Key Takeaways
- Every acknowledgment or jurat must be authenticated with a proper certificate
- The certificate must include date, notary signature, printed name, expiration, seal, and jurisdiction
- Failure to authenticate with proper certificate = $500 fine
- Certificate must be attached to or made part of the document
- Remote online notarizations require additional certificate statement
Certificate Authentication Requirements
Under Hawaii Administrative Rules Section 5-11-8, every notarial act must be evidenced by a certificate that meets specific authentication requirements.
Certificate as Authentication
The notarial certificate serves as the official record that a notarial act was properly performed. It authenticates:
- The notary's authority to act
- The date and place of the notarization
- The identity of the signer(s)
- The type of notarial act performed
Required Certificate Elements
| Element | Requirement |
|---|---|
| Date of notarization | The date the act was performed |
| Notary signature | Notary's official signature |
| Notary printed name | Legible name of notary |
| Commission expiration | Date commission expires |
| Official seal/stamp | Clear impression of notary seal |
| Jurisdiction | "State of Hawaii" |
| Document description | Title or type of document |
Certificate Placement
The certificate must be:
- Attached directly to the document, OR
- Made an integral part of the document, OR
- On a separate page securely attached
Best Practice: Use staples or binding to secure loose certificates to documents.
Certificate Wording
Acknowledgment Certificate
Key language:
"...personally appeared before me..." "...known to me (or proved to me on the basis of satisfactory evidence)..." "...acknowledged that he/she/they executed the same..."
Jurat Certificate
Key language:
"Subscribed and sworn to (or affirmed) before me..." Date of signing Statement that oath was administered
Remote Online Notarization
Additional required statement:
"This notarial act involved the use of communication technology."
Certificate Completeness
| Do | Don't |
|---|---|
| Complete all blanks before signing | Leave blanks in the certificate |
| Use permanent ink | Use pencil or erasable ink |
| Apply clear, readable seal | Apply smudged or illegible seal |
| Date the certificate accurately | Pre-date or post-date certificates |
| Sign your official signature | Sign an incomplete certificate |
Errors in Certificates
Correcting Errors
| Error Type | Correction Method |
|---|---|
| Minor (spelling, date) | Single line through, initial and date correction |
| Significant | Complete new certificate |
| Wrong certificate type | Advise signer of correct type needed |
Never Do This
- Never use white-out or correction fluid
- Never alter a certificate after signing
- Never pre-sign or pre-stamp blank certificates
- Never backdate certificates
Administrative Penalty
| Violation | Fine |
|---|---|
| Failure to authenticate every acknowledgment or jurat with a proper certificate | $500 |
This is one of the highest administrative fines for notary violations.
Certificate Records
Maintain records of:
- All certificates completed
- Journal entries for each notarization
- Copy of certificate language used (if not standard)
On the Exam
Key points:
- Know all required certificate elements
- $500 fine for failure to properly authenticate
- Different wording for acknowledgment vs. jurat
- RON certificates need additional statement
- Never leave blanks or use correction fluid
What is the administrative fine for failing to authenticate a notarial act with a proper certificate?
If you make a minor error when completing a notarial certificate, what is the proper correction method?