Acknowledging Acknowledgments   
November 2, 2009
A common misconception about Notaries is that they are always required to witness a client signing the document in the Notary’s presence. But that is not always true. Many states allow Notaries to execute acknowledgments on documents that already have been signed. However, a signer does need to always sign a document requiring a jurat in the Notary’s presence... Read More

Subscribing Witness Best Practices   
October 1, 2009

Web Site Versus Social Networking: How To Use Both For Your Business   
August 18, 2009
Social networking sites are all the rage these days. With the click of a mouse, sites like Facebook and MySpace allow you to connect with people across the world on a minute-by-minute basis. But can enterprising Notaries use such sites to promote their business and find new customers?.. Read More

The Ins And Outs Of Fingerprinting   
August 18, 2009

It Just Isn’t Worth It To Skirt The Rules   
August 17, 2009
As Notaries, we often are asked to waive personal appearance for a signer. The scenarios are endless: Your best friend tells you his wife can’t make the signing, but hey, you can call her. Or your boss says the client is out of town and the papers need to be executed right away. There are a million excuses, but only one right answer: Don’t do it... Read More

Stating Your Case   
August 3, 2009
When you’re notarizing a document that will be sent to another state, don’t confuse yourself with that state’s requirements... Read More

Hybrid Documents, Two For One   
July 27, 2009
To paraphrase Abraham Lincoln, notarizations aren’t always all one thing or all the other. Sometimes a notarization is both an acknowledgment and a jurat. And that’s called a hybrid certificate... Read More

A Privilege To Be Avoided   
July 20, 2009
In some states, attorney-Notaries have the “privilege” of notarizing for clients without their legal fees — which generally are far greater than what can charged for a notarization — being regarded as a disqualifying, beneficial interest. But it’s probably not the best idea... Read More

An Initial Reaction   
July 13, 2009
Change is a fact of life, and that is equally true for documents. They may need to be corrected or revised to accommodate the needs of various signers. An address could be wrong, a name misspelled or a date added, for example... Read More

Pattern Your Career After High Achievers   
July 10, 2009
Career success often is a long, lonely climb. But it doesn’t have to be. Learning from those who’ve made the journey is a good way to map your success and help you perform in an extraordinary manner on the way to the top... Read More

Getting Discovered — By Your Own Boss   
July 10, 2009
Sometimes the toughest career move is advancing in your current company. How many times have you seen the “grass is greener” method of promotion where outsiders are hired for better jobs over the insiders who wanted them?.. Read More

Finding And Submitting Job References The Right Way   
July 10, 2009
Competition for job openings is fiercer than ever in today’s market — and a good reference can mean the difference between a new career and a “No Thank You” message. A poorly presented reference, however, can do more harm than good. Here are some tips from business experts on how to ask for references and present them effectively... Read More

Everyday Best Seal Practices   
July 10, 2009

Two Is Not Always Better Than One   
July 6, 2009
Many Notaries do double duty by performing notarizations for their employer and outside of their regular job. Some might be tempted to keep two sets of journals in order to keep their two Notary roles separate. That is not a good idea... Read More

We’re Not All The Same   
June 29, 2009
As a Notary, you’re an identity manager. If you sense something suspicious when examining a client’s identity document, ask them about the particulars on their ID such as birth date or address. You also can ask to see a secondary ID... Read More

Filing Systems Don’t Cut It For Recordkeeping   
June 22, 2009
Not all states require Notaries to keep journals or records of their notarizations, but it’s always a good idea regardless of state law. But, if you think a filing system or a cabinet filled with loose papers is an adequate substitute for a bound journal, remember the last time you misplaced or lost an important document normally stored in such a manner... Read More

The Color Of Notarizations   
June 15, 2009
An old line attributed to automaker Henry Ford goes that customers could have any color they wanted for his Model T, just as long as it was black... Read More

Notarizing A Document — Again   
June 8, 2009
If you are asked to perform a second notarization on a revised document, you are in effect performing a second notarization. While some clients might think all you have to do is send a new acknowledgment certificate with your stamp and signature, they are wrong. .. Read More

For Your Eyes Only — For The Most Part   
June 1, 2009
Your journal is a public record, which means periodically someone might ask to examine it. But it is generally not the type of public record available for anyone to peruse for any reason. In fact, it’s your job to keep the contents from prying eyes because the information you record often is sensitive and could easily be used for nefarious purposes. Legitimate requests, however, should be honored... Read More

