What Do You Write When You Notarize a Document? A U.S. Notary Guide
When notarizing a document in the United States, a notary usually completes a notarial certificate—not a general note saying the document is “notarized.” The certificate records what act took place, when and where it happened, and how the signer was identified or appeared. The right wording depends on whether the notary performed an acknowledgment, administered an oath or affirmation, or completed another act, as well as the law of the state where the notarization occurs.
What a Notary Writes on a Document
A notary completes or attaches a notarial certificate, the section that documents the notarial act. The certificate commonly identifies the state and county, gives the date, names the person who appeared, describes the act, and provides space for the notary’s signature, title, commission details, and official seal. Exact requirements vary by state and sometimes by the type of act.
The notary generally verifies identity and completes the certificate based on what actually happened. The notary does not certify that every statement in the document is true, approve its legal effect, or guarantee that it will be accepted by a court, government office, lender, or other recipient.
If a document has no certificate wording, or the wording is incomplete, the notary should not simply add a familiar form without checking applicable state law and the signer’s intended act. The signer or document’s receiving organization may need to supply or approve the correct certificate. A notary should not choose the legal act for a signer or provide legal advice unless authorized to do so.
Choose the Correct Notarial Act
Two common notarizations are an acknowledgment and a jurat. They are not interchangeable. An acknowledgment concerns the signer’s declaration that a signature is voluntary. A jurat involves the signer swearing or affirming that the contents of a statement are true and signing in the notary’s presence. State terminology and procedures can differ.
| Notarial Act | What the Notary Does | What the Certificate Generally Records |
|---|---|---|
| Acknowledgment | Identifies the person and takes the person’s acknowledgment of signing voluntarily. | The person appeared before the notary and acknowledged executing the document. |
| Jurat | Administers an oath or affirmation and witnesses the person’s signature, as required by state law. | The person swore or affirmed the statement and signed before the notary. |
| Oath or affirmation | Administers a sworn or affirmed statement, which may or may not be connected to a written document. | The oath or affirmation was administered, using wording required or permitted by law. |
| Copy certification | Certifies a copy only when that act is allowed under the notary’s state law. | The copy was compared with the original or otherwise certified using the state-approved procedure. |
Sample Acknowledgment Wording
An acknowledgment certificate generally states the jurisdiction, the date, the signer’s name, and that the signer acknowledged executing the document. The following is a general illustration only; it is not a universal form and may not meet a particular state’s rules:
State of [State]
County of [County]
On [date], before me, [name and title of notary], personally appeared [name of signer], who proved to me through satisfactory evidence of identification to be the person whose name is signed on the preceding or attached document, and acknowledged that the person executed it.
Notary signature: ____________________
Notary seal
Commission expiration: [if required]
Some state-approved forms use different language, and some do not require every item shown in this example. Acknowledgment certificates may also address a person signing in a representative capacity, such as an officer signing for a corporation. In that situation, the certificate and state law determine how the signer’s name and capacity should appear.
Sample Jurat Wording
A jurat usually records that the signer appeared before the notary, took an oath or affirmation, and signed the document. A general illustration is:
State of [State]
County of [County]
Subscribed and sworn to (or affirmed) before me on [date] by [name of signer].
Notary signature: ____________________
Notary seal
Commission expiration: [if required]
“Subscribed” refers to signing; “sworn to” or “affirmed” refers to the oath or affirmation. The notary must administer the oath or affirmation when the act requires one. Merely watching someone sign is not necessarily enough to complete a jurat.
Some jurisdictions prescribe specific wording or allow alternate wording only under stated conditions. Notaries should use the certificate language required by their state and should not assume that a sample from another state is acceptable.
What Information Belongs in the Certificate
Depending on the jurisdiction and act, a certificate may need several details. A notary should follow the state’s rules and the certificate form rather than adding or omitting items based on a generic example.
- Venue: The state and county or other location where the notarial act took place, not necessarily where the document was drafted or will be filed.
- Date: The actual date of the act. A notary should not backdate or postdate a certificate.
- Signer’s name: The name should correspond to the person who appeared and the applicable certificate requirements.
- Act performed: The certificate should accurately reflect an acknowledgment, jurat, or other act that the notary actually completed.
- Notary signature: The notary signs in the manner required by state law. A stamp generally does not replace a required handwritten or electronic signature.
- Official seal: Many states require a seal or stamp with specified information. The design and placement rules vary.
- Commission information: The commission expiration date, identification number, or other details may be required, depending on state law and the form.
