Notary Public Manual

I. Introduction

Welcome to [Your Company Name]. This Notary Public Manual Template is tailored to align with the standard practices of notarization and to help you in your duties and responsibilities as a notary public. This is an essential guide to providing high-quality, efficient notarial services.

II. Basics of Notarization

Notarization is a crucial process that adds credibility to various documents. As a notary public, [Your Name], you are responsible for confirming the identities of individuals signing the documents, ensuring they comprehend the contents of the documents, and also verifying that they are signing out of their own free will.

III. Job Description and Duties

Acknowledge signatures upon personal appearance
Administer oath and affirmation
Execute jurats for affidavits and other verifications
Record and maintain a notary journal

IV. The Notarization Process

Ask to see identification: Check the signer’s Identification Document ensuring it's a valid photo ID.
Confirm willingness to sign: The signer must affirm they are signing willingly and are aware of the contents of the document.
Review document: Scan the document for blanks and make sure the signer completes them before you notarize the document.
Record in Journal: Record all the details of the transaction in your Notary journal.
Complete Notarial Certificate: Ensure you fill in the Notarial Certificate with all required details.
Apply your seal: The last step is to sign and stamp the document.

V. Common Mistakes to Avoid

Notarizing without personal appearance: Remember, you must not notarize documents if the signer is not present.
Not keeping a notary journal: This is your best protection against accusations of negligence or misconduct.
Not verifying identity: Verifying the identity of the person signing is a critical step in the notarization process.

VI. Conclusion

[Your Name], your role as a Notary Public for [Your Company Name] is an important one. This manual is intended as a guide for you to consistently perform your duties by best practices and the notary law. Remember, errors can lead to lawsuits and loss of reputation, so always take your time, follow the procedures, and document carefully.

VII. Documentation and Reports

You will need to maintain accurate records in line with the regulations of [Your Department]. All notarial activities should be accurately reported and available for review. Keeping a comprehensive journal of notarial acts is crucial.

VIII. Signature

Notary Public: [Your Name]
Company: [Your Company Name]
Date: [Date Signed]