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Developing Story. In response to the COVID-19 coronavirus outbreak, many state Notary agencies and local recording offices have announced closures, reduced hours or limited services for the immediate future. Notaries who need to file commission-related documents, records or surety bonds should be prepared for delays and contact their local recording office or Notary-regulating agency for assistance. On March 16, Pennsylvania officials announced that Commonwealth employees in

Developing Story: Updated 3-25-20. Notary Signing Agents, mobile Notaries and signers are concerned about possible contact with the COVID-19 coronavirus when meeting face to face during loan signings and notarizations. In response, some closing companies have recommended a process called “window-separated signing” or “porch signing”, in which loan signings are conducted through a window or doorway at a safe physical distance. Signing Agents and Notaries have asked if they may

Updated 3-3-20. There are few states that give new Notaries practical tips how to notarize a document. Even states that have mandatory education requirements for commission applicants focus more on Notary law than Notary practice. To help the new Notaries in our community, here are 5 steps to a proper notarization: Step 1: Require Personal Appearance Almost every state requires the signer to personally appear before you during the notarization. That’s crucial because it helps

Updated 2-24-20. With summer and family vacations just around the corner, many Notaries can expect requests to notarize permission forms for children traveling abroad. Here's what you need to know about these forms. According to U.S. Customs and Border Protection (CBP), if a child is traveling abroad with one parent, the other parent must supply a letter granting permission. If the child is traveling with an adult other than her parents, both parents must provide written perm

Updated 2-24-20. The duties Notaries perform are strictly regulated by state law. Going beyond what you’re allowed to do can get you in serious legal and financial hot water with the authorities — and that includes answering certain kinds of questions from signers. Below are three examples of risky questions signers may ask you, why these questions are potentially dangerous, and how the NNA’s Hotline Consultants recommend that you respond. Risky Question 1: “Can’t You Just Be

“What do I do if the signer’s name on the document doesn’t match the name on the ID?” People commonly change their names legally due to marriage, divorce or other reasons. Some also use casual or formal variations of their names in different circumstances. In cases where the document name and ID name do not agree, Notaries can use this information as a guide to resolve name discrepancies. This is one of the most common questions Notaries ask our NNA Hotline Team — but it’s al

Remembering to write the correct date when a new year starts is challenging. This year, Notaries must take additional care because writing the 2-digit form of the year “2020” on certificate dates could potentially leave a document vulnerable to changed dates. Many people typically shorten the year when writing out dates, such as abbreviating “February 12, 2019” as “2-12-19.” Notaries contacted the NNA this month to point out that if the year 2020 is shortened to just “20” whe

Updated 1-22-20. Verifying the identity of signers can be challenging considering how many types of ID are in circulation — and how good many of the fakes are. In an effort to cut down on ID fraud, most states have significantly improved the security features of the driver’s licenses and identity cards they issue. This infographic from the publishers of the I.D. Checking Guide depicts some of the more common security features that can help Notaries verify the identity of thei

Updated 1-14-20. Here are important rules Notaries in the Golden State need to remember when verifying a customer’s identity. 1. California Does Not Allow A Signer To Be Identified Through Personal Knowledge Even if a Notary is personally acquainted with a signer, state law prohibits using personal knowledge to identify document signers. Every signer must be identified through one of the identification documents or other methods listed in California Code 1185[b]: A. A Califor

If the ID presented by signer does not have a picture, should I keep a copy of the documents being notarized? — M.H., New York No. A Notary should never keep copies of a signer’s document. That’s what a Notary journal is for. While New York does not require a photograph to be on an identification presented, it is always a best practice to request an ID that has a photo and signature. https://www.nationalnotary.org/notary-bulletin/blog/2019/12/hotline-keep-copies-documents-not

Updated 12-13-19. No employee likes to refuse an employer's request — especially if your boss insists it's part of your job. But as a Notary, you are required to refuse a notarization if the request is illegal. If someone wants you to perform a notarization and you aren't sure if it’s OK to proceed, ask yourself the following 3 questions. 1. Are you being asked to skip, ignore or falsify part of the notarization? If the answer is “yes,” that’s a clear warning sign the notariz

Updated 12-3-19. A Notary is an impartial witness to the signing of important documents. Spouses, parents, siblings and children often need documents notarized — but can you serve as a family member's Notary without bias? Here are some helpful tips for handling notarization requests from family members. Not All States Permit Notarizing For Relatives If asked to notarize for a family member, the first thing to do is check your state’s laws. A few states prohibit Notaries from

Am I allowed to notarize a copy of a passport? — J.S., New York When someone asks you to "notarize a copy of a passport," they are usually asking you to certify a copy of that passport. New York Notaries are not authorized to certify copies of any documents. The signer's citizenship status has no impact on this. If, however, you are being asked to notarize an indivdual's signature on a statement asserting that the attached copy of the indvidual's passport is a true copy, you

Updated 11-19-19. When Notary Signing Agents go to the signing table, they bring hundreds of pages of documents, and borrowers often have questions about them. But there is fine line between what an NSA can and cannot say, and Hotline often gets calls asking about this. While you may describe loan documents, you are never permitted to explain how loan documents will affect borrowers. But how do you define "explain," and how do you know if you’ve crossed the line? Why Notary S

Legal Consequences Of Notarizing Without Personal Appearance Most lawsuits against Notaries happen because they notarized the signature of someone who wasn’t present. Here are actual examples: A candidate was disqualified in a local election because the signature gatherers were not present before the Notary when their signatures were notarized on his nominating papers.Thousands of borrowers lost their homes when employees of mortgage servicers notarized affidavits supporting

Updated 11-19-19. The death of a friend or loved one always leaves challenges for those left behind.  When a Notary dies, there are additional legal obligations to fulfill, such as properly disposing of the deceased’s Notary seal and journal. All Notaries should instruct family or friends about what to do in the event of their death. Notify The Commissioning Official When A Notary Dies The first thing you should arrange is for the commissioning official in your state to be no

Can I notarize a document that is dated over one month ago? — J.D., Nebraska Yes, you can, provided the date is not the date of signing appearing near the signature made over a month ago and the notarial act being requested is not a jurat, verification on oath or affirmation that requires the signature to be made in front of you. https://www.nationalnotary.org/notary-bulletin/blog/2019/11/hotline-notarize-a-document-signed-several-weeks-ago?utm_campaign=bulletin20191118&utm_m

Updated 12-21-18. You should never simply toss an expired Notary seal in the trash and forget about it. An old Notary seal is like your checkbook — if you throw it away carelessly, a dishonest person could find it and use it for fraud. Most Notaries will need to replace an expired seal at some point — which means they will have to properly dispose of the old one. You also may need to destroy or dispose of a seal stamp if you get a new one before your commission expires. What