Being a notary public is not an occupation to choose on a whim – certainly not in the way that you can become a merchant. It is the absolute minimum to have an official certificate of appointment as a notary that has been signed and given to you by the state that you live in. It is the state that authorizes notarial tasks and they have different requirements from place to place. Take the main requirements as a model, for example. They are usually to be 18 years old, to have a driver’s license, and not to have a criminal history record. Another example is that the majority of notary publics from all states must fulfill the requirements necessary to be a notary, which are mostly being 18 years or older, holding a driver’s license, and having good moral character and no criminal record.
Other than that, do not forget that people want to get a Notary Certificate of Appointment (from their state) as the initial step in their way of being a notary today. It is a matter of simple common sense that the simplest way to a notary is typically through your state and the mentioned way is a pro forma case of the matter. With this document, the authorities confirm that you have passed the evaluation necessary to become a notary public in your state. If the certificate is in your possession, you can go ahead and do your notarizing work. This certificate may also be called the Notary Commission Certificate.
One of the duties of notaries is to ensure that documents are legally binding and all the parties involved are fully aware of what they are signing. This also implies the confirmation of the identity of the person who is signing (and for any witnesses) is required (online software should be able to help you with this). The notary must also take the step of ensuring that the document is up-to-date and accurate.
The notary must maintain a journal that will keep track of all the documents that are notarized. Typically, the journal entries would involve the date of the notarization, type of document, fee, name of the signer(s) and witness(es), ID used and location. These records will be key to facilitate access to documents and, in addition, for your safety if there are any legal issues in the future.
Digital Certificate vs. Notary Certificate vs. Commission Certificate
Certificates on certificates on certificates! It can be difficult to keep track of the terminology. A Digital Certificate is an electronic encryption document/file that serves as a form of digital identification and proof of ownership for a website or app. A Notary Certificate, on the other hand could also refer to a loose leaf certificate or loose leaf acknowledgment. These are often required The commission certificate is just another
How to Attach a Certificate Form?
You may need to attach a certificate form to a document in the following circumstances:
If the document has no certificate wording:
It is a nearly universal requirement for Notaries to complete a certificate for each notarization. This means that if a document contains no certificate wording, you will need to attach a notary certificate form with the appropriate language for your state when signing. You can also check our online signature generator for digital signs.
If the certificate doesn’t comply with state requirements:
Some states, such as California, have laws regarding exact certificate wording. Hawaii has a rule that Notaries must include a ‘certification statement’ that is either part of the certificate wording or added to the certificate. In states like these, Notaries must make sure their certificate complies with laws and add the appropriate form or certificate statement if it doesn’t.
If the certificate calls for an act the Notary can’t perform:
Some states are more flexible than others in regards to what notarial acts their notaries can perform. One example of this variable flexibility is the act of “signature witnessing”. Notaries can perform Signature Witnessing in about 20 states. States that don’t permit their notaries to do it, such as Texas, would need to do an an acknowledgment or oath chosen by the signer instead, which would require an acknowledgment or jurat certificate be added to the document.
If there are different singers appearing at different times:
Sometimes a document may need to be signed in one time and place and notarized, and then presented to another signer who the notary meets at a different time and place for a second notarization. In these scenarios, a separate notary/loose leaf certificate must be completed and added to the document because the signers meet separately.
If a Notary makes a mistake:
This is the case that is paramount to always make the corrections like a notary public, should one of them sign a document erroneously in any of the spaces such as the name or the date, and the notaries can correct the document by attaching a written declaration to the notarized one with the agreement and consent presumably of the printer or Notary in the States of California and Florida that the notarial certificate shall remain unchanged once it has been notarized or that the signer and Notary shall have left each other’s presence.
If there isn’t enough room for all the names of signers:
Most certificates will have plenty of space to write in the names for one or two signers having their signatures notarized at the same time. In scenarios where there are several signers and you’re running out of signing real estate? In this scenario, you’ll have to add a blank page with a separate certificate to make room for the names of any singers whose names wouldn’t fit onto the original certificate. You can also drag and scale the size of your notary certificate if you’re using a RON platform.
If there isn’t space for your Notary seal:
Most states have laws requiring a Notary’s seal to be legible, but government documents (and others) don’t provide enough space to affix a legible seal. If the seal has to be placed over text or signatures in the document, you need to add a blank page and add a separate certificate form/loose leaf certificate/notary certificate.
Always Abide by Your State’s Notary Requirements & Regulations
Notaries need to follow specific practices when using separate certificate forms. It is the notary’s job to make sure that the notarization is performed correctly. They also must not help or assist fraudulently attaching a “loose certificate” to an unsigned(separate) document.
Usually, the Notary must also include whether the notarial act was performed using IPEN (In Person Electronic Notarization) or performed using RON (Remote Online Notarization platform). This is usually written automatically on your electronic seal.
If you live in a state that allows the use of separate certificate forms, but doesn’t provide a guide as to how to use them, it is recommended to:
1. Always make the signer determine type of notarization:
- If there is no certificate wording on the document, notaries will ask the signer what type of notarization they need because Notaries are not allowed to make this determination. You may describe the differences between an acknowledgment, jurat or signature witnessing (if your state allows you to perform signature witnessings), but the signer must be the one to choose in the end.
2. Fill out the Certificate Completely:
- Fill out the separate certificate form the same as any other, ensure all of the necessary elements are present, all info is accurate and each space is filled.
