Part 2, Section 1
Notarization Basics

There are five basic steps to proper notarization and it is a good practice to memorize these five steps and consistently perform them in order:

1. The signer must personally appear before the notary.  Of course, this is mandatory and the notary must insist on it.
    
2. Check the document for completeness.  You must not notarize a document if it has blank spaces or is obviously incomplete.  Government Code § 8205
    
3. Verify the identity of the signer.  There must be no doubt in your mind that the signer is who they claim to be. 
    
4. Record the notarial act in the notarial journal.  California notaries are required to keep a sequential notarial journal of each and every notarial act performed.  Your journal is an important public document and it must be maintained and protected.
    
5. Complete a notarial certificate.  Whether it is an acknowledgement, a jurat, a proof of execution, or other notarial certificate, it must be completed, signed and stamped with the notarial seal to be valid.  The notarial certificate may be typed directly on the document.  If it is not, you must complete a loose notarial certificate and attach it to the document by stapling them together on the top left corner. 

By following these steps you can be sure of a complete, accurate notarization.  Failure to perform any of the acts above, even if by accident, can result in your commission being suspended or revoked, as well as civil penalties.

When asked to perform a notary act, give it your full attention.  You must learn to tune out distractions and keep yourself from getting involved in conversations during your notarization.  Simply forgetting to sign or stamp a notarial certificate could cause embarrassment for you and possibly financial damages.  Take your time, print clearly, and sign your name exactly as it appears on your commission.

When placing your seal on a notarial document, be sure that the seal is clear, that it does not cover any printed material, and that it is as close to your signature as possible.  Documents may be rejected by a recorder if the seal is smudged or otherwise unclear, or if it is obscured by other print or a signature. 

Sometimes you will see the words “SEAL” or “L.S.” (locus sigilli, or place of the seal) where you seal is to be placed.  Do not place the seal directly over those words, but get as close as you can.  Also, if you make a seal impression that does not look clear or you inadvertently cover other print on the document, find another spot as close as possible to place another seal impression.  If you do not have enough room to do this, or if any other mistakes were made on the notarial certificate, the best thing to do is to make a single diagonal line through the entire notarial certificate, write the words “NOTARY CERTIFICATE ATTACHED” with your initials, and attach a new certificate.

Also, although it may seem obvious to most notaries, it is a common issue that does come up:  NO you may NOT notarize your own signature. 
Government Code § 8224.1

Here is a list of the basic notarial supplies you should always have on hand: 

• Notarial Seal
• Notarial Journal
• Thumbprinting stamp
• Black ink and blue ink ball point pens
• Blank All Purpose Acknowledgement forms
• Blank Jurat forms
• Blank Proof of Execution by Subscribing Witness forms
• Stapler
• Reference materials (for example, sample oaths or affirmations)
• A receipt book to provide receipts for fees paid
   

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