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Last Update: August 17, 2017

NOTARY ADMINISTRATION

In Florida, two major state officials are involved with the administration of Notaries: the Secretary of State (Department of State), whose office oversees the commissioning process and keeps records on Notaries, and the Governor, whose office educates and assists Notaries in performing their duties and handles complaints about Notary misconduct.

Contact Information A. Department of StateDivision of CorporationsNotary Commissions and Certifications SectionP.O. Box 6327Tallahassee, FL 323141-850-245-6975

Website: http://notaries.dos.state.fl.us/index.html

B. Executive Office of the GovernorNotary SectionRoom 209, The CapitolTallahassee, FL 32399-00011-850-922-6400

Website: www.flgov.com/notary

Notary Rules FS – Florida Statutes RMN – Governor’s Reference Manual for Notaries

Most Notary regulations are in the Florida Statutes:

a. Chapter 117, “Notaries Public”;

b. Chapter 695, “Record of Conveyances of Real Estate.”

Other guidelines for Notaries are in the “Governor’s Reference Manual for Notaries” (Updated Nov. 1, 2001).

NOTARY SEAL

A Florida Notary must affix a seal of office on all documents notarized, and the seal’s format must be as follows (FS 117.05[3][a]):

Kind Inked Rubber Stamp: “The rubber stamp seal must be affixed to the notarized paper document in

photographically reproducible black ink” (FS 117.05[3][a]).

Optional Embosser: “An impression-type seal may be used in addition to the rubber stamp seal, but the rubber stamp seal shall be the official seal for use on a paper document, and the impression-type seal may not be substituted therefor” (FS 117.05[3][a]).

“If you choose to use an impression seal, your name should be correct and the seal should contain the words ‘Notary Public – State of Florida’” (RMN). Shape/Size

Not specified. Components

1. Name of Notary; 2. “Notary Public – State of Florida”; 3. Commission number; 4. Commission expiration date.

Use of Great Seal: “The name of the notary’s bonding company may be included on the seal but is not

required ... Some companies that produce notary seals include a symbol or emblem on the stamp, such as the Capitol dome, a flag, an eagle, etc., but this is optional. No emblem or symbol is required. Additionally, you may NOT use the Great Seal of the State of Florida on your notary seal” (RMN). Notary’s Name Printed, Typed or Stamped

“Every notary public shall print, type, or stamp below his or her signature on a paper document his or her name exactly as commissioned” (FS 117.05[3][a]). Imperfect Seal

“If you get an imperfect imprint of your rubber stamp seal, you should affix the seal again as closely to the first imprint as possible. This may present a problem if the document has limited space. You should never affix your seal over writing, and, if necessary, you may have to resort to the margin area of the document. You may also need to stamp your seal at an angle in order to make it fit the available space” (RMN). Seal on Mylar Maps

“When affixing my notary seal on a recording plat, my notary seal impression smears. Can you offer a solution?

“(A)n official suggested preserving the ink seal imprint by spraying it immediately with an aerosol acrylic sealer. We experimented using Krylon No. 1303 Crystal Clear Acrylic Spray Coating and found this to be a satisfactory solution...

“The best solution, however, was … (using a) non-porous, permanent ink that dries through evaporation, like Phillips Industrial Marking Ink #40A, (which) will adhere to Mylar® without smearing ... The companies also recommended using this ink with a special balsa wood stamp pad, rather than the usual felt or foam rubber stamp pad ...” (RMN).

Lost Seal “A notary public whose official seal is lost, stolen, or believed to be in the possession of another

person shall immediately notify the Department of State in writing” (FS 117.05[3][c]). “Additionally, if your seal was stolen, you should file a report with the local law enforcement agency” (RMN).

“Keep your seal in a secure location to avoid its loss or misuse” (RMN). Unlawful Possession of Seal

“Any person who unlawfully possesses a notary public official seal or any papers or copies relating to notarial acts is guilty of a misdemeanor of the second degree ...” (FS 117.05[3][d]).

“The notary public official seal and the certificate of notary public commission are the exclusive property of the notary public and must be kept under the direct and exclusive control of the notary public. The seal and certificate of commission must not be surrendered to an employer upon termination of employment, regardless of whether the employer paid for the seal or for the commission” (FS 117.05[3][b]).

An employer may not keep an employee’s Notary seal, even if the employer paid for it. “If your employer does not comply, you should file a report with the law enforcement agency having jurisdiction. This may protect you in the event that your seal is used and a complaint is filed against you” (RMN). Destruction of Seal

“(A) resigning notary public shall destroy his or her official notary public seal of office, unless the Governor requests its return” (FS 117.01[5][b]). Notary’s Signature

“A notary public may not use a name or initial in signing certificates other than that by which the notary public is commissioned” (FS 117.107[1]).

Ink Color: “(Florida law) provides that the official notary seal, the rubber stamp seal, must be affixed with ‘photographically reproducible black ink.’ However, the Notary law does not specify a color of ink to be used when signing a notarial certificate. Therefore, if you prefer, you may use a color of ink, other than black, in signing your name to distinguish between an original and a photocopy of your notarial certificate” (RMN).

Facsimile Signature Stamp: “A notary public may not sign notarial certificates using a facsimile signature stamp unless the notary public has a physical disability that limits or prohibits his or her ability to make a written signature and unless the notary public has first submitted written notice to the Department of State with an exemplar of the facsimile signature stamp” (FS 117.107[2]).

Examples

The above typical, actual-size examples of Notary seals are allowed by Florida law. Formats other than these may also be permitted. The circular embossment shown here may only accompany and never replace a mandatory inked seal. NOTARY POWERS

Florida Notaries are authorized to perform the following notarial acts (FS 117.03 and 117.04): • Take acknowledgments1; • Administer oaths2 and affirmations, as when executing jurats3 for affidavits and depositions; • Attest copies4 (FS 117.05[12]); • Solemnize marriages5 (FS 117.045); • Verify vehicle identification numbers (FS 319.23[3][a]); • Certify contents of safe deposit boxes (FS 655.94).

1 – Acknowledgments: “Acknowledgment – A formal declaration before an authorized official (a

notary public) by a person signing an instrument that such execution is his or her free act and deed. The term also refers to the notary’s certificate on the document indicating that it was so acknowledged” (RMN).

2 – Oaths: “A notarization requiring an oath begins with the administration of an oath or affirmation. The courts have held that there should be a verbal exchange between the notary and the document signer in which the signer indicates that he or she is taking an oath. An oath similar to one administered in court

by a judge or bailiff would be sufficient. Or, you may simply ask, ‘Do you swear (or affirm) that the information contained in this document is true?’ After receiving an affirmative answer, you must complete a proper notarial certificate indicating that an oath or affirmation was taken” (RMN).

In some cases, a signed declaration may substitute for a notarized oath if it contains the following language: “Under penalties of perjury, I declare that I have read the foregoing (document) and that the facts stated in it are true” (FS 92.525).

Legislation enacted in 2015 (Chapter 2015-23) now allows certain law enforcement officers who are Notaries Public to administer oaths in the performance of their duties by reliable electronic means. See “Electronic Oaths” below.

