How to Complete a Notarial Certificate: Step-by-Step Instructions for California Notaries

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Every notarization ends with a notarial certificate. This is the block of text where you, the notary, record what you did, who appeared before you, and when. If you get it wrong, the notarization may be invalid. Here is how to fill one out correctly.

The Two Main Certificate Types

California notaries use two certificates most of the time. Both have mandatory statutory wording set by the state (Government Code 8202 for acknowledgments, Government Code 8203 for jurats). You cannot modify the wording. For a deeper comparison, see our guide to choosing the right notarial certificate.

• Acknowledgment: The signer acknowledges they signed the document willingly. They can sign it before coming to you, but they must appear before you in person.
• Jurat: The signer swears or affirms the contents are true and signs in your presence. You administer an oath.

Before You Fill Out the Certificate

1. Check the signer’s ID. California requires satisfactory evidence: a current driver’s license, passport, or other government-issued photo ID. The name on the ID must match the name on the document.
2. Make sure the document is complete. Do not notarize a document with blank spaces that could be filled in later. See our article on why documents are notarized.
3. Confirm willingness and awareness. Ask the signer if they understand what they are signing and are doing so voluntarily. Do not proceed if they seem confused or coerced.

Step by Step: Filling Out the Certificate

1. Venue. Enter the state (“State of California”) and the county where the notarization takes place. This goes at the top.
2. Date. Enter the actual date of notarization.
3. Signer’s name. Print it exactly as shown on their ID and the document.
4. Your signature. Sign the certificate exactly as your commission reads.
5. Your seal. Affix your stamp. It must be legible and include your name, commission number, county, and expiration date.

Sample Acknowledgment Certificate

State of California
County of [County Name]

On [Date], before me, [Notary Name], Notary Public,
personally appeared [Signer Name], who proved to me on
the basis of satisfactory evidence to be the person(s)
whose name(s) is/are subscribed to the within instrument
and acknowledged to me that he/she/they executed the same
in his/her/their authorized capacity(ies).

I certify under PENALTY OF PERJURY under the laws of the
State of California that the foregoing paragraph is true
and correct.

WITNESS my hand and official seal.

[Notary Signature]
[Notary Seal]

Sample Jurat Certificate

State of California
County of [County Name]

Subscribed and sworn to (or affirmed) before me on this
[Date] by [Signer Name], proved to me on the basis of
satisfactory evidence to be the person(s) who appeared
before me.

[Notary Signature]
[Notary Seal]

Use the exact wording above. California law requires it.

Loose Certificates

Some documents do not have pre-printed notarial wording. In that case, fill out a loose certificate and staple it to the document. Write a brief description of the document on the certificate (type of document, date, number of pages) so it can be identified if the certificate gets separated. You can download free California notary forms from the Secretary of State website.

Never give a signer a blank loose certificate to fill out later. You must complete the certificate yourself at the time of notarization. Handing out blank certificates is a disciplinary offense.

After the Notarization

Record the notarization in your notary journal immediately. Include the date, type of act, document description, signer’s name, and how you identified them. California requires every notarization to be journalized.

Credible Witnesses: When ID Is Not Available

If a signer has no acceptable ID, California allows you to use credible witnesses. You need two credible witnesses who personally know the signer. Each witness must have acceptable ID, swear or affirm they know the signer, and sign your journal. This is common for elderly signers in care facilities or people who have lost their ID. Single credible witnesses are allowed only if the notary personally knows the witness and the witness personally knows the signer.

Credible witnesses are not the same as character references. The witnesses must be unbiased and cannot benefit from the document being notarized. If a witness is named in the document or stands to gain from it, they cannot serve as a credible witness.

Common Mistakes

• Misspelling the signer’s name
• Wrong date
• Missing or illegible seal impression
• Using acknowledgment wording for a jurat (or vice versa)
• Forgetting to record the act in your journal
• Giving a signer a blank loose certificate to take away
• Using white-out to correct an error

Any of these can invalidate the notarization. Double-check before the signer leaves. If you find an error after the fact, do not mail a corrected certificate. The signer must return so you can fix it in person. For a full list, see our post on the top 10 mistakes California notaries make.

Frequently Asked Questions

Can I use white-out on a notarial certificate?

No. If you make an error, cross out the mistake with a single line, write the correction, and initial it. White-out invalidates the certificate.

What if the document has no notarial wording?

Use a loose certificate with the correct California statutory wording. Staple it securely to the document.

Does the signer have to sign in my presence?

For a jurat, yes. For an acknowledgment, the signer can have signed earlier but must appear before you in person to acknowledge the signature.

What if the signer’s name on the ID does not match the document?

You cannot proceed. The name on the ID must match the name on the document. If the signer recently changed their name (marriage, court order), they need updated ID first.

Do I need to read the entire document?

No. You are not responsible for the contents. But you should scan it for blank spaces and confirm it appears to be a complete document.