The McCabe Minute

The Notary Checklist

Since a notary public has unlimited criminal and civil liability in the state of Florida, it is only prudent for him or her to take steps to cover himself/herself at each notarization.  The best way to do this is to follow a checklist at each transaction including using a recordbook, sometimes called a journal.  The following is a suggested checklist:            

1. 1.Discuss and collect fee, if any.  If you are going to ask your signer(s) to affix his/her (their) thumbprint(s) in your recordbook, mention it now.*  If all of the document signers cannot be present, remember that you can notarize only for those parties who appear before you.  The notarial certificate(s) should reflect this.  The document signers who are not present will obtain separate notarizations.
   
   

2. 2.Perform the first oral ceremony, which is to make natural conversation that assures you of your signer’s (signers’) competency.*
   
   

3. 3.Obtain and examine identification from all document signers.*
   
   

4. 4.Have your signer(s) fill in his/her (their) parts and then you fill in your part of the record-book.*
   
   

5. 5.Examine the document for blanks, inaccuracies (including the date), and inconsistencies.  Make sure that all of these are appropriately corrected.
   
   

6. 6.Perform the second oral ceremony which will be either the oath (or affirmation) or the acknowledgment, whichever is called for on the notarial certificate or--if that is missing--decided upon by the signer.*  There are many notarial certificates.  To purchase a CD of nineteen Florida Notarial Certificates, Click here to order or contact Denise@floridanotarytraining.com for more information.
   
   

7. 7.You and the signer(s) write, print, and stamp appropriately to complete the document and the notarial certificate.
   
   

8. 8.Keep document content confidential.
   
   

9. Customize the checklist to yourself and your needs and follow it for each notarization.  Others may not know about the liability connected to being a notary and not understand the importance of thoroughness and accuracy. These people will be of no help should a problem arise.
   
   

10. Use your checklist consistently as part of your notary procedures, and you will sleep well knowing that you have covered yourself.
    
    

11. *You can read about each of these subjects in another “Minute.”