3 – Jurats: Notaries may not “take” (i.e., transcribe) depositions and affidavits by authority of their notarial office, but they may administer oaths and affirmations to deponents and affiants for these documents and execute jurats on them.

4 – Certified (Attested) Copies: “A notary public may supervise the making of a photocopy of an original document and attest to the trueness of the copy, provided the document is neither a vital record in this state, another state, a territory of the United States, or another country, nor a public record, if a copy can be made by the custodian of the public record” (FS 117.05[12][a]).

“The making of the photocopy must be supervised by the notary public. It is not sufficient for the notary public to compare the photocopy with the original document. The notary public must actually make the photocopy or supervise another person while he or she makes the photocopy” (RMN).

Included among the documents whose copies may NOT be attested by a Notary because they are public records are (RMN): birth certificates, marriage certificates, death certificates, certificates of citizenship or naturalization, documents filed in a court proceeding, documents recorded by the clerk of the court, public records in government offices, student records (transcripts, etc.) kept in public education offices, filed federal or state income tax forms, professional licenses issued by the state and any document for which photocopying is prohibited.

Included among the documents whose copies MAY be attested by a Notary, as long as the original is not officially filed or recorded, are (RMN): Florida driver’s license, Florida vehicle title, Social Security card, diploma, medical record, U.S. passport, bill of sale, contact, lease, resident alien card (“green card”) and a personal letter.

5 – Wedding Officiations: Florida is one of only four states – the other three are Maine, Nevada and South Carolina – empowering Notaries to “solemnize the rites of matrimony” (FS 117.045). Ample information on solemnizing nuptials is available on the Governor’s website, including a booklet titled “Performing Marriage Ceremonies” (Jan. 1999). Identifying Document Signers

“A notary public may not notarize a signature on a document unless he or she personally knows, or has satisfactory evidence, that the person whose signature is to be notarized is the individual who is described in and who is executing the instrument. A notary public shall certify in the certificate of acknowledgment or jurat the type of identification, either based on personal knowledge or other form of identification, upon which the notary public is relying” (FS 117.05[5]):

Personal Knowledge: Personally knows “means having an acquaintance, derived from association with the individual, which establishes the individual’s identity with at least a reasonable certainty.”

Satisfactory Evidence: Satisfactory evidence “means the absence of any information, evidence, or other circumstances which would lead a reasonable person to believe that the person whose signature is to be notarized is not the person he or she claims to be and any one of the following:

“1. The sworn written statement of one credible witness personally known to the notary public or the sworn written statement of two credible witnesses whose identities are proven to the notary public upon the presentation of satisfactory evidence that each of the following is true:

“a. That the person whose signature is to be notarized is the person named in the document; “b. That the person whose signature is to be notarized is personally known to the witnesses; “c. That it is the reasonable belief of the witnesses that the circumstances of the person whose

signature is to be notarized are such that it would be very difficult or impossible for that person to obtain another acceptable form of identification;

“d. That it is the reasonable belief of the witnesses that the person whose signature is to be notarized does not possess any of the identification documents specified in subparagraph 2.; and

“e. That the witnesses do not have a financial interest nor are parties to the underlying transaction; or “2. Reasonable reliance on the presentation to the notary public of any one of the following forms of

identification, if the document is current or has been issued within the past 5 years and bears a serial or other identifying number:

“a. A Florida identification card or driver’s license issued by the public agency authorized to issue driver’s licenses;

“b. A passport issued by the Department of State of the United States; “c. A passport issued by a foreign government if the document is stamped by the United States

Immigration and Naturalization Service (sic); “d. A driver’s license or an identification card issued by a public agency authorized to issue driver’s

licenses in a state other than Florida, a territory of the United States, or Canada or Mexico; “e. An identification card issued by any branch of the armed forces of the United States; “f. A veteran health identification card issued by the United States Department of Veterans Affairs; “g. An inmate identification card issued on or after January 1, 1991, by the Florida Department of

Corrections for an inmate who is in the custody of the department; “h. An inmate identification card issued by the United States Department of Justice, Bureau of

Federal Prisons, for an inmate who is in the custody of the department; “i. A sworn, written statement from a sworn law enforcement officer that the forms of identification

for an inmate in an institution of confinement were confiscated upon confinement and that the person named in the document is the person whose signature is to be notarized; or

“j. An identification card issued by the United States Immigration and Naturalization Service (sic).” ‘Mentally Capable of Understanding’

“A notary public may not notarize a signature on a document if it appears that the person is mentally incapable of understanding the nature and effect of the document at the time of notarization” (FS 117.107[5]).

The Notary has discretion to refuse to notarize when “the signer appears to be drunk, sedated, or disoriented” (RMN). Accommodating Certain Disabilities

“A notary public must make reasonable accommodations to provide notarial services to persons with disabilities” (FS 117.05[14]).

Blind Signers: “A notary public may notarize the signature of a person who is blind after the notary public has read the entire instrument to that person” (FS 117.05[14][a]).

Signature by Mark: “A notary public may notarize the signature of a person who signs with a mark if: “1. The document signing is witnessed by two disinterested persons; “2. The notary prints the person’s first name at the beginning of the designated signature line and the

person’s last name at the end of the designated signature line; and “3. The notary prints the words ‘his (or her) mark’ below the person’s signature mark” (FS

117.05[14][b]). See the notarial acknowledgment and jurat certificate forms for a signing by mark, below under

“Notary Certificates.”

Signature by Proxy: “A notary public may sign the name of a person whose signature is to be notarized when that person is physically unable to sign or make a signature mark on a document if:

“1. The person with a disability directs the notary to sign in his or her presence; “2. The document signing is witnessed by two disinterested persons; “3. The notary writes below the signature the following statement: ‘Signature affixed by notary,

pursuant to s. 117.05[14]), Florida Statutes,’ and states the circumstances of the signing in the notarial certificate” (FS 117.05[14][d]).

See the notarial acknowledgment and jurat certificate forms for when the Notary signs on behalf of a person unable to sign, below under “Notary Certificates.”

More specifically, FS 709.2202[2] empowers a Notary to sign and/or initial a power of attorney on behalf of a principal physically unable to sign or initial. The principal must direct the Notary to do so, and the signing or initialing by the Notary must be done in the presence of the principal and two disinterested subscribing witnesses. The Notary must write the statement “Signature or initials affixed by the Notary pursuant to s. 709.2202(2), Florida Statutes” below each such signature or initialing. The law further states: “Only one notarial certificate in substantially the same form as those described in s. 117.05(14), which states the circumstances of all signatures and initials written by the notary public is required to be completed by the notary public.” Notarial acknowledgment and jurat certificate forms authorized by FS 117.05(14) for when a Notary signs on behalf of a person unable to sign are printed below, under “Notary Certificates.” Witness and Notary

“Generally, a notary public may sign as one of the witnesses and as the notary public on a document. In fact, it is a common practice among Florida notaries, particularly on real estate transactions ... In addition, a Florida court has held that ‘there is nothing to prevent a notary from also being a witness.’ See Walker v. City of Jacksonville, 360 So.2d 52 (1978). However, before signing as a witness, the notary should ensure that the document does not require the notarization of the witnesses’ signatures” (RMN). ‘Unnotarized Oaths’

“In a 1993 case, the Florida Supreme Court addressed the issue of ‘unnotarized oaths.’ State v. Shearer, 617 So.2d (Fla. App. 5 Dist. 1993). This case may significantly affect the role of notaries in Florida because it recognized an acceptable alternative oath that may be used for verified or sworn written documents. A person using the alternative oath would not need the services of a notary public or other official authorized to administer oaths.

