If you’ve ever had a document notarized, you may have noticed that sometimes the Notary Public attaches an extra page — this is called a separate (or “loose”) notarial certificate. It contains key information such as the date, location, type of notarial act, and the notary’s signature. A separate certificate is used when the document itself is missing proper notarial wording or doesn’t meet legal requirements.
When we, as Notary Publics, are required to attach a separate certificate:
🔹 No notarial wording on the document
If there is no language like “acknowledged before me” or “sworn and subscribed,” the Notary Public cannot apply a seal. A separate certificate must be used.
🔹 Wording does not meet state standards
States like California and Hawaii have strict requirements for notarial wording. We ensure your documents comply with your state’s specific laws.
🔹 The requested act is not allowed in your state
For example, “signature witnessing” is not authorized in some states (like Texas). In such cases, we offer a jurat or acknowledgment instead, with an appropriate certificate.
🔹 Not enough space for the Notary Public’s signature or seal
If there’s no clear area for the Notary Public’s seal or signature, we must use an additional certificate to ensure legibility and compliance.
🔹 Multiple signers appearing at different times
Each signing must be notarized separately, and a new certificate must be prepared for each signer who appears at a different time.
🔹 Errors in the original certificate
If the Notary Public makes an error (e.g., the wrong date), we cannot alter the original. A new certificate is prepared and attached when the Notary Public and signer meet again.
🔹 Not enough room for all signers’ names
If the certificate doesn’t provide space for all names, we create an additional certificate to include everyone.
📎 How We Prepare a Separate Notarial Certificate
✅ The signer selects the notarial act: We can explain the difference between an acknowledgment, jurat, or witnessing, but only you can choose the type.
✅ We complete the certificate carefully: Including the date, type of document, number of pages, and all signers’ names — to avoid any misuse.
✅ We attach the certificate ourselves: We securely staple the certificate behind the signature page, on the left margin.
❗Important Notes:
- In states like California and Florida, we are prohibited from sealing documents that lack required wording.
- We never send a loose certificate separately — it must be attached directly to the document.
- A separate certificate is a last resort. Whenever possible, we use the wording already on the document.
📌 What We Offer:
- Notarization in compliance with all state laws
- Preparation and proper attachment of separate certificates when needed
- Remote and online notarization (where allowed), and help choosing the correct format
