The Purpose of the Notarial Certificate: Why It Matters
When you hand over a document to be notarized, you're not just getting a stamp—you’re receiving a layer of legal protection known as the notarial certificate. This certificate is the official statement a notary public includes in writing to declare that a notarization took place.
Whether you're a new notary public or someone needing documents notarized, understanding the role and structure of the notarial certificate is essential. Why? Because it serves as the notary's legal record and the client's proof of integrity, identity, and compliance.
Let’s explore the 4 W’s that every notarial certificate must answer.
1. Who’s Signature Was Notarized?
This answers the most important question: Whose identity was verified?
The certificate must clearly state the name of the person whose signature was witnessed or verified. In some cases, multiple names may appear—each one representing someone who personally appeared before the notary.
Example:
“The foregoing instrument was acknowledged before me by John Smith.”
2. Where the Notarization Took Place?
This refers to the venue or location, and is written as a state and county declaration.
This is important because notary commissions are jurisdiction-specific. If you're a Florida notary, you can only notarize documents within the boundaries of Florida—even if the document is going to another state.
Example:
State of Florida
County of St. Lucie
3. When the Notarization Took Place?
The date tells us when the act occurred—a critical piece of evidence for legal timelines and document validity. It also helps ensure that the notary’s commission was active and valid at the time.
Pro Tip: If the notary forgets to include the date, the certificate may be considered incomplete or invalid.
Example:
This __ day of April, 2025
4. What Type of Notarization Was Performed?
There are multiple types of notarizations—not just "stamping." The certificate should specify whether the notary acknowledged a signature, administered an oath, or witnessed the signing.
Each type of notarization has a different legal effect:
Acknowledgment: Confirms the signer willingly signed the document.
Jurat: Involves an oath or affirmation that the content is truthful.
Copy Certification: Declares a copy is true and accurate.
Example:
“Sworn and subscribed before me” (for a Jurat)
“Acknowledged before me” (for an Acknowledgment)
Why It All Matters
A notarization without a notarial certificate is like a check without a signature. It lacks authority and cannot be trusted as legal proof. The notarial certificate is what ties everything together—identifying who did what, where and when it happened, and giving weight to the notarization itself.
This certificate also protects you, the notary, from liability. If ever challenged in court, the notarial certificate is your documented defense that you followed the correct procedures.
From the CEO’s Desk: Keep It Complete, Keep It Clear
At B. Elise Notary Services LLC, we make sure every document leaves our hands with a clear, complete notarial certificate. It’s more than ink—it’s integrity.
Whether you need an acknowledgment, jurat, or remote online notarization (RON), make sure your notary includes all 4 W’s. And if you’re ever unsure what kind of certificate you need, ask a professional. We’re always here to help.