“The alternative method of making verified (or sworn) documents is set forth in section 92.525, Florida Statutes, and provides that a signed written declaration can substitute for a notarized oath if it contains the following language: ‘Under penalties of perjury, I declare that I have read the foregoing (document) and that the facts stated in it are true.’ The written declaration may be printed or typed at the end of or immediately below the document being verified and above the signature of the person making

the declaration. By signing a document with that language, a person can make a sworn written statement without having it notarized” (RMN). Self-Proved Wills

“(Y)ou may notarize a will, whether prepared by an attorney or not, provided the required conditions for a notarization are met.

“The document signer must be present and competent to execute the document. “The signer must be personally known to you or produce appropriate identification. “The document must have a jurat, or the document signer must direct you to provide a jurat. “Making a will self-proving shortens and simplifies the steps of probate. Section 732.503, Florida

Statutes, prescribes the method by which a will (or an addendum to an existing will, known as a codicil) may be self-proved. The process involves the testator and witnesses taking an oath and signing an affidavit stating that they signed the will in the presence of each other. The notary is responsible for administering an oath to the testator and the witnesses, and for completing the jurat…

“The notary does not have the responsibility of furnishing two witnesses for the execution of a self-proving will, or any other document.

“Because the witnesses’ signatures are also notarized on a self-proved will, the notary may not serve as one of the witnesses. This also eliminates the notary’s spouse, son, daughter, mother, or father from being one of the witnesses” (RMN).

The affidavit and notarial certificate used in notarizing a self-proved will are shown below, under “Notary Certificates.” NOTARY DON’TS

Florida Notaries may (FS 117.107): 1. NOT notarize the signature of a person who is not present, subject to a $5,000 fine; 2. NOT notarize their own signatures (FS 117.05[1]); 3. NOT notarize an incomplete or blank document, except “an endorsement or assignment in blank of

a negotiable or nonnegotiable note and the assignment in blank of any instrument given as security for such note”;

4. NOT notarize a blank document or blank notarial certificate (“A notary public may not affix his signature to a blank form of affidavit or certificate of acknowledgment and deliver that form to another person with the intent that it be used as an affidavit or acknowledgment.”);

5. NOT notarize the signature of a person known by the Notary to have been adjudicated mentally incapacitated;

6. NOT as a non-attorney advertise notarial services in a language other than English without conspicuously posting or stating the following notice, in both languages: “I AM NOT AN ATTORNEY LICENSED TO PRACTICE LAW IN THE STATE OF FLORIDA, AND I MAY NOT GIVE LEGAL ADVICE OR ACCEPT FEES FOR LEGAL ADVICE”; nor literally translate “Notary Public” into a language other than English (FS 117.05[10]-[11]);

7. NOT “take the acknowledgment of a person who does not speak or understand the English language, unless the nature and effect of the instrument to be notarized is translated into a language which the person does understand”;

8. NOT “take the acknowledgment of a person who is blind until the notary public has read the instrument to such person” (FS 117.05[14][a]);

9. NOT “change anything in a written instrument after it has been signed by anyone” nor amend a notarial certificate after the notarization is complete;

10. NOT certify the identity of a person in a photograph (“Rather, you should certify that the statement concerning the photograph was signed and sworn to in your presence by John Doe” [RMN]);

11. NOT certify a translation (“However, you may notarize the signature of the translator on an affidavit where the translator certifies and swears to the accuracy of his or her translation” [RMN]);

12. NOT provide signature guarantees (“This duty is usually performed by officials in the banking and securities industry” [RMN]);

13. NOT “certify the authenticity of objects, such as art or sports memorabilia” (RMN); 14. NOT certify or judge contest results (RMN); 15. NOT certify a person’s residency or citizenship status (RMN); 16. NOT notarize when the Notary “knows or suspects that the transaction is illegal, false, or

deceptive” (RMN). Proof of Execution

According to the “Governor’s Reference Manual for Notaries,” a proof of execution by a subscribing witness may not be performed by a Florida Notary; the principal signer must always appear before the Notary. “Remember then, if a co-worker, family member, or anyone else asks you to notarize another person’s signature based on a sworn statement that he or she saw the person sign the document, JUST SAY NO!!”

However, a procedure is prescribed by FS 695.03(1) whereby a signed real estate document lacking notarization whose signer cannot be located or is deceased may be prepared for recordation by the “proof” of one of the subscribing witnesses. In such a rare instance, the Notary would notarize a “certificate of proof” or an affidavit of proof signed by the witness using a standard jurat (RMN). Telephone Oaths

“Although depositions may be taken over the telephone, the deponent must be in the physical presence of the notary public, or other official authorized to administer oaths, at the time the oath or affirmation is given. There is no exception to the presence requirement, even if the attorneys for both parties stipulate otherwise. (See Attorney General Opinion, No. 92-95, December 23, 1992.) This means that, if you are asked to swear in a person over the phone, you must decline. A notary, or other authorized official, would have to be present with the deponent for the administration of the oath or affirmation” (RMN).

Phone Verification of Signature: “Some notaries mistakenly believe that they may call the signer on the telephone to verify the signature and then proceed with the notarization. Florida law prohibits a notary from notarizing any signature if the signer is not present at the time of the notarization” (RMN). Refusing to Notarize

According to the “Governor’s Reference Manual for Notaries,” Notaries have discretion to refuse to notarize, even if only because they would be “inconvenienced.” However, “(a) notary should never exercise his or her authority in a discriminatory manner,” and should always refuse in a tactful manner.

The “Manual” cites the following as justifiable reasons for refusing to notarize: a failure or inability to pay the Notary fee; the notarization is requested after regular business hours; the notarization request is on a holiday; the Notary is busy with other work or activities; the Notary would be inconvenienced; the Notary is ill; the Notary is uncomfortable with the request; the signer is a minor; the document is written in a language the Notary cannot read; the Notary is asked to travel.

‘Statutory Prohibitions’: The Notary is always justified in refusing to notarize if the notarial act cannot be performed lawfully. The most common so-called “statutory prohibitions” for withholding one’s

services as a Notary are these (RMN): the signer is not present; the document is incomplete or blank; the Notary is the signer; the signer is the Notary’s spouse, parent or child; the signer has been adjudicated as mentally incapacitated and has not been restored to capacity as a matter of record; the Notary does not personally know the signer and the signer cannot produce acceptable identification; the Notary is a party to the underlying transaction or has a financial interest in it; or the signer does not speak English and there is no one available to translate the document into a language the signer understands.