Capturing A Fingerprint   
May 26, 2009
Requesting a fingerprint is one of the Notary’s best defenses against forgers and impostors. No impostor or wrongdoer wants to leave behind irrefutable evidence of nefarious activities... Read More

Reimbursement Not Necessary   
May 18, 2009
If your employer paid for you to become a Notary, you are under no obligation to reimburse your boss for any costs associated with obtaining your commission when you end your tenure with the company. That includes the application fee, any processing fees, bond and insurance premiums and the cost of supplies such as a seal and journal... Read More

Affidavit Of Support Doesn’t Support Loose Certificates   
May 11, 2009
The immigration document Notaries will most often be called upon to notarize is the “Affidavit Of Support.” The document states the signer is promising to financially support an immigrant while present in the United States... Read More

‘Additional Information’   
May 1, 2009
Don't limit the information you put into your journal to only the required basic information, such as the date and type of document, the signer's information and signature, and type of notarization. Another column, typically labeled “additional information,” often is very useful... Read More

Doubling Down   
April 24, 2009
If your state requires you to use a seal, whether it's an inking stamp or an embosser, the question occasionally arises whether you can use both if you deem it necessary. Generally speaking, the answer is yes, provided the stamp and embosser impressions aren't covering each other, a signature or other writing... Read More

The Right Of Refusal   
April 20, 2009
As public officials, Notaries are required to fulfill all reasonable, legal requests for service. But as identity managers, Notaries have the discretion to refuse a notarization... Read More

Sign Of The Times   
April 13, 2009
If you’re asked to notarize an affidavit that is already signed, your client is going to have to sign it again. That’s because your jurat wording reads “subscribed and sworn to before me.” Subscribed means signed, so it has to be performed in your presence. .. Read More

The Read On Legibility   
April 6, 2009
If you can’t read a client’s signature, can you notarize it? The answer is yes, provided the signature is similar to what appears on your client’s identification and in your journal... Read More

Don’t Be A Copy Cat   
March 30, 2009
Some Notaries keep copies of every document they notarize, but they shouldn’t. Many documents contain sensitive information about your clients, which increases your liability should that information ever be compromised. Also, documents such as mortgage and real estate contracts easily can run hundreds of pages. Keeping copies would require an endless amount of space... Read More

Substitute Signers Are A Fact   
March 23, 2009
In today’s global marketplace, it’s fairly common for people to authorize someone else to sign important documents on their behalf — a practice in which the substitute acts as an “Attorney In Fact” for the notarization. It is permissible to notarize these documents, but caution is necessary... Read More

Social Security Cards Aren’t ID   
March 16, 2009
If anyone proffers a Social Security card when you ask them for ID, put a halt to the notarization until they can find a better form of identification... Read More

Don’t Let Documents Confuse You   
March 9, 2009
Notaries are often faced with unfamiliar documents that can cause confusion. You could be asked to notarize government forms, proofs of life, permission letters or any number of unusual documents. With few exceptions, such as vital records, you can notarize most of them... Read More

Reasonable Care Is Best Defense   
March 2, 2009
One of the best ways Notaries can protect themselves from being held liable in a lawsuit is to exercise “reasonable care.” In general, the concept of reasonable care means obeying every law and operating cautiously at all times. .. Read More

Documents Should Be A Short Read   
February 23, 2009
Anytime you’re asked to notarize a document, you’ll have to look it over. But it should be a short read because there are only a few things you need to know, such as the document’s title, its date and the signer’s name. You should also scan it for blank spaces. If there are blank spaces, have your signer — not you — complete them. .. Read More

The Yield On Bonds   
February 17, 2009
We certainly all make mistakes, but one misstep you shouldn’t make is to assume that your Notary bond — if you live in one of the three dozen states and U.S. territories that require it — will protect you from damages caused by an error... Read More

"No, Dear"   
February 9, 2009
Notarizing for your spouse is always a dicey proposition. Some states, such as Massachusetts, explicitly prohibit it. Others, such as Colorado, forbid Notaries from notarizing any document in which they have a beneficial or financial interest. .. Read More

The Out Of Towners   
February 2, 2009
Occasionally clients present you with a document with an out-of-state acknowledgment certificate. You can use it, provided it substantially complies with the one you use in your state... Read More

