Law

What Are the Inclusions in a Notary Package?

A notary package contains some different items. You can include or exclude some of these items depending on your needs. For example, you can include a seal embosser or a rubber stamp seal. Depending on your preferences, you may replace the rubber stamp seal with an embosser.

Notary’s Name

Notaries often include their names in low-cost notary packages. These notary stamps are used for affidavits, administering oaths, and certifying acknowledgment of written instruments. In New York, a notary’s seal must include the notary’s name and jurisdiction. In addition, the seal must be legible in black ink beneath the notary’s signature.

In Pennsylvania, a notary who fails to affix their seal to a document is not authorized to notarize it. In addition to the seal, a notary must also include an apostille, a certificate issued by the Secretary of State. This certificate verifies the authenticity of a notarized document and is required only when documents are exchanged between two states that are signatories to the Hague Convention. A chain of authenticating certificates may also be required. When a notary is commissioning, recommissioning, or changing their record name, a notary’s seal must accompany the name change. 

Commission Number

The commission number is important information to have in a notary package. This number identifies the notary to the state government. It is located on the commission certificate. Contact the Secretary of State office in your state to find out more about this information. The secretary can help you find this information if your commission has expired.

It should be noted that a commission number is not automatically renewed and can change during a commission. The commission number is issued when the application is accepted. Re-applying if you have changed your name or moved within a jurisdiction is also necessary. 

Commission Expiration Date

A commission expiration date stamp is an ideal solution for notaries who need to stamp the expiration date of their commission quickly. It’s useful for a variety of notarized documents. Notaries need to include this information on their notarial certificate because it’s required by state law. Nevertheless, they shouldn’t use this stamp in place of an official notary seal.

Notary stamps that contain a commission expiration date must be replaced every two years. In addition, notary packages must not contain the Vermont State Seal, as this is prohibited.

Date The Commission Was Issued.

The commission certificate includes the notary’s official name, commission number, expiration date, and issue date. Keep it in a secure place. If you change your name or move within sixty days of your commission expiration date, you will have to re-apply for your commission.

The commission expiration date is printed under the notary’s signature. It may also be printed on a rubber stamp if the notary prefers. While not required by law, many document recipients will reject notarizations that do not include this date. It is also considered best practice.

Notary’s Journal

A notary’s journal is a necessary item for a notary. However, under federal law, notaries are required to keep this information confidential. This includes financial details like Social Security numbers and bank account numbers. It is also illegal for a notary to disclose the journal to anyone – including potential contracting companies. Luckily, there are several ways to protect your customers’ financial data.

A notary’s journal can protect you from being accused of misconduct. Many notaries are falsely accused of notarizing a document. Even if the notarization is flawless, it is still possible for a party to accuse the notary of misconduct.