Venue
The venue is the location line, usually State of and County of. It tells the reader where the act took place. For a remote act, some states have special wording about where the notary and signer were located. The venue must match where the notary actually was.
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A wrong venue is a very common error, especially on forms prepared in another state.
For remote or electronic acts, the venue may also include a short statement that the signer was outside the notary's location or that the act was performed using audio-video technology, depending on the state.
The act wording
The central sentence says what the notary certifies. For an acknowledgment, it says the signer appeared and acknowledged signing. For a jurat, it says the signer swore or affirmed and signed in front of the notary. The wording comes from your state's approved forms.
The notary does not rewrite the certificate to fit a customer's wishes.
Different states supply sample wording in their statutes. Out-of-state documents often arrive with their own certificate, and many states allow a notary to use it if it meets local requirements. If it does not, the signer may need to use a state-approved form attached to the document.
Date and names
The date is when the act occurred, not when the document was written. The signer's name should match the ID and the signature block. If a name differs a little, such as a missing middle initial, the notary follows state rules about names.
If someone signs in a representative role, such as trustee or officer, the certificate usually names that capacity.
A name that appears in several ways, such as Bob and Robert, should be handled by following the ID and the document together. The notary should not guess. If the names truly cannot be reconciled, ask the signer to fix the document first.
Notary signature and stamp
The notary signs exactly as commissioned. The stamp or seal goes near the signature. The printed name, commission details and expiration date may be part of the stamp or written separately, depending on state.
A signature in a different style or an abbreviated name can raise questions.
If your commission name includes a middle name or suffix, use it the same way each time. Consistency makes it easy for a recorder or a foreign office to match your signature to the commission record.
Blank lines and strike-throughs
A certificate should not have blanks left to fill later. If a name or date is missing, complete it at the appointment with the facts as they happened. Unused options, such as an extra signer line, may be lined out cleanly if your state allows.
Never leave a certificate pre-signed and stamped for later use.
Final check before leaving
Before handing the document back, read the certificate with the signer if appropriate. Confirm the venue, date, name and notary signature are complete and nothing is blank. A few seconds here can avoid a rejected recording or a return trip.
Common questions
Who chooses which certificate to use?
The signer or the document's receiving party chooses. A notary cannot choose for them and should not give legal advice.
What if the printed certificate has the wrong state?
A notary generally should not just cross out text. A corrected or attached certificate is the usual fix, following state guidance.
More notary guides
- Notarizing for Blind or Low Vision Signers
- Where to Place a Notary Stamp so It Stays Legible
- Lost or Stolen Notary Stamp: Steps to Take Right Away
This guide is general information, not legal advice. Fees and procedures change; check with the office involved or an attorney for your situation.