Notarial Certificates and Wording

A notarial certificate is the written statement that accompanies a notarized document, recording the details of the notarial act that was performed. It is the official record on the document itself and is legally essential — without it, the notarization may be considered incomplete.

Components of a Notarial Certificate

Every notarial certificate includes these standard components:

1. Venue Clause

The venue clause identifies WHERE the notarization took place:

State of [State] County of [County]

Critical Point: The venue indicates where the notarization occurred — the state and county where the notary and signer were physically located at the time. It does NOT indicate where the document was created, where it will be filed, or where the signer lives.

2. Body of the Certificate

The body describes what happened during the notarization. The wording differs for each type of act:

Acknowledgment:

On this ___ day of _____, 20, before me personally appeared [Name], known to me (or proved to me on the basis of satisfactory evidence) to be the person whose name is subscribed to the within instrument and acknowledged to me that [he/she/they] executed the same in [his/her/their] authorized capacity, and that by [his/her/their] signature on the instrument, the person, or the entity upon behalf of which the person acted, executed the instrument.

Jurat:

Subscribed and sworn to (or affirmed) before me on this ___ day of _____, 20, by [Name], proved to me on the basis of satisfactory evidence to be the person who appeared before me.

Copy Certification:

I certify that this is a true and correct copy of a document presented to me by [Name] on this ___ day of _____, 20.

3. Notary's Signature

The notary signs the certificate using the same name that appears on their commission.

4. Notary's Seal/Stamp

The official seal is affixed near the signature, typically below or beside it.

5. Commission Information

Many states require the certificate to include:

• Commission number
• Commission expiration date
• County of commission (in some states)

Loose Certificates

A loose certificate (also called a "loose-leaf certificate" or "attachment certificate") is a separate notarial certificate that is attached to a document that does not contain its own certificate wording.

When to Use a Loose Certificate

• The document does not include any notarial certificate wording
• The pre-printed certificate wording is for the wrong type of act
• The certificate space is too small to complete properly
• The certificate wording does not comply with your state's requirements

Loose Certificate Requirements

1. Must be securely attached to the document (usually stapled as the first or last page)
2. Must reference the document specifically — include the document title, date, number of pages, and signer's name
3. Must include complete certificate wording for the applicable notarial act
4. Must include the venue clause and all standard components
5. Notary stamps and signs the loose certificate

Fraud Prevention with Loose Certificates

Because a loose certificate can potentially be detached and reattached to a different document, extra precautions are needed:

• Describe the document specifically — Include enough detail that the certificate cannot be fraudulently reattached
• Record the loose certificate use in your journal
• Some notaries emboss the attachment point — using an embosser on the stapled area

Common Certificate Mistakes

On the Exam

Certificate questions test your understanding of:

• Venue = where notarization occurred (not where document is used)
• Different wording for different acts — acknowledgment vs. jurat
• Loose certificates — when to use them and how to prevent fraud
• Never alter pre-printed wording on documents
• Complete all fields — incomplete certificates may be invalid