Notarizing for Customers Only: “(L)imiting bank employees to notarizing only for bank customers is not considered unlawful discrimination. Most notaries are employed in businesses or government agencies which conduct business beyond the provision of notary services. These entities are not required to permit their employees to neglect their duties of employment so as to be available to the general public for notary services” (RMN). Disqualifying Interests

Personal: “(I)t is unlawful for a notary public to notarize his own signature” (FS 117.05[1]).

Employees: “A notary public may not notarize a signature on a document if the notary public has a financial interest in or is a party to the underlying transaction; however, a notary public who is an employee may notarize a signature for his or her employer, and this employment does not constitute a financial interest in the transaction nor make the notary a party to the transaction under this subsection as long as he or she does not receive a benefit other than his or her salary and the fee for services as a notary public authorized by law” (FS 117.107[12]).

Business Owners: “As a business owner, would I have a financial interest in the transactions being notarized for my company’s business?

“Section 117.107(12), Florida Statutes, provides that you may not be the notary for a transaction in which you have a financial interest or to which you are a party ... When you are unsure whether you are a party to or have a financial interest in a particular transaction, it is always safer to err on the side of caution and decline to notarize... Keep in mind that, as a notary, you should be a disinterested third party ...” (RMN).

Attorneys: “For purposes of this subsection, a notary public who is an attorney does not have a financial interest in and is not a party to the underlying transaction evidenced by a notarized document if he or she notarizes a signature on that document for a client for whom he or she serves as an attorney of record and he or she has no interest in the document other than the fee paid to him or her for legal services and the fee authorized by law for services as a notary public” (FS 117.107[12]).

Relatives: Notaries may not notarize the signatures of their own spouses, sons, daughters, mothers or fathers (FS 117.107[11]). However, according to state officials, they may perform marriages for relatives:

“Q: May I perform a marriage ceremony for a member of my family, specifically my daughter? A: Yes. You may perform a marriage ceremony for a person who is related by blood or marriage. The prohibition against notarizing the signature of a spouse, son, daughter, mother, or father does not apply because you are not notarizing the signature of the bride and groom. You are only certifying that the couple have been joined in marriage according to the laws of the State of Florida. See Attorney General Opinion, 91-70 (1991) ...” (Governor’s website, “Marriage Q & A”).

NOTARY SIGNING AGENTS

Currently, there are no statutes, regulations or rules expressly governing, prohibiting or restricting the operation of Notary Signing Agents within the statute of Florida. NOTARY FEES

“The fee of a notary public may not exceed $10 for any one notarial act, except as provided in section 117.04 (i.e., rite of matrimony fee)” (FS 117.05[2][a]). Solemnizing Nuptials

“For solemnizing the rites of matrimony, the fee of a notary public may not exceed those provided by law to the clerks of the circuit court for like services” (FS 117.045). The current such fee charged by clerks is $30 (FS 28.24[24]). Vote-By-Mail Ballots

A Notary may not charge a fee for witnessing a vote-by-mail ballot in an election (FS 117.05[2][b]). Government Notaries

Notaries employed by a state, county or city government agency, board, commission or department must charge for their notarial services (except for loyalty oaths and government vehicle tags and titles) and these fees must be deposited in the governmental body’s general operating fund (FS 116.35 through 116.38). “The chief administrative officer of any such agency, board, commission or department may, upon determining that such service should be performed as a public service, authorize such service to be performed free of charge.” Certain Officers May Not Charge

The following officers are Notaries only in connection with their official duties and may not charge for notarial services: law enforcement officers, correctional officers, including probation officers, traffic accident investigation officers and traffic infraction enforcement officers (FS 117.10). Itemized List of Charges

“If you charge fees for other services not directly related to your notary services, you should provide your customer with an itemized list of charges beforehand” (RMN). NOTARY CERTIFICATES

Any jurat or certificate of acknowledgment must contain the following elements (FS 117.05[4]): 1. The venue stating the location of the notarization in the format “State of Florida, County of

________”; 2. The type of notarial act performed, whether an oath or acknowledgment, as evidenced by the word

“sworn” or “acknowledged”; 3. A statement that the signer personally appeared before the Notary at the time of notarization; 4. The true date of the notarial act; 5. The name of the person whose signature is being notarized (“It is presumed, absent such specific

notation by the notary public, that notarization is to all signatures.”);

6. The specific type of identification the Notary is relying on in identifying the signer, either based on personal knowledge or satisfactory evidence;

7. The Notary’s official signature; 8. The Notary’s name – typed, printed or stamped below the signature; 9. The Notary’s official seal affixed below or to either side of the Notary’s signature.

Means of Identification

“A notary public shall certify in his certificate of acknowledgment or jurat the type of identification, either based on personal knowledge or other form of identification, upon which the notary public is relying” (FS 117.05[5]).

Florida law prescribes the following certificates of acknowledgment, not precluding the use of other forms: Short Form Acknowledgment by Individual (FS 695.25[1])

STATE OF FLORIDA COUNTY OF _________

The foregoing instrument was acknowledged before me this _________ (date) by

______________________ (name of person acknowledging), who is personally known to me or who has produced _________________________ (type of identification) as identification.

__________________ (Signature) (Seal)

__________________________________ (Notary’s Name printed, typed or stamped) __________________ (Title or Rank) __________________ (Serial number, if any)

Acknowledgment by Individual (FS 117.05[13][b])


The foregoing instrument was acknowledged before me this _____ day of _________, 20____

(year), by _________ (name of person acknowledging).

____________________ (Signature) (Seal)

__________________________________ (Notary’s Name printed, typed or stamped)

____ Personally known ____ OR Produced identification Type of identification produced: _________

Acknowledgment by Individual Signing by Mark (FS 117.05[14][c])


The foregoing instrument was acknowledged before me this _____ day of ________, 20____

(year), by ________ (name of person acknowledging), who signed with a mark in the presence of these witnesses: __________________ (names of two witnesses).

__________________ (Signature) (Seal)



Acknowledgment of Signature Affixed on Behalf of Person Unable to Sign (FS 117.05[14][d])



(year), by _________ (name of person acknowledging) and subscribed by ________ (name of Notary) at the direction of and in the presence of ________ (name of person acknowledging), and in the presence of these witnesses: _________________________ (names of two witnesses).

__________________ (Signature) (Seal)



Acknowledgment by Representative (FS 117.05[13][c])



(year), by _________ (name of person acknowledging) as _________ (type of authority, e.g., officer, trustee, attorney in fact) for _________ (name of party on behalf of whom instrument was executed).

_________________ (Signature) (Seal)

__________________________________

(Notary’s Name printed, typed or stamped)


Short Form Acknowledgment by Corporation (FS 695.25[2])


The foregoing instrument was acknowledged before me this _________ (date) by _________

(name of officer or agent, title of officer or agent) of _________ (name of corporation acknowledging), a _________ (state or place of incorporation) corporation, on behalf of the corporation. He/she is personally known to me or has produced _________ (type of identification) as identification.

_________________ (Signature) (Seal)

__________________________________ (Notary’s Name printed, typed or stamped) _________________ (Title or Rank) _________________ (Serial number, if any)

Short Form Acknowledgment by Partnership (FS 695.25[3])



(name of acknowledging partner or agent), partner (or agent) on behalf of _________ (name of partnership), a partnership. He/she is personally known to me or has produced _________ (type of identification) as identification.

