No matter what state a Notary is commissioned in, there are 4 essential tools that every Notary needs. These are:
Your official Notary seal
Your official Notary seal
What is it?
The Notary seal contains your commission information. Depending on state law, the seal can be an inked stamp or an embosser — a metal clamping device that leaves a raised impression of the Notary seal information on a document.
Why do I need it?
Most states require Notaries to own and use an official seal for notarizations. Affixing the Notary seal to a notarized document authenticates the Notary’s signature and shows that the notarization was officially completed.
How do I get a seal?
Each state has its own rules for the official Notary seal’s format, required information and how to purchase one. Once you’ve obtained your Notary commission, you can purchase your official Notary seal.
2. Your journal of notarial acts
Your journal of notarial acts
What is it?
The journal of notarial acts is a record book of each notarization you perform. Each entry in a Notary journal includes details about a notarization such as the date performed, the notarization type and the signer’s information and signature.
Why do I need it?
If you are ever sued for a notarization, well-kept journal information is powerful evidence that you performed your duties correctly. Many states require Notaries to keep journals, but even if not required in your state, it’s recommended because of the protection a journal provides against accusations of negligence.
How do I get a journal?
A wide variety of Notary journals are available for purchase from many different vendors, including the NNA.
3. Pre-printed Notary certificate wording
Pre-printed Notary certificate wording
What is it?
Each notarization typically requires a Notary to complete, sign and affix their seal to certificate wording prescribed by state law. If a document lacks certificate wording, a pre-printed certificate can be completed and attached to the document to complete the notarization.
Why do I need it?
Having pre-printed certificates on hand will allow you to complete a notarization if you are asked to notarize a document that does not include the required notarial wording for your state.
Where can I get Notary certificates?
Many state Notary regulating agencies have PDFs of their certificate wording that can be downloaded. NNA members can download and print certificate forms through the "Member Benefits" section of their NNA membership page. You can sign up for NNA membership on our website. If you aren't a NNA member, you can also purchase Notary certificates from the NNA.
4. Reference guides and resources to answer Notary questions
Reference guides and resources to answer Notary questions
What is it?
Reference guides include information about Notary procedures and practices you can look up if needed.
Why do I need this?
When you notarize, you may encounter questions about the notarization you can’t answer yourself. For example, is this signer’s ID acceptable in my state? Am I authorized to perform this type of notarization? When these questions come up, having a reference book on hand to look up information can help you find the answer.
Where can I get reference guides or help with Notary questions?
The NNA offers a variety of Notary reference books. NNA members can also contact the NNA’s Notary Hotline, visit the NNA Knowledge Center or their state Notary agency for answers to questions during notarizations.
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