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What are Notarial Certificates and Which Do You Need?

What is a Notarial Act?

A notarial act is the service an IL Notary Public provides, commonly known as "notarizing a document".

This "act" must be legally evidenced by a Notarial Certificate, which is filled in, signed and dated by the notary public, upon completing a notarization. The certificate must include identification of the jurisdiction in which the notarial act is performed and the official seal of the office.  

There is a certificate for each type of notarial act, see below, and most documents have a preprinted certificate typed onto the form, but for some documents, these are not always included. 

  • Per IL Notarial Law:  It is not the notary’s function to determine what type of notarial form is required with regard to a notary request, however, the notary must know and use the proper certificate for the type of act requested to perform.


What is a Notarial Certificate?

A Notarial Certificate, is a block of verbiage that is needed to legal evidence a notarial act. See below for samples, or short forms for Illinois.

  • When your document doesn't have these preprinted in your document, we can provide a loose leaf Notarial Certificate at an extra fee of $10.


ACKNOWLEDGMENT CERTIFICATE

The taking of an acknowledgment consists of positively identifying the signer of a document.

The signer need not sign the document in the notary’s presence, however, must personally appear before the notary and state that the signature on the document is his or hers.

The notary may have the signer confirm their signature in a notary journal to ensure that the two signatures match.

Acknowledgments may be taken in an individual capacity or in a
representative capacity, (as an authorized representative of another)

For Example: as officer of a corporation for and on behalf of the corporation or as an attorney in fact for another person.

The name of the county where the signer personally appeared before the notary public should be inserted on the certificate.

These short form certificates to the right are sufficient to meet the requirements of Illinois State law.

ACKNOWLEDGMENT CERTIFICATE

State of Illinois

County of ________ (list the venue where the signing is taking place)

 

This instrument was acknowledged before me  JOHN SMITH  (NOTARY NAME) on 01/01/2021 (DATE DOCUMENT WAS SIGNED B4 NOTARY by JANE DOE. (NAME OF THE SIGNER)

_________________________________

NOTARY SIGNATURE ABOVE                               NOTARY SEAL

 


ACKNOWLEDGMENT CERTIFICATE  (REPRESENTATIVE CAPACITY)

State of Illinois

County of ________(list the venue where the signing is taking place)

This instrument was acknowledged before me JOHN SMITH (NOTARY NAME) on 01/01/2021 (DATE DOCUMENT WAS SIGNED B4 NOTARY by JANE DOE (NAME OF THE SIGNER) as VICE PRESIDENT (TYPE OF POSITION), of the ABC CORPORATION. (NAME OF COMPANY)

_________________________________

NOTARY SIGNATURE ABOVE                               NOTARY SEAL


VERIFICATION UPON OATH OR AFFIRMATION

Sometimes referred to as a “jurat,” verification upon oath or affirmation is a declaration that a statement is true and was made by a person upon oath or affirmation.

The person requesting this notarial act must personally appear before the notary and sign the document in the presence of the notary.

The notary public is required to administer an oath. There are no prescribed words for the oath, but an acceptable oath would be:

“Do you swear (or affirm) that the (testimony/statements) you are about to give, are true and correct to the best of your knowledge?”

Verification upon oath may be taken in an individual capacity or in a representative capacity.

These short form certificates to the right are sufficient to meet the requirements of the Illinois State law.

VERIFICATION UPON OATH OR AFFIRMATION

State of Illinois

County of ________ (list the venue where the signing is taking place)

 

Signed and Sworn to before me on 01/01/2021 (DATE DOCUMENT WAS SIGNED B4 NOTARY) by JANE DOE. (NAME OF THE SIGNER)

_________________________________

NOTARY SIGNATURE ABOVE                               NOTARY SEAL

 


VERIFICATION UPON OATH OR AFFIRMATION

(IN A REPRESENTATIVE CAPACITY)

State of Illinois

County of ________ (list the venue where the signing is taking place)

Signed and Sworn to before me on 01/01/2021 (DATE DOCUMENT WAS SIGNED B4 NOTARY by JANE DOE (NAME OF THE SIGNER) as VICE PRESIDENT (TYPE OF AUTHORITY/POSITION), of INTEL CORPORATION (NAME OF COMPANY)

_________________________________

NOTARY SIGNATURE ABOVE                               NOTARY SEAL

 


SIGNATURE BY MARK

When an individual requests a notarial act and the individual is prevented by disability or illiteracy from writing a signature, take these precautions:

1) positively identify the individual;

2) ensure that there are two persons to witness the signature-by-mark in addition to yourself;

3) write in the name of the signer-by-mark near the mark on the document.

Complete the short form to the right which is sufficient to meet the requirements of the law.

SIGNATURE BY MARK

State of Illinois

County of ________ (list the venue where the signing is taking place)

This instrument was acknowledged before me on 01/01/2021 (DATE DOCUMENT SIGNED B4 NOTARY) BY JANE DOE (NAME OF SIGNER) who made and acknowledged making his/her mark on the instrument in my presence and in the presence of two persons who have signed below.

________________________________              NOTARY SEAL
NOTARY SIGNATURE


WITNESS #1                         WITNESS #2
__________________________         ________________________
SIGNATURE                                SIGNATURE
__________________________         ________________________
ADDRESS                                   ADDRESS

 

WITNESSING OR ATTESTING A SIGNATURE

Occasionally, a notary public may be requested to witness a signature on a document when no oath is necessary or required.  The person requesting this notarial act must personally appear before the notary and sign the document in the presence of the notary.

This short form certificate to the right is sufficient to meet the requirements of State of Illinois law.

WITNESS OR ATTESTING A SIGNATURE

 (IN A INDIVIDUAL CAPACITY)

State of Illinois

County of ________ (list the venue where the signing is taking place)

Signed (subscribed or attested) before me on 01/01/2021 (DATE DOCUMENT WAS SIGNED B4 NOTARY) by JANE DOE (NAME OF THE SIGNER).

_________________________________

NOTARY SIGNATURE ABOVE                               NOTARY SEAL

 


ILLINOIS NOTARIAL CERTIFICATES

Section 6-102. Notarial Acts.

      (a)   In taking an acknowledgment, the notary public must determine, either from personal knowledge or from satisfactory evidence, that the person appearing before the notary and making the acknowledgment is the person whose true signature is on the instrument.

      (b)   In taking a verification upon oath or affirmation, the notary public must determine, either from personal knowledge or from satisfactory evidence, that the person appearing before the notary and making the verification is the person whose true signature is on the statement verified.

      (c)   In witnessing or attesting a signature, the notary public must determine, either from personal knowledge or from satisfactory evidence, that the signature is that of the person appearing before the notary and named therein.

      (d)   A notary public has satisfactory evidence that a person is the person whose true signature is on a document if that person:
           (1) is personally known to the notary;

           (2) is identified upon the oath or affirmation of a credible witness personally known to the notary; or

           (3) is identified on the basis of identification documents.

Identification documents are documents that are valid at the time of the notarial act, issued by a state agency, federal government agency, or consulate, and bearing the photographic image of the individual's face and signature of the individual.


(Source: P.A. 97-397, eff. 1-1-12; 98-29, eff. 6-21-13.)

 

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