_________________ (Signature) (Seal)

__________________________________ (Notary’s Name printed, typed or stamped) _________________ (Title or Rank) _________________ (Serial number, if any)

Short Form Acknowledgment by Attorney in Fact (FS 695.25[4])


The foregoing instrument was acknowledged before me this _________ (date) by _________ (name of attorney in fact) as attorney in fact, who is personally known to me or who has produced _________ (type of identification) as identification on behalf of _________ (name of principal).

_________________ (Signature) (Seal)

__________________________________ (Notary’s Name printed, typed or stamped) ________________ (Title or Rank) ________________ (Serial number, if any)

Short Form Acknowledgment by Public Officer, Trustee or Personal Representative (FS 695.25[5])



(name and title of position), who is personally known to me or who has produced _________ (type of identification) as identification.

_________________ (Signature) (Seal)

__________________________________ (Notary’s Name printed, typed or stamped) ________________ (Title or Rank) ________________ (Serial number, if any)

Jurat (FS 117.05[13][a])


Sworn to (or affirmed) and subscribed before me this _____ day of _________, 20____ (year), by

_________ (name of person making statement).

_________________ (Signature) (Seal)



Jurat for Signer by Mark (FS 117.05[14][c])


Sworn to and subscribed before me this _____ day of _________, 20____ (year), by _________

(name of person making statement), who signed with a mark in the presence of these witnesses: __________________ (names of two witnesses).

_________________ (Signature) (Seal)



Jurat for Signature Affixed on Behalf of Person Unable to Sign (FS 117.05[14][d])


Sworn to (or affirmed) before me this _____ day of _________, 20____ (year), by _________

(name of person making statement), and subscribed by _________ (name of Notary) at the direction of and in the presence of _________ (name of person making statement), and in the presence of these witnesses: __________________ (names of two witnesses).

_________________ (Signature) (Seal)



Jurat with Affidavit (RMN)


Before me this day personally appeared _________ (name of affiant), who, being duly sworn,

deposes and says: (FACTS SWORN TO OR AFFIRMED BY AFFIANT)

Sworn to (or affirmed) and subscribed before me this _____ day of _________, 20____, by

_________ (name of affiant).

_________________ (Signature) (Seal)

__________________________________

(Notary’s Name printed, typed or stamped)


Jurat with Deposition (RMN)


In my capacity as a Notary Public of the State of Florida, I certify that on the _____ day of

_________, 20____ (year), at _____ a.m./p.m., _________ (name of deponent) personally appeared before me and took an oath (or affirmation) for the purposes of giving testimony in the matter: ____________________________________

_________________ (Signature) (Seal)



Attested Copy Certificate (FS 117.05[12][b])

“This notarial certificate should be typed, stamped or written on the front or back of the photocopy or may be attached as a separate page” (RMN).


On this _____ day of _________, 20____ (year), I attest that the preceding or attached document

is a true, exact, complete, and unaltered photocopy made by me of _________ (description of document) presented to me by the document’s custodian, _________, and, to the best of my knowledge, that the photocopied document is neither a vital record nor a public record, certified copies of which are available from an official source other than a notary public.

_________________ (Signature) (Seal)

________________ (Name of Notary printed, typed or stamped)

Written Statement of Credible Witness

In circumstances when signers do not have valid identification, Notaries may identify signers through the “sworn written statement” of one personally known credible witness or of two credible witnesses who are identified through ID cards (FS 117.05[5][b]).

“When using these methods of identification, it is a good practice to have the witnesses also sign the document being notarized. Although not required, if the document has sufficient space, you may want to print or type the witness’s statement on the notarized document itself. If it is on a separate page, then you should keep it in your records, rather than attach it to the notarized document” (RMN).

The following credible witness affidavit forms are suggested by the state, not excluding the use of other forms with the same information: Affidavit for Two Credible Witnesses (RMN)

Under the penalties of perjury, I declare that the person appearing before _________ (name of Notary) is personally known to me as _________ (name of person whose signature is to be notarized) and is the person named in the document requiring notarization; that I believe it would be difficult or impossible for this person to obtain another form of acceptable identification; and that I do not have a financial interest in and am not a party to the underlying transaction.

_________ (Signature of Witness 1) _________ (Name of Witness 1) _________ (Date)

_________ (Signature of Witness 2) _________ (Name of Witness 2) _________ (Date)


Sworn to and subscribed before me this _____ day of _________, 20____ (year), by _________

(name of witness), who produced _________ (type of identification) as identification, and by _________ (name of witness) who produced _________ (type of identification) as identification.

_________________ (Signature) (Seal)


Affidavit for One Credible Witness (RMN)

Under the penalties of perjury, I declare that the person appearing before _________ (name of Notary) is personally known to me as _________ (name of person whose signature is to be notarized) and is the person named in the document requiring notarization.

_________ (Signature of Witness) _________ (Name of Witness) _________ (Date)


Sworn to and subscribed before me this ____ day of _________, 20____ (year), by _________ (name of witness), who is personally known to me.

_________________ (Signature) (Seal)


Affidavit for Document Translation (RMN)

The “Governor’s Reference Manual for Notaries” prescribes this form for notarizing the signature of a document translator, pointing out that “(c)ertifying a translation is not an authorized duty of a Florida notary public” and that a Notary may not notarize his or her own signature on such a translator’s affidavit:


Before me this day personally appeared _________ (name of translator), who being duly sworn,

deposes and says: I am fluent in both _________ (language 1) and _________ (language 2). I certify that I have

accurately translated the attached document, _________ (name or description of document), from _________ (language 1) into _________ (language 2).

_________ (Signature of Translator) _________ (Address of Translator)

Sworn to and subscribed before me this ____ day of _________, 20____, by _________ (name of

translator).

________________ (Signature) (Seal)

___________________________________ (Typed, printed or stamped name of Notary)


Affidavit and Notarial Certificate for Self-Proved Will (RMN)

For an explanation of the below affidavit and certificate, see “Notarization of Self-Proved Wills” above, under “Notary Powers.”

STATE OF FLORIDA COUNTY OF _______________

We, __________, __________, and __________, the testator and the witnesses, respectively,

whose names are signed to the attached or foregoing instrument, having been sworn, declared to the

undersigned officer that the testator, in the presence of witnesses, signed the instrument as his last will (codicil), that he (signed)(directed another to sign for him), and that each of the witnesses, in the presence of the testator and in the presence of each other, signed the will as a witness.

____________ Testator Signature ____________ Witness Signature ____________ Witness Signature

Subscribed and sworn to before me by __________, the testator who is personally known to me

or who has produced _______________ (type of identification) as identification, and by __________, a witness who is personally known to me or who has produced _________________ (type of identification), and by __________, a witness who is personally known to me or who has produced _______________ (type of identification) as identification, on __________, 20___.

