Notarized documents are documents which are marked with a stamp or a seal which indicates the signature on the document is legitimate. Then the notary places the stamp near the signature along with the others to track down records related to the signature. This will tell the bank that it has been really already signed up document and someone won’t be able to pose anyone else. In the age of identity and lawsuits it’s always very important to know who have really signed up the document. For verification, in the age of identify and theft and lawsuits which is very important to be notarised.
Following characteristics of the notarised document should follow are:
- Notarizing documents in foreign languages: On different locations the notarizing documents are printed in foreign languages.
- Notarizing documents for disabled person: The documents are notarized even for the disabled person.
- Notarizing the Photograph can also be done: A notary is almost required to administer an oath and complete a notarial certificate, pertaining to the notarial act where he or she is performed.
- Performs Hospital Notary Work: When a notary is asked to travel in hospital, nursing home or the rehabilitation centre then it is referred as hospital notary work.
- Notarizing for family members and family business: Notarizing among the family members and family business too.
- Notary signature is essential for all important documents: It is very essential that notary always signs every notarial certificate that he or she notarizes.
10 tips to get an important document notarised
Step 1: Personal appearance requirement: It is very important that almost every step requires the signer to be present at the moment to solve, each and every details of the problem. This is important as it protects the signer, employer and anyone relying on the notarisation and against any kind of notarisation and fraud kind of activities. Personal appearance allows the other step to be completed with proper kind of notarisation facility.
Step 2: Document Scanning: One should always scan over the document for the number of important reasons:-
- To look for the certificate wording that will tell what type of notarisation to perform.
- To review the certificate wording to make sure it contains all the elements of the notary certificate and it conforms the requirement of the state.
- It helps to check the blank spaces. There are no blanks on a document and other states that strongly recommend it. Blank documents can be altered later.
- Be very sure to enter the date of notarisation which took place in certificate wording.
- It is very important to verify that the name on the ID that supports the name in the document.
So scanning the document does not mean the reading it for all details. It should just glance over it to sufficiently to get the information to get.
Step 3: Verification Process: It is very important to verify the signer’s identity for the essential duty of the Notary. Every state provides how to identify each signer, and traps cases of fraud and spoil. It comprise of three general methods:
- It involves personal knowledge which includes about the person as a signer.
- Identify several documents such as driver’s license, passports and the other government issued ID’S.
- It includes credible identifiable witnesses who know about the signer and vouch of his or her identity.
Step 4: Make a record in Journal Entry: Most of the steps either require or recommendations for the notaries to maintain the notarizations. A good journal entry always contains all the details of the notarization which is called into a question. It is a good idea to make the journal entry for the necessary elements of the records including the signers signature.
Step 5: Completion of the Notarial certificate: If the document doesn’t contain the certificate wording, then we need to ask the signer what type of notarisation is required and then attach a separate or loose certificate. Try to take care to sign and affix the seal properly. It’s always sign exactly as the name appears on the commission. The seal should be close to the signature but should not overlap any wording. The goal is to make everything legible. If we are in a state that doesn’t require us to use seal, where one need to add the name and commission information in other spaces below the signature.
Step 6: Steps to safeguard Notaries: Notaries are responsible for the safeguard of supplies against fraudulent acts.
Step 7: Notarisation by Legal: It is very important that the process of notarisation is legal or not.
Step 8: Handling of Acknowledged statements: It is always maintained that the sworn statements are always made as a penalty and requires oath and confirmation while an acknowledged statement lacks that.
Step 9: Handling of sworn Statements: Sworn statements are known as affidavits, where some document have a word affidavit in the title but no wording that requires an oath.
This way notaries help to remove the conflicts of interest and making it important and very valuable.
Contented by: BelTranslation International