents to be filed in other states has
not changed. The new certificate of acknowledgment form will be available
in a format that can be viewed, filled in, and printed at
www.sos.ca.gov/business/notary/notary.htm.
Any certificate of acknowledgment taken within this state shall be in the
following form:
State of California )
County of ___________ )
On ____________ before me, (here insert name and title of the officer), personally appeared
__________________________________________________________________________
__________________________________________________________________________
___, who proved to me on the basis of satisfactory evidence to be the person(s) whose
name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they
executed the same in his/her/their authorized capacity(ies), and that by his/her/their
signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s)
acted, executed the instrument.
I certify under PENALTY OF PERJURY under the laws of the State of California that the
foregoing paragraph is true and correct.
WITNESS my hand and official seal.
Signature ______________________________________ (Seal)
Jurat
Effective January 1, 2008, the jurat form will change and any jurat taken within
California shall be in the form shown below. Identification of the signer must be
based on satisfactory evidence. The new jurat form will be available in
a format that can be viewed, filled in, and printed at
www.sos.ca.gov/business/notary/notary.htm.
State of California
County of ___________________
Subscribed and sworn to (or affirmed) before me on this ____day of _________, 20__, by
__________________________________________, proved to me on the basis of
satisfactory evidence to be the person(s) who appeared before me.
Signature ______________________________________ (Seal)
Important
A notary public
cannot sign and
stamp a document
without the correct
notarial language /
form.
The Notary News is a newsletter for California notaries public, published by the
Notary Public Section of the Business Programs Division of the Office of the
California Secretary of State. The publication is designed to advise California’s
notaries public of legislative changes, current Notary Public Section policies and
procedures, and other information of interest to notaries public. The Notary
Public Section staff hopes readers find the contents to be both informative and
useful.
Official Publication of the
Notary Public Section of the
Secretary of State’s Business Programs Division
Secretary of State
Notary Public Section
Important: Dated Material
California Secretary of State
Notary Public Section
Post Office Box 942877
Sacramento, CA 94277-0001
Street Address
1500 11th Street
Sacramento, CA 95814
(916) 653-3595
(916) 653-9580 (fax)
Mailing Address
P.O. Box 942877
Sacramento, CA 94277-0001
Web Address
www.sos.ca.gov/business/notary
/notary.htm
Register to Vote
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