The Fraud Fighter™ UV Penlight is used to detect counterfeit currency, credit cards, driver licenses and other identifying documents like passports and visas. DETAILSA law enforcement favorite, the Fraud Fighter™ UV Penlight is used to detect counterfeit currency, credit cards, driver licenses, passports, visas and many other important documents. This UV Penlight is made of metal and is water resistant. PRODUCT SPECS Fraud Fighter™ UV Penlight SpecificationsProduct InformationLength: 6-1/2" UV Source: 375NM Focused Beam LED Two AAA batteries included

Solid, secure Vaultz® tote holds legal-size hanging files and provides ample storage for your journal and other Notary supplies. DETAILSSolid, secure Vaultz® tote holds legal-size hanging files and provides ample storage for your journal and other Notary supplies. Case features double-tumbler locks, protective reinforced steel corners and aluminum rails, black felt interior, rubber feet to prevent scuffing, and a chrome card holder. PRODUCT SPECS Locking File Tote - Legal Size SpecificationsProduct Information12-1/4" H x 17" W x 6-3/4" D

Keeps all your “need-now” items together in one handy pouch. Perfect for Notary seals and embossers. DETAILSThis soft leatherette pouch is a convenient way to store and carry your Notary seal stamp, embosser and other small supplies. Available in black, burgundy, navy blue and royal blue. PRODUCT SPECS Zipper Supply Pouch SpecificationsProduct Information10-1/2" W X 5-1/2" H

Filling out the venue: The venue shows where the notarization takes place. Typically, this is the county and state where the notarization is performed. However, some venue forms may ask you to write information such as the city instead of the county. When completing the venue: Always write the location where the notarization actually took place. For example, if the notarization took place in Los Angeles County, California, you would write "State of California" and "County of Los Angeles." Do not write a different location other than where the notarization was performed! For example, Notaries sometimes mistakenly write the county where their PUBLIC NOTARY commission is filed instead of the location where the notarization took place. Filling out the main body of the PUBLIC NOTARY certificate: The body of a certificate provides the details of the notarial act. While the language varies depending on the type of notarization and the law of state in which you are commissioned, the main body of a certificate will require you to note the date of the notarization, the name of the signer appearing before you, and your official name as the PUBLIC NOTARY. When completing the main body of a certificate: Enter the correct date. This must be the actual date the notarization takes place. Never pre- or backdate the certificate or falsify a date on a certificate, even if you are asked to do so. Falsifying a certificate is illegal and could result in you losing your commission and facing civil or criminal penalties. Write the signer's and your name in the correct locations on the certificate! Sometimes careless Notaries will write their own names in a space intended for the signer's name. This can lead to the document being rejected by a receiving agency. Signing the certificate You must sign each PUBLIC NOTARY certificate. When signing the certificate: How you sign your name matters. Your signature should match the name that is on file with your commissioning official. In some states, this is the signature that you signed on your PUBLIC NOTARY application or oath of office form. Depending on your state's rules, you may also be asked to also print your name, your title "PUBLIC NOTARY Public," or commission expiration date. Affixing your PUBLIC NOTARY seal to the certificate Most states require you to affix your PUBLIC NOTARY seal to the certificate to authenticate the notarial act. Typically, the seal will be affixed next to your signature. When affixing your seal on the certificate: Be sure the seal impression is clear and legible. If the seal is smudged or blurry, affix a second seal impression nearby the first. Do not place the seal where it would cover any text or signatures on the document.

