As a notary, maintaining proper etiquette is crucial to uphold the integrity of the notarization process. One common question that arises is whether it’s appropriate to provide extra notary certificates. In this blog, we explore this query, shedding light on the considerations and best practices.
Understanding Notary Certificates:
- Primary Purpose: Notary certificates serve as the official documentation of a notarial act. They include essential details such as the notary’s commission information, the signer’s identity, and the date of notarization.
- Single Certificate Standard: Typically, a notary completes one certificate per notarial act. This ensures clarity, traceability, and adherence to legal standards.
Considering Extra Certificates:
- Client Request: If a client requests an additional copy of the notary certificate for their records, it is generally acceptable to provide one. Ensure it contains all the necessary details to stand alone as a complete record.
- Multiple Signers: In situations where there are multiple signers involved in a single notarial act, each signer should have their own individual certificate. This practice aligns with legal requirements and facilitates document tracking.
Best Practices:
- Complete Certificates on Site: Whenever possible, complete notary certificates on-site during the notarization. This ensures accuracy and completeness while addressing any immediate requests for extra copies.
- Maintain Recordkeeping: Keep meticulous records of all notarial acts, including any additional certificates provided. This practice supports transparency and compliance with notarial standards.
- Communicate Clearly: If a client requests an extra notary certificate, communicate clearly about the purpose and appropriate use of the document. Emphasize that each certificate is a standalone record.
Conclusion:
Providing extra notary certificates can be appropriate in certain situations, especially when clients request additional copies for their records. As a notary, maintaining transparency, adherence to legal standards, and effective communication is key. If you have questions about notarial practices or need assistance, don’t hesitate to contact a trusted traveling notary near you.