The Self-Correcting Notary   
January 26, 2009
Mistakes happen. If you make one on the notarial certificate, you are the only one who can correct it. While you are not responsible for the contents of the document being notarized, you are responsible for everything contained in the notarial certificate... Read More

Less Not More   
January 20, 2009
One of the more common conundrums Notaries encounter is a discrepancy between the signature on the document and the name on the identification card. In these cases, the general rule is “less, but not more.” The name or signature on the document can be less than what appears on the ID, but not more or different... Read More

Notarizing For The Blind   
January 12, 2009
Your signer is blind and cannot read the document you’ve been asked to notarize. Is it OK to proceed? Yes... Read More

Keep A Record Of Everything, Even What Didn’t Happen   
January 5, 2009
The prudent Notary keeps a journal of notarial acts for notarizations performed — even in states that don’t require it. In case after case, a journal has proven to be the Notary’s best friend. .. Read More

Get Agreement on Travel Fees In Advance   
December 29, 2008
While most states limit fees that can be charged for notarizations, many permit Notaries to charge for traveling to a client. Because rules vary from state to state, make sure to check what is allowed in your community before determining how much to charge... Read More

IDs Are For Reading   
December 22, 2008
The first thing most of us do when checking a client’s ID is compare the photo to the client. But one of the easiest ways people commit identity fraud is by placing their picture on an otherwise valid ID. That’s why it’s important to read the information on every ID that comes across your desk. .. Read More

Everyone Is A Customer   
December 15, 2008
You’re a Notary Public, not a Notary Private. That means if your job requires you to perform notarizations, you are ethically bound to do them for both customers and non-customers alike. .. Read More

Seal The Deal Personally   
December 8, 2008
Notaries often are asked by employers to pre-stamp documents. This is especially common in busy offices, such as mortgage and escrow businesses and legal practices, which process large numbers of recordable documents. As a Notary, you should never allow your seal to be used to pre-stamp documents no matter how many notarizations you have to perform in the course of a day... Read More

Take Your Reference Materials With You   
December 1, 2008
Mobile Notaries should treat their reference books like a first aid kit. You don’t want to open your kit in an emergency and find you left half your medical supplies at home... Read More

Complete Your Journal Entry First   
November 24, 2008
One of the most frustrating things a Notary can encounter is to notarize a document, finish the seal and certificate … and then watch the signer walk out before the journal entry is completed... Read More

Save The Date   
November 17, 2008
The date of a notarization must always reflect the actual date of the signer’s appearance before the Notary. This applies to both the Notary’s journal entry, which should be completed first, and the notarial certificate. .. Read More

Bad Spelling Equals Bad ID   
November 10, 2008
Unless you’re a bouncer as well as a Notary, you may not be familiar with all the tricks needed to spot a fake ID. But there’s an easy test that can trip up many fakes: spelling... Read More

Just Say No To Vital Records   
November 3, 2008
Notaries often are asked to certify copies of documents. Some states allow this; others, such as California, strictly limit this practice to certain documents. .. Read More

Don’t Notarize A Photocopied Signature   
October 27, 2008
As the old saying goes, “The proof is in the pudding.” But for Notaries, a better saying might be, “The proof is in the handwriting” — as in real handwriting... Read More

Don’t Use Your Seal For Endorsements   
October 20, 2008
Everybody loves to win prizes. That’s why there are so many contests out there — from big ones like Publisher’s Clearinghouse to door prizes at the local carnival. But if asked, don’t use your seal to endorse a contest or product. It’s against the law... Read More

Never Leave Your Journal Unattended   
October 6, 2008
A journal is an important record — it’s full of sensitive information that you don’t want strangers handling it without permission. And, like your bank statement, you don’t want to leave your journal unattended where it can be accessed by prying eyes... Read More

Don’t Offer Advice To Signers   
October 6, 2008
One of the biggest mistakes Notaries make is to give advice to signers about documents. The wrong advice can cause big problems for the signer and expose the Notary to a costly lawsuit if the advice causes harm to the signer... Read More

Don’t Cut Corners With ID   
October 6, 2008
We’ve all heard the infamous excuse students use when they don’t do homework: “My dog ate it.” Teachers don’t buy it. And Notaries shouldn’t either when it comes to signers who don’t have proper ID... Read More

No Interpreters   
October 6, 2008
If you can’t talk the talk, you can’t walk the walk. Or do the notarization, for that matter... Read More