In plain English
It includes the venue, date, the signer's name and the notary's signature and seal. Different acts use different wording.
A missing or incomplete certificate is a common reason a document is rejected, so check it is filled in, signed and sealed before the paperwork leaves the table.
Why it matters
The certificate is what the receiving office actually reads. A missing date, a blank county or a seal stamped over the wording can make an otherwise valid signing useless, and the signer may need to find a notary and sign again.
For notaries, an accurate certificate is the record that protects them. It must describe only what really happened at the table.
Worked example
A document arrives with no certificate. The notary attaches a loose certificate with the correct wording and notes it on the document.
What to do
- Look for preprinted certificate wording on the document before the appointment.
- If there is none, ask the receiving office what act and wording they need, since the notary cannot choose for you.
- Watch that the notary fills in venue, date, signer name, and signs and seals the certificate.
- Check that a loose certificate, if used, is attached securely and identifies the document it belongs to.
- Make a copy of the completed page for your records before sending it off.
Common mistakes
- Accepting a certificate with the wrong signer count can cause rejection when the names do not match those who signed.
- Letting the seal cover the notary's signature or the date can make the certificate unreadable on a copy.
- Crossing out wording on a preprinted certificate without following state rules can raise questions about whether the act was done properly.
Not the same as: Notary seal or stamp
The certificate is the written statement describing the notarial act, while the seal is the stamp or embossed impression that identifies the notary on that certificate. See Notary seal or stamp.
Go deeper
- The Parts of a Notarial Certificate, Line by Line: Read a notarial certificate with confidence. We break down venue, the act wording, date, signer names, notary signature, stamp and expiration line by line.
- Acknowledgment vs Jurat: How the Two Acts Compare: A plain comparison of acknowledgments and jurats: what the signer does, what the notary confirms, how the certificate wording differs, and common mix-ups.
Related terms
- Notarial fee: The amount a notary may charge for a notarial act, set by state law.
- Notary bond: A surety bond some states require a notary to hold to protect the public from misconduct.
- Mobile notary: A notary who travels to the signer's location rather than the signer visiting an office.
Common questions
What is a notarial certificate?
The part of a document where the notary states what act was performed, when, where and for whom.
Can you give an example of notarial certificate?
A document arrives with no certificate. The notary attaches a loose certificate with the correct wording and notes it on the document.
Can a notary fix a mistake on a certificate after I leave?
Rules vary by state, and many notaries will not change a completed certificate without the signer present. Ask the notary and the receiving office how they want a correction handled.
Why did the notary attach a separate page instead of stamping my document?
If the document has no certificate wording, or the wording does not fit the space, a loose certificate may be attached. It should be clearly tied to your document.
General information, not legal advice. Rules vary by state and change; check with your state's commissioning office.