Notary Knowledge: Choosing the Correct Notarial Certificate
- Jul 26
- 5 min read
Updated: Aug 5
What Is a Notarial Certificate?
A notarial certificate is the official section of a document that records the notary's actions during a notarization.
It provides written evidence that the notary completed a specific notarial act in accordance with state law.
A properly completed certificate typically includes:
The type of notarial act performed.
The date of the notarization.
The location where the notarization occurred.
The name of the signer.
The notary's signature.
The official notary seal or stamp.
Any additional information required by state law.
Without a properly completed certificate, a notarization may be rejected or considered invalid.
Why Choosing the Correct Certificate Matters
The certificate tells anyone reviewing the document exactly what the notary performed.
Using the wrong certificate can lead to:
Rejected documents.
Delayed transactions.
Additional costs.
Legal disputes.
Administrative penalties.
Questions about the validity of the notarization.
Choosing the correct certificate is just as important as properly identifying the signer.
Common Types of Notarial Certificates
Although certificate wording varies by state, the most common types include:
Acknowledgment Certificate
Used when the signer acknowledges that they voluntarily signed the document.
An acknowledgment generally focuses on:
Identity verification
Personal appearance
Voluntary execution of the document
It does not require the signer to swear that the document is true.
Jurat Certificate
Used when the signer must swear or affirm that the contents of the document are true.
A jurat generally includes:
Personal appearance
Identity verification
Signature requirements according to state law
Administration of an oath or affirmation
Oath or Affirmation Certificate
Some states use separate certificates when administering an oath or affirmation that is not attached to another document.
Copy Certification or Other Specialized Certificates
Certain jurisdictions authorize additional notarial certificates for specific purposes, such as copy certifications or signature witnessing.
Availability depends on state law.
Who Chooses the Notarial Certificate?
This is one of the most misunderstood parts of notarization.
In most situations, the notary should not decide which notarial act or certificate is required.
Instead, the certificate should be determined by:
The document itself.
The document preparer.
The receiving agency.
The attorney involved.
The signer, if they understand which notarial act is needed and state law permits.
The notary's role is to perform the requested notarial act, not to provide legal guidance.
What If the Document Has No Certificate?
Occasionally, a document arrives without any notarial wording.
When this happens, the notary should not guess which certificate belongs on the document.
Depending on state law, the signer may need to:
Contact the document preparer.
Contact the receiving agency.
Consult an attorney.
Indicate which authorized notarial act they are requesting, if permitted by state law.
Once the appropriate act has been identified, the notary may attach the proper certificate if allowed by state law.
What Is a Loose Certificate?
A loose certificate is a separate notarial certificate attached to the original document.
Loose certificates are commonly used when:
The document contains no certificate.
The existing certificate does not comply with state law.
Additional wording is required.
State law authorizes attaching a compliant certificate.
The loose certificate becomes part of the notarized document and should always be completed carefully.
Completing the Certificate Correctly
Every certificate should be reviewed before you sign and apply your official seal.
Confirm that it includes:
The correct venue (state and county where required)
The notarization date
The signer's name
The appropriate notarial wording
Your signature
Your official seal or stamp
Any additional information required by your state
Never leave blank spaces in a certificate if your state's laws prohibit it.
Never Alter the Type of Notarial Act
A notary should never change an acknowledgment into a jurat or vice versa without proper authorization.
Each certificate represents a different legal act.
Changing the certificate without legal authority could invalidate the notarization and expose the notary to liability.
Common Certificate Errors
Many rejected notarizations result from simple certificate mistakes.
Examples include:
Using the wrong certificate.
Missing signatures.
Missing official seal.
Incorrect date.
Wrong venue.
Leaving required fields blank.
Attaching the wrong loose certificate.
Using wording that does not comply with state law.
Careful review helps prevent these avoidable mistakes.
Best Practices
Professional notaries should always:
Read the certificate before beginning the notarization.
Confirm the requested notarial act.
Follow state-approved certificate wording.
Complete every required field.
Attach a loose certificate only when permitted.
Review the completed certificate before returning the document.
Keep accurate journal records when required or recommended.
Taking an extra minute to review the certificate can save hours of correcting rejected documents later.
Certificate Checklist
Before completing the notarization, confirm that:
✓ The correct notarial act has been identified.
✓ The certificate complies with your state's laws.
✓ The venue is complete.
✓ The date is accurate.
✓ The signer's name is correct.
✓ All required wording is present.
✓ Your signature has been added.
✓ Your official seal or stamp has been applied.
✓ Any loose certificate is securely attached if required.
✓ Your journal entry has been completed if required or recommended.
Final Thoughts
The notarial certificate is the official record of the work a notary performs. Choosing the correct certificate and completing it accurately helps ensure that documents are legally acceptable and that the notarization reflects exactly what occurred.
By understanding the purpose of acknowledgments, jurats, and other authorized certificates, and by following your state's laws, you can avoid common mistakes while protecting both your clients and your commission.
Frequently Asked Questions
What is a notarial certificate?
A notarial certificate is the official wording completed by a notary that records the type of notarial act performed and confirms that legal requirements were met.
Can a notary choose the certificate?
In most cases, no. The document, the document preparer, the receiving agency, or the signer should determine the required notarial act. A notary should not provide legal advice by selecting the certificate unless specifically authorized by state law.
What is a loose certificate?
A loose certificate is a separate notarial certificate attached to a document when the original document lacks proper notarial wording or when state law requires a compliant replacement certificate.
Can I change an acknowledgment into a jurat?
No. These are different notarial acts. A notary should not change the certificate type without proper legal authority or instruction consistent with state law.
What happens if I complete the wrong certificate?
The document may be rejected, the transaction may be delayed, and the notarization could be questioned or considered invalid.
Are notarial certificates the same in every state?
No. Certificate wording and legal requirements vary by state. Always use certificate language that complies with the laws of your commissioning state.
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