____________Notary Signature (Notary Seal) ___________ Notary’s name printed, typed or stamped My commission expires: _______________

Certificate Form Attachments

“Preprinted notarial certificates designed to be attached to a document should be used only in rare circumstances ... If you do, be sure to state in the notarial certificate the exact document and signature to which the notarization applies” (RMN). ELECTRONIC NOTARIZATIONS Uniform Electronic Transaction Act

Florida has adopted the Uniform Electronic Transaction (sic) Act (UETA) (FS 668.50[1] through 668.50[20]), including the provision on notarization, thereby recognizing the legal validity of electronic signatures used by Notaries.

“If a law requires a signature or record to be notarized, acknowledged, verified, or made under oath, the requirement is satisfied if the electronic signature of the person authorized by applicable law to perform those acts, together with all other information required to be included by other applicable law, is attached to or logically associated with the signature or record. Neither a rubber stamp nor an impression type seal is required for an electronic notarization” (FS 668.50[11][a]).

Course of Instruction: Florida’s UETA enactment attached a provision requiring mandatory education of all first-time applicants for a Notary commission, including instruction on electronic notarization: “A first-time applicant for a notary commission must submit proof that the applicant has, within 1 year prior to the application, completed at least 3 hours of interactive or classroom instruction, including electronic notarization, and covering the duties of the notary public. Courses satisfying this section may be offered by any public or private sector person or entity registered with the Executive Office of the Governor and must include a core curriculum approved by that office” (FS 668.50[11][b]). Electronic Notary Signature Statute

Effective January 1, 2008, the Florida Legislature created FS 117.021 to authorize electronic notarization:

“1. Any document requiring notarization may be notarized electronically. The provisions of ss. 117.01, 117.03, 117.04, 117.05(1) - (11), and (14), 117.105, and 117.107 apply to all notarizations under this section.

“2. In performing an electronic notarial act, a notary public shall use an electronic signature that is: “a. Unique to the notary public; “b. Capable of independent verification; “c. Retained under the notary public’s sole control and “d. Attached to or logically associated with the electronic document in a manner that any subsequent

alteration to the electronic document displays evidence of the alteration. “3. When a signature is required to be accompanied by a notary public seal, the requirement is

satisfied when the electronic signature of the notary public contains all of the following seal information: “a. The full name of the notary public exactly as provided on the notary public’s application for

commission; “b. The words ‘Notary Public State of Florida’; “c. The date of expiration of the commission of the notary public; and “d. The notary public’s commission number. “4. Failure of a notary public to comply with any of the requirements of this section may constitute

grounds for suspension of the notary public’s commission by the Executive Office of the Governor. “5. The Department of State may adopt rules to ensure the security, reliability, and uniformity of

signatures and seals authorized in this section.” Administrative Rules

Effective January 26, 2010, rules were put in place in the Florida Administrative Code by the Department of State (FS 117.021[5]) that set basic definitions for electronic notarizations (1N-5.001) and dictate how a Notary’s electronic signature and seal information must be affixed on an electronic document (1N-5.002):

Definitions: “1. ‘Capable of independent verification’ means any interested person may reasonably determine the notary’s identity, the notary’s relevant authority and that the electronic signature is the act of the particular notary identified by the signature.

“2. ‘Electronic document’ means information that is created, generated, sent, communicated, received, or stored by electronic means.

“3. ‘Electronic notarization’ and ‘electronic notarial act’ means an official act authorized under Section 117.021(1), F.S., using electronic documents and electronic signatures.

“4. ‘Electronic Notary System’ means a set of applications, programs, hardware, software, or technology designed to enable a notary to perform electronic notarizations.

“5. ‘Electronic signature’ means an electronic sound, symbol, or process attached to or logically associated with an electronic document and executed or adopted by a person with the intent to sign the electronic document or record.

“6. ‘Attached to or logically associated with’ means the notary’s electronic signature is securely bound to the electronic document in such a manner as to make it impracticable to falsify or alter, without detection, either the signature or the document.

“7. ‘Unique to the notary public’ means the notary’s electronic signature is attributable solely to the notary public to the exclusion of all other persons.

“8. ‘Retained under the notary public’s sole control’ means accessible by and attributable solely to the notary to the exclusion of all other persons and entities, either through being in the direct physical custody of the notary or through being secured with one or more biometric, password, token, or other

authentication technologies in an electronic notarization system that meets the performance requirements of Sections 117.021(2) and (3), F.S.

“9. ‘Public key certificate’ means a computer-based record that: “a. Identifies the certification authority issuing it; “b. Names or identifies its subscriber; “c. Contains the subscriber’s public key; and “d. Is digitally signed by the certification authority issuing it” (FAC 1N-5.001).

Notary’s Electronic Signature: “1. In performing an electronic notarial act, a notary shall execute an

electronic signature in a manner that attributes such signature to the notary public identified on the official commission.

“2. A notary shall take reasonable steps to ensure the security, reliability and uniformity of electronic notarizations, including, but not limited to, the use of an authentication procedure such as a password, token, card or biometric to protect access to the notary’s electronic signature or the means for affixing the signature.

“3. The notary’s electronic signature and seal information may be affixed by means of a public key certificate.

“4. The notary’s electronic signature and seal information may be affixed by means of an electronic notary system.

“5. Any public key certificate or electronic notary system that is used to affix the Notary’s electronic signature and seal information shall be issued at the third or higher level of assurance as defined by the U. S. National Institute of Standards and Technology (NIST) Special Publication 800-63 (NIST 800-63), Electronic Authentication Guideline Version 1.0.2., available at NIST’s website www.csrc.nist.gov which is incorporated by reference and may be accessed at the following URL: http://nvlpubs.nist.gov/nistpubs/SpecialPublications/NIST.SP.800-63-2.pdf (FAC 1N-5.002). Uniform Real Property Electronic Recording Act

Florida has also enacted the Uniform Real Property Electronic Recording Act (URPERA) – FS 695.27 – but with a unique definition of “electronic signature”: “‘Electronic signature’ means an electronic sound, symbol, or process that is executed or adopted by a person with the intent to sign the document and is attached to or logically associated with a document such that, when recorded, it is assigned the same document number or a consecutive page number immediately following such document” (FS 695.27[2]).

Physical Seal Not Required: “A requirement that a document or a signature associated with a document be notarized, acknowledged, verified, witnessed, or made under oath is satisfied if the electronic signature of the person authorized to perform that act, and all other information required to be included, is attached to or logically associated with the document or signature. A physical or electronic image of a stamp, impression, or seal need not accompany an electronic signature” (FS 695.27[3]). Electronic Oaths

Chapter 2015-23 (Senate Bill 526) authorized certain law enforcement officers who are Notaries Public to administer oaths in the performance of their duties by reliable electronic means: “Law enforcement officers, correctional officers, and correctional probation officers, as defined in s. 943.10, and traffic accident investigation officers and traffic infraction enforcement officers, as described in s. 316.640, are authorized to administer oaths by reliable electronic means or in the physical presence of an affiant when engaged in the performance of official duties” (FS 117.10[2]).

