What Is a Notarial Certificate and Why Is It Important?

Understanding the Part of the Document Completed by the Notary

When people think about notarization, they often focus on the signature and the notary seal. However, another important part of the process is the notarial certificate. A notarial certificate is the section of a document that records information about the notarial act. It typically identifies the type of notarization performed and provides details such as the date, location, and notary's information. Understanding this section can help you recognize whether your document contains the information needed for the notarization.

What Does a Notarial Certificate Do?

The notarial certificate documents what the notary did during the appointment.

Depending on the type of notarial act, the certificate may indicate that the signer personally appeared before the notary and either acknowledged their signature or made a statement under oath or affirmation.

The certificate is separate from the actual document's content. This distinction is important because a notary generally does not determine whether the underlying agreement is legally appropriate. Their role is connected to the execution and notarization of the document.

What Information Is Usually Included?

The exact wording varies depending on the document and notarial act, but a certificate commonly contains information such as:

• State and county or other jurisdiction

• Date of notarization

• Name of the person appearing before the notary

• Type of notarial act

• Notary's signature

• Notary commission information

• Notary seal or stamp

The certificate should be completed according to the applicable requirements.

Acknowledgment vs. Oath or Affirmation

Notarial certificates can document different types of acts.

• Acknowledgment

  An acknowledgment generally involves the signer appearing before the notary and acknowledging that they signed the document.

• Oath or Affirmation

  An oath or affirmation involves the signer making a formal declaration of truth or correctness.

The appropriate notarial act depends on the document and the circumstances.

If you're unsure which type is required, ask the attorney, organization, or person who prepared the document.

What If the Certificate Is Missing?

Sometimes a document arrives without a notarial certificate. This doesn't necessarily mean the document cannot be notarized, but the notary needs to know what notarial act is being requested and whether the certificate can appropriately be completed or attached.

A notary generally should not simply choose a notarial act for you based on guesswork. If the document was prepared by an attorney, lender, title company, government agency, or another organization, contact them for instructions.

Why You Should Review the Certificate

After notarization, take a moment to review the completed certificate.

Check that basic information appears correct, including:

• Your name

• Date

• Location

• Notary information

• Required signatures

• Notary seal

If you notice something that appears incorrect, bring it to the notary's attention before the appointment ends whenever possible.

Does the Notarial Certificate Make the Document Legal?

This is a common misconception. A notary does not generally determine whether the document itself is legally valid. The notarial certificate documents the notarial act that occurred. For questions about whether a contract, power of attorney, deed, affidavit, or other document is legally effective, speak with the appropriate attorney or organization. The notary's role is not to replace legal counsel.

Why Proper Completion Matters

A missing or incorrectly completed certificate can cause problems if the receiving organization rejects the paperwork. For example, a title company may require a specific certificate, or an organization may have particular notarization instructions.That's why you should always follow the instructions provided with the document.

The notarial certificate may only occupy a small portion of a document, but it plays an important role in documenting the notarization. Understanding what it is and reviewing it after your appointment can help you catch potential issues before submitting your paperwork. If you're preparing for a notarization, make sure you bring the complete document and follow any instructions provided by the organization requesting the notarization.

Need a Notary in Illinois?

Illinois Mobile Notary provides convenient mobile notary services at homes, businesses, hospitals, and other locations throughout Illinois. Contact us to schedule your appointment.