- If the certificate has a space for optional information, you should describe the document being notarized. The description can read something like:
- “This certificate is attached to a ___________ (title or type of document), dated _____________, of ___ (number) pages, also signed by _____________________ (name[s] of other signer[s] if any).

This is what a Notary Certificate/Loose Lead Certificate/ Loose Leaf Certificate might look like.
This act of filling out the notary certificate uniquely and completely will raise the difficulty of anybody attempting to fraud on a document. You can see a full state list of example Notary Certificates on BlueNotary’s Crisp.
3. How to attach (staple) a notary/notarial/loose leaf certificate
- If you’re doing this online, it’ is usually automatically done for you within the software. It’s just a couple of clicks to attach any notary certificate/loose leaf certificate.
- If you’re doing offline, once the certificate is completed, the Notary should physically attach it to the document. This it typically done by stapling the certificate to the to the document’s left margin, behind the signature page.
Other ‘Loose Certificate’ Things To Know
While this writing has mostly been about when and how to use separate certificate forms, you want to use a separate certificate only as as a last resort. You should attempt to fit all info using the notay certificate already present on the document. This makes it easiest for receiving parties to accept the notarization seamlessly.
While some agencies may request it, Notaries should never mail a loose Notary certificate nor rely on someone else to attach it to the document.
If you still have any confusion regarding certificates, check out the BlueNotary Ultimate Guide to Digital Certificates
Is a Digital Certificate a Loose Leaf Certificate?
A Digital Certificate is NOT a Loose Leaf Certificate or Notary Certificate. Is a Digital Certificate a Notary Certificate? Also no.A Digital Certificate is an encryption file that specialized software attaches to any completed notarization. This allows software like Adobe Acrobat Reader DC to be able to read and verify the Digital Certificate used to perform the notarization.The video below shows how to view your own Digital Certificate if it is on a Completed Notarization or a Sample File to submit to your Secretary of State.
State Specific Certificate Rules
California you cannot place your seal on a document without correct notarial wording.
Florida you cannot complete a certificate that does not have all of the information required by the law.
Maryland previously prohibited Notaries from adding a notarial certificate to a document if it didn’t already exist, but that prohibition was removed in October of 2020 under new Maryland state law that mandates Notaries to complete a certificate of notarial act for every notarization.
Michigan is unique. They repealed their statutory certificates and instead require the Notaries to add certain specific information after signing a document. The Michigan law decrees a Notary must write their name exactly as it appears on the Notary commission, date the document, and add the words
- Notary Public
- State of Michigan
- County of (name of county of commissioning) or if performing outside of the county of commissioning, “Acting in the County of (name of county where the notarization is performed)”
Michigan notaries are also able to place their official seal on a document if any notarial wording is not present.
We hope this answers your questions regarding notary certificates vs. digital certificates vs. loose leaf certificates and how they relate to each other.
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General Question About Leaf Certificate Notary vs Digital Certificate
What are the legal implications and responsibilities of using a digital certificate for notarization compared to a loose-leaf certificate?
Primarily, the legal implications and responsibilities of using a digital certificate for notarization in contrast to a loose leaf certificate are very important and broad in nature. In addition to encryption and a secure means of verifying the parties’ identity in the notarization process, digital certificates become a layer of security and an authentic one without which the digital era cannot continue. Besides its novelty in cooperating with a digital signature, a digital certificate is a more robust source of authentication that prevents a fake signature from appearing. Yet another side of the coin, when it comes to the acknowledgment of the legal role of digital certificates in comparison to valuable documents, can be quite different from one jurisdiction to another. Notaries face the responsibility of being conversant with the stand of their state regarding digital notarization and be bound to their digital certificates in accordance with the local legislative proviso for the legal status of electronic contracts and signatures, for example Electronic Signatures in Global and National Commerce Act (ESIGN) and the Uniform Electronic Transactions Act (UETA).
How can notaries ensure compliance with state-specific rules when transitioning from traditional to digital notarization processes?
Moving from traditional to digital notarization processes is. riddled with legal and regulatory matters. Understanding specific rules in a state and being in line with the state’s regulatory framework is very important, the process could also involve taking up additional notary certifications or getting trained in the art of digital notarization. A significant part of which is also being abreast with the technicalities of a digital notarial platform and also ensuring that such a platform meets the standard requirements of the state in terms of security, confirmation of identity, and evidence.
What are the tricks that work in verifying the person who has signed the document and the authenticity of the document using fully digital notarization?
Verification of signer identity and document authenticity in a fully digital notarization process needs automation and foolproof regulations provided by a system called technology. In general, digital notarization platforms use a combination of knowledge-based authentication (KBA), biometric verification, and digital certificates in order to establish the identity of the signers. The KBA technology can be about the asking of questions to the signers who are authorized to respond and that are based on the available public records. The biometric verification might involve facial recognition technology, or as an alternative, the use of fingerprints may be included in the process so that it is ensured that the person is the right one. Electronic and digital signatures and encryption, in turn, are a guarantee that the content of the document is not tampered with and thus it remains valid as originally signed. Additionally, digital notarization platforms maintain a comprehensive and elaborate event log of the whole process of notarization which includes IP addresses and timestamps.
DISCLAIMER
This information is for general purposes only, not legal advice. Laws governing these matters may change quickly. BlueNotary cannot guarantee that all the information on this site is current or correct. For specific legal questions, consult a local licensed attorney.
Last updated: March 21, 2025