Witnessing Signatures, Certifying Copies, Administering Oaths or Affirmation, Acknowledgments, Verification

 

Verification - Process which adds legal authenticity to documents in efforts to prevent fraud

• Identifying the individual(s) signing by their government-issued, photo ID, such as a driver’s license, photo ID card, or passport.

• Witnessing the identified individual(s) sign the document, ensuring they indefinitely are who signed

• The notary will then administer their signature and official seal, authenticating the document and completing the verification process

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Witnessing Signatures - Process when a notary watches an identified individual(s) sign a document. This is considered a legal act of authenticating the signature.

• Identity verified by notary by acceptable forms of identification

• Signer is physically in the presence of the notary

• Notary must watch the signer sign the documents in real time

• Notary administers their signature and official seal, indicating authenticity

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Certifying Copies - Verification by a notary that a document is accurate and complete

• Notary will compare copy to the original document, confirm document is accurate and complete, complete notarial certificate, attach notarial certificate to the copy, and record notarial act in recordbook

• Can be used for legal documents such as wills and power of attorney, contracts, letters, agreements, bill of sale, and settlement statements.

• Can not be used for publicly recorded documents

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Oath & Affirmation - Statement made to a notary, regarding the contents of a document that are sworn to be true and if found to be false, are punishable by law.

• Oath: A solemn promise to God or a higher power and formal declaration to perform an act truthfully

• Affirmation: A non-religious promise to tell the truth and pledge made on behalf of signer’s personal honor

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Acknowledgment - An individual(s) makes a formal statement to a notary, confirming they willingly and knowingly signed a document.

• Signer must physically appear in front of a notary, confirm their identity, and acknowledge they signed the document

• The notary must verify the identity of the individual(s) and authenticity of their signature