“For purposes of this section, the term ‘reliable electronic means’ means the signing and transmission of a document through means compliant with criminal justice information system security measures. Such signing and transmission must be made by an affiant to an officer authorized to administer oaths under subsection (2) under circumstances that indicate that the document was submitted by the affiant” (FS 117.10[1]). NOTARY RECORDS

Florida’s Notaries Public are not required by law to keep a record of their official acts. The law does say, however, that “(a)ny person who unlawfully possesses a notary public official seal or any papers or copies relating to notarial acts is guilty of a misdemeanor of the second degree ...” (FS 117.05[9]). Journal Endorsed by Governor

The “Governor’s Reference Manual for Notaries” strongly endorses the policy of recording every notarial act in a journal:

“The best way to protect yourself is to document your notarial acts in a journal (record book or log) ... “Florida law does not require the use of a notary journal; however, ... the Governor’s Task Force on

Notaries Public in 1989 recommended the mandatory use of journals. Although the Legislature did not follow that recommendation, many notaries in Florida are beginning to voluntarily use a journal ...

“We recommend that your journal be bound (not loose-leaf) and have consecutively numbered pages, so that a page could not be removed without being detected.” Journal Entries

The “Governor’s Reference Manual for Notaries” specifies that the Notary’s journal should include the following information for each official act:

1. the date of the notarial act; 2. the type of notarial act: oath, acknowledgment, attested photocopy, marriage; 3. the title or a brief description of the document; 4. the principal’s printed name, exactly as he or she signed the document; 5. the principal’s address; 6. the principal’s signature; 7. the type of identification relied upon in identifying the principal, including the serial number,

expiration date, date of birth, etc.; 8. the fee charged for the notary service; and 9. any additional comments you consider important; for example, the principal is blind and you read

the document to him or her.

Record Journal Entry First: “When using a journal to record your notarizations, it is a good idea to complete the journal entry prior to the notarization to ensure that the party does not leave before the necessary information is recorded” (RMN).

Journal Fingerprints: “Florida law does not require, nor authorize, notaries to take fingerprints from persons whose signatures they notarize. Many notary journals or records books allow space for a thumbprint, but this feature is optional. If there is no objection from the signer, you may record a thumbprint in your journal. However, you should not refuse to provide notary services based solely on the person’s refusal to provide a fingerprint in your record book” (RMN).

Important Considerations The “Governor’s Reference Manual for Notaries” also points out important considerations for

Notaries in keeping, or deciding whether to keep, a journal of their official acts: (a) journals can be used to refresh the Notary’s memory about an event that occurred years earlier, and if kept consistently, may be relied upon for court testimony; (b) journals can prove the Notary’s compliance with the law; (c) for a journal to be reliable, the Notary must make sure that every notarial act and any special circumstances related to that act are entered; (d) a journal must not be shared with another notary; (e) the journal must be safeguarded; and (f) a completed journal must be kept for at least five years after the date of its last entry. AUTHENTICATION OF NOTARIAL ACTS Secretary of State

Authenticating certificates, including apostilles, are issued only by the office of Florida’s Secretary of State (FS 15.16 and 118.12) and the fees are the same for both. “A notary public is not required to record his or her notary public commission in an office of a clerk of the circuit court. If certification of the notary public’s commission is required, it must be obtained from the Secretary of State” (FS 117.103).

Fees: $10 per notarized document for a certificate of notarial authority or an apostille. Apostille certification of a certified copy of a document obtained from a clerk of the circuit court (such as a marriage license or divorce document) costs $20 per document (Dept. of State website, “Procedure for Notarial or Apostille Certification” accessible by clicking the “Procedure for Document Authentication” link). Checks or money orders payable to the “Department of State” are the only acceptable forms of payment. “Certified copies of original birth/death/marriage records obtained from the Bureau of Vital Statistics in Jacksonville, Florida that are signed by the State Registrar…are $10 per document. Please note that records obtained from local health department are not acceptable” (Dept. of State website, “Procedure for Notarial or Apostille Certification” accessible by clicking the “Procedure for Document Authentication” link).

Address: Department of State Division of Corporations Apostille Certification P.O. Box 6800 Tallahassee, FL 32314-6800

Telephone: 1-850-245-6945

In Person or Courier Service: Department of State Division of Corporations Apostille Section 2661 Executive Center Circle (Clifton Bldg.) Tallahassee, FL 32301

Procedure: “Documents must be submitted with original signatures; a photocopy of an original cannot

be authenticated” (Dept. of State website, “Procedure for Notarial or Apostille Certification” accessible by clicking the “Procedure for Document Authentication” link). Mail or present in person the original

notarized document(s), along with the appropriate fee. If mailed, enclose a cover letter indicating the country of destination and, in case there are questions, a telephone number; one may also include an addressed, stamped return envelope. Allow five working days for processing. No expedited service is offered. Enclose a prepaid air bill if the document(s) will be returned by courier service. “The Florida Department of State cannot apostille or issue notarial certification for any document(s) that is/are issued by anyone other than a Florida notary or elected or appointed official. Federal documents must be processed by the United States Department of State” (Dept. of State website, “Procedure for Notarial or Apostille Certification” accessible by clicking the “Procedure for Document Authentication” link). COMMISSIONING AND ADMINISTRATION

Though Florida’s Notaries are appointed by the Governor (FS 117.01[1]), whose office provides instructional literature and information for appointees, it is the Secretary of State’s Notary Commissions and Certifications Section that performs the ministerial function of issuing commissions to the state’s Notaries and maintaining records on them (FS 117.01[2]). The Governor’s Notary Section was established in July 1992 after the Legislature appropriated funds to educate and assist the state’s Notaries Public. “The main function of the Notary Section – to educate and assist notaries – is accomplished in several ways: by publishing and distributing educational materials, particularly the notary laws and the ‘Governor’s Reference Manual for Notaries’; by answering telephone inquiries from notaries; by conducting notary seminars; and maintaining the online Notary Education Course. Although the Governor’s Notary Section is not authorized to offer legal advice to notaries, we do make every effort to help notaries understand their duties” (Governor’s website, “Introduction”).

The application for a Notary commission is maintained by the Department of State for the full term of a Notary’s commission. The application and the information it contains, except for the Social Security number, are a public record and may be disclosed to any person upon request. Applying for Commission

Qualifications: An applicant for a commission as a Florida Notary Public must: (a) be at least 18 years old, (b) be a legal resident of Florida and (c) if ever convicted of a felony, have had civil rights restored.

Course of Instruction: All first-time applicants for a Notary commission, within one year prior to application, must complete a three-hour interactive or classroom course on the duties of a Notary Public offered by the state or by a provider approved by the Executive Office of the Governor (FS 668.50[11][b]). The course must also cover electronic notarization. An online interactive course is offered by the state at http://notaries.dos.state.fl.us/education/index.html. Applicants taking the state’s online course must complete each of its eight sections, spending on average about 23 minutes per section to total 180 minutes, before printing out the completion certificate, which must be presented to the applicant’s bonding/processing company.