Notaries should complete every applicable field clearly and avoid leaving blank spaces that could be filled in later. If a certificate has an error, the correction method is governed by state law. The notary should not alter the underlying document or certificate after the act in a way that misrepresents what occurred.
When the Document Has No Certificate
A document may include a signature line but no notarial certificate. The notary should first determine what act the signer or receiving organization requires. The notary may explain the difference between common acts in a neutral way, but should not decide which one is legally appropriate for the signer’s situation.
If the signer cannot identify the required act, the notary can suggest contacting the document’s preparer, an attorney, or the receiving organization. In some states, a notary may be permitted to attach a loose certificate. If so, the certificate should be completed correctly and securely associated with the document as state law requires. A loose certificate should not be attached merely to make a document look official.
What Notaries Should Not Write or Do
A notary’s role is limited to performing and documenting an authorized notarial act. Writing extra statements can create confusion or falsely imply that the notary verified facts beyond the act. The following practices are generally unsafe; state rules and specific circumstances still control:
- Do not use a vague note such as “notarized,” “verified,” or “signed in my presence” in place of a required certificate.
- Do not guarantee the document’s truth or validity. Notarization ordinarily verifies an act, not the accuracy of the document’s contents.
- Do not select the act for the signer. The signer or the document’s recipient should clarify whether an acknowledgment, jurat, or other act is required.
- Do not notarize a signature that is absent when the chosen act requires the signer to sign in the notary’s presence.
- Do not complete a certificate for someone who did not appear as required by law, including through an authorized remote procedure where applicable.
- Do not use an incorrect date, venue, name, or certificate. Never backdate a notarial act.
- Do not notarize when prohibited by law or when a disqualifying conflict of interest applies.
Identity, Personal Appearance, and Signatures
Before completing the certificate, a notary must follow the state’s rules for personal appearance and identity verification. Acceptable identification may include specified government-issued documents, credible witnesses, or other methods authorized by state law. The notary should not rely on a document’s appearance alone or assume that a familiar signer can bypass required procedures.
For a traditional in-person notarization, the signer generally appears before the notary. Some states authorize remote online notarization, which uses audio-video communication and additional identity and recordkeeping safeguards. The notary must be authorized to perform the remote act and follow the law of the state governing the notarization. A video call by itself does not make an act legally valid.
For a signer who uses a mark, needs an interpreter, or signs through a representative, special procedures may apply. State law may prescribe witnesses, certificate language, or additional safeguards. The notary should follow those rules rather than improvising wording.
Common Situations That Need Extra Care
Documents Signed for a Business or Another Person
A person may sign as an officer, agent, trustee, attorney-in-fact, or other representative. The notary should record the act in the manner required by the applicable certificate and state law. Notarization does not independently establish that the signer has authority to represent the organization or another person.
Documents Going to Another State or Country
A document notarized in one state may be sent to a recipient in another. The destination may request a particular certificate or additional authentication. The notary should perform an act permitted where the notarization occurs and should not change required local wording solely to match a request from elsewhere without confirming what the law allows.
For some documents used abroad, an apostille or other authentication may be required after notarization. That process is separate from the notarial certificate and is typically handled by a state authority or another designated office, not by the notary simply adding a sentence to the document.
Copy Certification
Notaries should check state law before certifying copies. Some states permit notaries to certify certain copies; others limit or prohibit the practice, or direct the requester to a different official or process. Birth certificates, court records, and other public records may have special rules. A notary should not claim to certify a copy if state law does not authorize that act.
Quick Checklist Before Completing a Notarial Certificate
- Confirm the notary is authorized to perform the requested act in the jurisdiction where it will occur.
- Identify the act required by the document or receiving organization; do not guess between an acknowledgment and a jurat.
- Check that the signer has appeared using a procedure allowed by state law.
- Verify identity using an authorized method.
- Complete the certificate with the actual date, venue, signer information, and wording required for that act.
- Sign and apply the official seal or stamp as required.
- Make any required journal entry and follow state rules for records, fees, and storage.
Where to Check State Requirements
Notarial law is primarily state-specific. Requirements can differ for certificate wording, seals, journals, identification, remote notarization, and permitted acts. A notary should consult the current law and official guidance for the state where the act takes place—not rely solely on a form found online or a rule from another jurisdiction.
Useful starting points include the National Association of Secretaries of State’s notary resources and the notary or commissioning office on the relevant state government website. State statutes and official manuals are the best sources for binding requirements. If a certificate’s wording or legal effect is uncertain, the document’s preparer, receiving organization, or a qualified attorney can clarify what is needed.