What Is Typically Included on a Notary Statement?

What Is Typically Included on a Notary Statement?

The notary statement on any notarized document must include the notary's name, seal and signature; the names and signatures of other signatories; and the place and date of notarization. Depending on the jurisdiction and type of document, other information might also be necessary.

When an individual transfers ownership of a tangible asset, the notary statement on those ownership documents verifies the legitimacy of the transaction. According to the National Notary Association, the statement must include language indicating that the notary has positively identified the parties signing the document. It also indicates that the signatories are aware of the meaning of the document, and are signing it of their own volition without evidence of coercion.

Documents required for court use often require the notary to administer an oath or affirmation. The notary statement should then include the exact language of that oath or administration. Documents such as affidavits and depositions are legally equivalent to providing testimony in court, so those statements must also identify the court proceedings in which they are to be used. The statement must identify the transcriptionist who typed the document, as well as the notary and signatory.

Notaries may also certify legally valid copies of original documents such as passports or birth certificates. The notary statements on these documents attest them to be true and accurate copies of the original, and must include the notary's name, signature and seal.

Regulation of notaries public varies by state, as does the recommended language for each type of document. Pennsylvania's sample statements are relatively formal, for example, while Montana's are minimal and straightforward.