Application: Applications are normally submitted to the Department of State both electronically and in paper format by the state-approved company – the so-called “Notary Processor” – providing the applicant’s $7,500 Notary bond. “Most of these companies provide ‘one-stop shopping’ – they furnish an application, pay the state fees, write your notary bond, and supply your notary seal. You make one payment to the company…Please note that the State does not give out applications or provide notary seals” (Governor’s website, “How to Become a Notary”). The application form includes an “Oath of Office” and an “Affidavit of Character,” which must be signed by a person unrelated to the applicant who

has known the applicant for at least one year. For non-citizens of the United States, a recorded “Declaration of Domicile” (available at a county clerk’s office) must be included with the application. A signed certificate of completion for the required three-hour Notary course must also be submitted, along with a Notary surety bond signed by the applicant and by a licensed surety agent and bearing the seal of the surety company. The total state fees are $39, which includes a $25 application fee, a $10 commission fee and a $4 education surcharge. Completed forms DS-DE 77 and DS-DE 76 from the application packet must be returned to the Notary Commissions and Certifications Section, along with a $39 check or money order made payable to the “Department of State.”

“The application process for reappointment is exactly the same as for a first-time appointment…When applying for a renewal commission, treat it as a new application and do not refer…the Notary Commissions and Certifications Section to your previous application for information” (RMN).

Commission Mailed to Bonding Company: “The notary commission is printed by the Department of State and mailed to your bonding agency. Typically, the company will forward it to you, and your notary seal will follow within a few days. The entire process should be completed within 2-3 weeks, unless your application requires special handling” (Governor’s website, “How to Become a Notary”).

Non-Residents: Persons who do not reside in Florida may not become Notaries in the state.

Online Search: The Florida Department of State’s online “Notary Search” allows access to the Notary database by submitting a Notary’s last name, first name, commission serial number, zip code, or “Notary ID” at http://notaries.dos.state.fl.us/not001.html. Included in the data provided for a given Notary are the commission starting and expiration dates, bonding agency and mailing address.

“Daily activity journals reporting updates to the Notaries Public database are available ... and may be downloaded as ASCII comma-delimited text files” (Dept. of State website, “Notary Public Access System” accessible by clicking the “Daily Transaction Journals” link). Changes of Status

Address Change: “A notary public shall notify, in writing, the Department of State of any change in his business address, home telephone number, business telephone number, home address, or criminal record within 60 days after such change” (FS 117.01[2]). A Notary “who does not maintain legal residence in this state during the entire term of appointment” must resign his or her commission in a signed letter to the Governor (FS 117.01[5][b]).

Name Change: “Any notary public who lawfully changes his name shall, within 60 days after such change, forthwith request an amended commission from the Secretary of State ... (who) shall issue an amended commission to the notary public in the new name. A rider to the notary public’s bond must accompany the notice of change form. After submitting the required notice of change form and rider to the Secretary of State, the notary public may continue to perform notarial acts in his former name for 60 days or until receipt of the amended commission, whichever date is earlier” (FS 117.05[9]).

“Any notary public who lawfully changes his name during the term of the commission must request an amended commission from one of the bonding agencies that has been approved by submitting

“1. a completed notice of name change form (DS-DE 77A) “2. current commission “3. rider to current notary public bond “4. $25 check or money order (payable to Department of State)

“A notice of name change form must be sent to the Division via electronic transfer” (Dept. of State website, “Notary Commissions and Certifications/Apostilles” accessible by clicking the “About the Notary Commissions and Certifications Section” link).

Resignation: A resignation of a Notary Public commission must be submitted to the Florida Governor’s Notary Section. COUNTY CLERKS

In Florida, Notaries do not file oaths, bonds and seal/signature samples at the county level, and, thus, county officials do not normally issue authenticating certificates for Notaries nor keep records on Notaries. OTHER NOTARIAL OFFICERS

Besides Notaries, the following officers may take acknowledgments and proofs within the state and the seal of the court or officer must be used (FS 695.03):

1. A judge, clerk or deputy clerk of any court; 2. A U.S. commissioner or magistrate.

Law Enforcement, Correctional Officers Law enforcement officers, correctional officers, correctional probation officers, traffic-accident

investigation officers, and traffic infraction enforcement officers, as defined in FS 943.10 and 316.640, have power to administer oaths in the performance of their official duties (FS 117.10). They may not notarize their own signatures.

Effective July 1, 2015, the above-named officers may administer such oaths either in the physical presence of the affiant or “by reliable electronic means,” which is defined as “the signing and transmission of a document through means compliant with criminal justice information system security measures. Such signing and transmission must be made by an affiant to an officer authorized to administer oaths under subsection (2) under circumstances that indicate that the document was submitted by the affiant” (FS 117.10[1]). Florida Civil-Law Notaries

The Florida Secretary of State may appoint attorneys in good standing who have practiced law in the state for at least five years as “Florida civil-law Notaries” with worldwide jurisdiction. This program is of greatest benefit to Florida attorneys who practice international law and have a need to authenticate acts or attest to the validity of documents. Equivalent to the notarial officers of Latin nations (Notarios, Notaries, etc.), Florida civil-law Notaries are authorized to issue “authentic acts” and must maintain a “protocol,” or registry of their acts. Civil-law Notaries may also exercise the powers of regular Florida Notaries, including the power to perform marriages. (See FS 118.10 and 118.12; and Florida Admin. Code 1C-18.001.) The Florida Secretary of State’s office issues authenticating certificates, including apostilles, for the acts of civil-law Notaries.

“(T)here is a required exam that is preceded by an optional two day training held (at) various locations throughout the state. The location of the training and exam site is determined by the location of the majority of the pool of applicants” (Dept. of State website, “Civil Law Notary”).

The same legislative act (Chapter 97-241, Laws of 1997) that created the office of Florida civil-law Notary to interact with Latin Notaries also repealed the statutes authorizing the Florida Governor to appoint general commissioners of deeds to notarize in jurisdictions outside the state of Florida.

Application: The application to become a Florida civil-law Notary must be completed online at

http://notaries.dos.state.fl.us/civil.html, printed out and signed. It must be accompanied by a “Certificate of Good Standing” obtained from the clerk of the Florida Supreme Court at 500 S. Duval St., Tallahassee, FL 32399-1927; send the clerk $1.00 for the Certificate and an addressed, stamped envelope. The complete application packet should be mailed, along with a $50.00 check payable to the “Florida Department of State” to: Florida Department of State, Division of Corporations, Attention: Mel Solomon, P.O. Box 6327, Tallahassee, FL 32314. Timeshare Commissioners of Deeds

The Florida Governor may appoint “timeshare commissioners of deeds,” with four-year terms, to notarize documents abroad related to purchase of timeshare property in a foreign country (FS 721.97). QUICK FACTS Notary Jurisdiction

Statewide (FS 117.01[1]). Notary Term Length

Four years (FS 117.01[1]), expiring at midnight on the commission expiration date. “Any notary public who knowingly acts as a notary public after his or her commission has expired is

guilty of a misdemeanor of the second degree ...” (FS 117.05[8]). Notary Bond

$7,500, “approved and filed with the Department of State and executed by a surety company for hire duly authorized to transact business in this state” (FS 117.01[7][a]).

Employer Liability: “The employer of a notary public shall be liable to the persons involved for all damages proximately caused by the notary’s official misconduct, if the notary public was acting in the scope of his or her employment at the time of notary engaged in the official misconduct” (FS 117.05[6]).

© 2017 National Notary Association