The Notary's Standard of Professionalism

When it comes to notarizations, professionalism isn’t just important — it’s essential. Notaries public hold a unique position of trust, and the public depends on their honesty, accuracy, and ethical behavior. Understanding and maintaining high standards ensures that every notarization is performed properly.

Here’s what every notary should focus on to meet the standard of professionalism:

• Stay impartial. Never notarize a document in which you have a personal or financial interest.
• Never refuse to notarize a document for reasons that may be considered discriminatory, such as the signer’s age, race, gender, religion, national origin, disability, or sexual orientation.
• Only notarize documents while you are physically within the boundaries of the state where you are commissioned.
• Confirm the signer’s identity using a method approved by your state.
• Require the signer to personally appear before you when you perform the notarial act.
• Confirm the signer’s competency and willingness to sign.
• Don’t bend the rules for friends, family, or your employer.
• Treat every signer with integrity, honesty, and respect.
• Never notarize a document if you suspect or believe fraud is involved.
• Check documents for blank spaces before notarizing.
• Discuss your notary fee with the client before performing the notarization and provide them with an itemized receipt. Your fee must not exceed the maximum amount allowed.
• Never notarize a document that lacks a notarial certificate.
• Complete the notarial certificate before signing it and affixing your notary seal.
• Never backdate or postdate a notarial certificate.
• Complete notarial certificates and journal entries in ink.
• Record each notarial act in your journal, following the requirements specified by your state’s notary laws.
• Never record personally identifying or biometric information—such as a driver’s license number, date of birth, or a thumbprint—in your notary journal unless required by your state’s notary laws.
• Never refuse to notarize a document just because the signer declines to complete a step that isn’t required by your state’s notary laws. For example, if your state law doesn’t require the signer to sign your journal, you can’t insist on it as a condition for notarization.
• Always keep your notary stamp and journal under your exclusive control.
• Take your notary journal with you when you terminate your employment unless your state's laws specify otherwise.
• When you resign or do not renew your commission, retain your notary journal for the length of time required by your state’s notary laws.
• Never allow anyone to use your notary seal, and never use another notary’s seal.
• Do not leave your notary stamp with your employer, even if they paid for it or for your commission.
• Maintain an errors and omissions (E&O) insurance policy to protect yourself against financial losses resulting from mistakes or oversights made during the notarization process.
• Promptly report any name or address changes to your state’s notary authority. Make sure to do so within the time required by your state’s notary laws.
• Follow your state’s notary laws when advertising. For example, never use misleading terms like “notario” or “notario público,” unless you are a licensed attorney.
• Stay informed about new laws, rules, and best practices that govern your notarial duties by taking continuing education courses and joining one or more notary organizations.
• Do not give legal advice or prepare legal documents unless you are licensed to practice law in your state.

Professionalism is what sets great notaries apart. Every action a notary takes either builds or breaks public trust. By following these standards, notaries help maintain the strength and reliability of the notarization process — and protect the public they are sworn to serve.