Minor errors on a Notary certificate can lead to major headaches later — including rejection of the documents by a recording office or other receiving agency. The good news is that many of the most common errors made on Notary certificates are easily avoided. The key is spotting — and fixing — the mistake before it becomes a problem. Mistake #1: Not reading the certificate wording carefully Read all notarial certificates carefully to make sure you understand what you are being asked to do, and then enter the information accurately. If you don’t, you won’t know how to complete the certificate. One common mistake occurs when a Notary writes his/her own name in a blank that is meant for the signer’s name. Mistake #2: Not entering the correct venue The venue space on a certificate refers to where the notarization took place. Always make sure this space is filled in accurately. If the certificate comes to you pre-printed with the wrong location, cross it out and write in the correct location where the notarization occurred. Mistake #3: Not printing or signing your name as it appears on your Notary commission The name you write on a Notary certificate must exactly match the name on your official Notary commission. Also, you must sign each Notary certificate with the signature that you filed with your commissioning official. Don’t leave out or add an initial to your signature if it doesn’t match your commission name on file. Florida, for example, prohibits Notaries from using any name or initials other than the name appearing on the Notary's commission when signing certificates. Texas also specifies that Notaries must sign certificates with the name listed on the Notary commission. Mistake #4: Improperly dating a Notary certificate Mistakenly entering the wrong date or post-dating a certificate is a serious error. The date you enter on the Notary certificate must be the same day you notarize the signature of the signer. With that said, the date in the main body of the document and the date of notarization on the certificate don’t always have to be the same. For example, the main part of a document may say it takes effect on “December 3, 2023” but the document is notarized on May 12, 2023. If so, you would enter “May 12, 2023” as the date of notarization in the Notary certificate. Mistake #5: Improper placement of your Notary seal or stamp Documents containing upside down, blurred, or partial Notary seal or stamp impressions are likely to get rejected. Mistake #6: Stamping over wording or signatures In this case, the seal or stamp impression covers other parts of the document, including the notarial wording or signature, making them illegible. Mistake #7: Crossing out the commission expiration date on the stamp and handwriting in a new commission date Sometimes Notaries think they can use a seal with an expired Notary commission date. If your state requires your seal to include the expiration date, you must obtain a seal with your current commission expiration date. Even if not required by law, correcting a commission expiration date in a seal impression could cause the document to be rejected. Either way, it’s time to order a new stamp. Bonus mistake: Not including your title California Notaries must include their title in the California acknowledgment form after printing their commission name: “Notary Name, Notary Public.” This problem isn’t unique to California. Notaries in other states may encounter widely circulated Notary certificates that may require them to print their title after their name. Tips for avoiding common errors on Notary certificates Know Your State Requirements: Certificate wording varies from state to state. Stay current with your state-required certificate wording and other Notary laws. Don’t Rush: Take the time to read the certificate to make sure you know how to complete it. Double-check each entry before you complete the notarization, to catch any issues or errors. Be Prepared: Make sure your Notary tools are current, especially your official seal.

Notaries often encounter confusing situations when filling out certificate wording. Here are answers to common questions about certificate wording asked on the NNA Notary Hotline. 1. What if a document doesn't include a Notary certificate? 2. Can I affix my Notary stamp to a document with no certificate wording? 3. May I notarize an acknowledgment and a jurat for the same signer on one document? 4. May I use Notary wording from another state? 5. May I correct an error on a Notary certificate? What if a document doesn't include a Notary certificate? You should ask the signer what type of notarial act they need. Notaries aren't allowed to choose the type of notarization on a signer's behalf. If the signer isn't clear on this, you may describe the different notarial acts — for example, the two most common notarizations are acknowledgments and jurats — and let the signer choose. If the signer isn’t sure what notarial act is needed, they can contact the agency that issued or is receiving the document or an attorney for instructions. They will tell you what notarial act is needed, and you can attach and complete the appropriate certificate form. Can I affix my Notary stamp to a document with no certificate wording? The answer is generally no. In most states, if there is no certificate wording included with the document, you cannot complete the notarization. State laws almost universally require the Notary's seal to be affixed near the Notary's signature on a notarial certificate appropriate to the notarization being performed. Michigan Notaries also may stamp and sign a document under certain circumstances because of a 2006 law that repealed the Notary certificate forms from the statute. May I notarize an acknowledgment and a jurat for the same signer on one document? Yes. In this case, you would be performing two separate notarial acts for a signer. You may charge for each notarization (acknowledgment and jurat) and would make two separate journal entries. Be sure to follow all of your state's rules for each notarization. May I use Notary wording from another state? In most cases, yes. California is an exception where Notaries are required to use specific certificate language prescribed by statute for certain acts. California Notaries must always use the California-specific jurat wording, and they must use the California acknowledgment wording if the document will be filed in California. Most states, such as Texas, include certificate wording in their statutes but permit you to use other wording, as long as it is substantially similar to their forms. Florida permits using any wording that includes 9 required certificate elements in Florida law. A few states, such as Georgia, don’t have specific certificate wording in their statutes but instead offer suggested wording on their websites or in their Notary handbooks. As a general rule, you may use an out-of-state certificate as long as it meets your state's requirements for that notarial act and doesn't ask you to do something that’s not authorized in your state (California Notaries, for example, are not allowed to certify a person's representative capacity). May I correct an error on a Notary certificate? It depends on your state’s requirements and when the mistake is discovered. In California, if you spot an error during the notarization while the signer is present before you, then yes — you can line through the mistake, enter the correct information, and initial and date the change. However, if the error is found after the notarization is completed and the signer leaves, the answer is no — in that case, a new notarial act would have to be completed. Florida is even more restrictive. You can’t amend a notarial certificate after the notarization is complete. A new notarization would be required. Some states provide specific instructions or regulations on making corrections in the certificate. In Arizona, if a Notary attaches a loose certificate to correct an error, the law requires the Notary to describe the attached document on the loose certificate. Always be sure to follow your state's rules regarding certificate corrections.

