Notary Best Practices Checklist

This section summarizes the key best practices every notary should follow. These practices protect the public, protect the notary, and ensure the integrity of every notarization.

Before the Notarization

• Confirm your commission is current — Check your expiration date regularly
• Verify your seal is in good condition — Impressions must be clear and legible
• Have your journal ready — Open to the next available entry
• Review the document — Identify the type of notarial act needed
• Check for blank spaces — Ensure the document is substantially complete
• Verify you have no conflict of interest — No beneficial interest or relationship issues

During the Notarization

Identity Verification

• Signer personally appears before you (or via authorized RON technology)
• Examine the ID carefully — Check photo, name, expiration, security features
• Compare the ID name to the document name — Ensure they substantially match
• Document the ID details in your journal

Willingness and Awareness

• Ask third parties to step away if their presence raises concerns
• Speak directly with the signer — Assess their understanding and willingness
• Watch for red flags — Coercion, confusion, impairment, undue influence
• If in doubt, REFUSE — Your duty is to protect the signer

The Notarial Act

• For acknowledgments: Confirm the signer acknowledges signing voluntarily
• For jurats: Administer the oath/affirmation VERBALLY and watch the signer sign
• For copy certifications: Compare the copy to the original personally
• For oaths: Administer verbally and receive a verbal affirmative response

Completing the Certificate

• Fill in ALL blanks — Date, county, signer name, ID method, etc.
• Use the correct certificate wording — Acknowledgment vs. jurat
• Affix your seal — Clear and legible impression
• Sign the certificate — Using your commissioned name
• Verify completeness — Review the entire certificate before returning the document

After the Notarization

• Complete the journal entry — At the time of notarization
• Record all required information — Date, time, type, document, signer, ID, fee
• Obtain the signer's signature in the journal (if required)
• Secure your journal and seal — Lock them away when not in use
• Return all documents to the signer — Never retain originals

Ongoing Professional Development

• Stay current on law changes — Subscribe to NNA updates, state newsletters
• Maintain your bond — Ensure it does not lapse before renewal
• Consider E&O insurance — Especially for active or mobile notaries
• Take continuing education — Even if not required by your state
• Network with other notaries — Learn from experienced professionals
• Report any issues promptly — Lost seal, suspected fraud, commission problems

The Golden Rules of Notarization

1. When in doubt, don't notarize — It is always better to refuse than to participate in a potentially fraudulent or improper notarization
2. Never compromise for convenience — Pressure from signers, employers, or deadlines does not justify cutting corners
3. Your journal is your best friend — Detailed records protect you in every situation
4. You are an impartial witness — Never take sides or advocate for any party
5. Stay within your authority — Notarize documents; don't practice law
6. Protect your seal — It represents your authority and reputation
7. Continuing education is not optional — Laws change; stay current

On the Exam

Best practices questions focus on:

• Always verify identity — no exceptions
• Always administer the oath for jurats — verbally, not implied
• Always complete the certificate fully — no blank spaces
• Always keep journal records — at time of notarization
• When in doubt, refuse — protecting the public comes first