What every Notary needs to know about journals If you've ever asked why you need to keep a Notary journal, or what information a Notary needs to record in it, this article answers the most commonly asked questions. 1. Should every Notary keep a journal? 2. What kind of Notary journal should I keep? 3. What information needs to be in the Notary journal entry? 4. When should I make the Notary journal entry? 1. Should every Notary keep a journal? Yes. Most states require or strongly recommend that Notaries own and maintain a journal or record book of the acts they perform. Why is that? It is an important tool that provides a written record of the Notary's official acts. It contains details of the transaction in the event a notarized document is lost, altered, or if facts concerning the notarization are challenged in court. For example, one California Notary told the Notary Bulletin how she was contacted by signers nearly a year after notarizing loan documents for them. A lender had misplaced the signer's papers, and as a result the deed to the signer's home wasn't properly recorded. The Notary's journal record provided evidence that the loan documents had been notarized and helped keep the signers from losing their home. Even if not required in your state, a well-kept journal can provide supporting evidence that you acted properly during a transaction if you are ever accused of an inadvertent or willful mistake. For example, while Florida only requires Notaries who perform online notarizations to keep a secure electronic journal of their acts, state officials have strongly recommended that all Florida Notaries voluntarily keep a Notary journal. Information in Notary journals also has helped investigators locate and arrest dishonest signers who attempted to commit fraud or forgeries. 2. What kind of Notary journal should I keep? Some states require a journal's format to include certain features. For example, Arizona specifies that traditional Notaries must keep a paper journal, while Notaries authorized to perform remote online notarizations (RON) in Arizona are required to record information about remote notarizations in a permanent, tamper-evident electronic format. Tennessee requires the journal to be a "well-bound book" or "an appropriate electronic form." If not specified by state law, the NNA recommends that Notaries keep a journal with bound pages, and that entries be recorded in chronological order to prevent tampering. 3. What information needs to be in the Notary journal entry? Some states specify in their Notary laws what information can and cannot be recorded in a journal entry. California requires Notaries record the date, time and type of notarization; type of document notarized; the signature of each signer notarized; how each signer was identified; the fee charged, if any, and the signer's right thumbprint if the document notarized is a power of attorney, deed, quitclaim deed, deed of trust or other document affecting real property. Texas and Montana require Notaries to record how each signer was identified but prohibit Notaries from recording a signer's personal identifying numbers such as a Social Security number or the serial number of any identification documents presented. Texas also prohibits Notaries from asking for biometric information such as a thumbprint for a Notary journal entry. You should always follow your state's laws when entering journal information. If your state does not provide guidance, the NNA recommends including the following information in each entry: The date and time of the Notary act (the date and time indicates when the signer appeared before the Notary Public) The type of notarization performed (for example, "acknowledgment" or "jurat" or "verification by oath") The location where the notarization took place The title or type of document or transaction (for example, "deed" "personal letter" or "Affidavit of Identity") and the date on the document, if any (for example, a date appearing at the top of the document or date of signing appearing opposite a signature line) The printed name and address of each signer (in some states, witnesses' names are required for certain documents, such as wills, deeds, mortgages) The method used to identify each signer (personal knowledge, type of ID document, or credible witness(es)) Any additional details about the notarization you deem important The fee charged for the notarization, if any The signature of each signer (some states require the signatures of witnesses if used) The right thumbprint of the signer, if permitted in your state (California requires this for all real estate-related documents and/or powers of attorney. However, in states where a thumbprint is not required by law for the journal entry, the signer may choose to decline to provide a thumbprint.) 4. When should I make the Notary journal entry? The journal entry should be recorded while the signer is present and before you complete the notarization. This way you can make sure that you obtain all necessary information needed for the journal entry, such as signatures and thumbprints, before the signer leaves

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