Types of Documents that are “typically” notarized in California

Corporate Offices

Businesses of all levels and sizes need the services of notaries public for a wide variety of documents. Here are some examples of documents a notary public could be asked to notarize for a corporation, and some tips for handling the appointments.

 – Articles of Incorporation: When a business is just starting, notaries can be asked to notarize the Articles of Incorporation, which can include the names of the initial directors of the corporation. These members could all be present at the same meeting, or the documents may be signed over several appointments. It’s always a good idea to ask the contact for details on how many signers will be present and make sure they all have their valid photo ID with them.

– Security Agreement: In order to secure a loan from a financial institution or other monetary backer, a Security Agreement is often used where the corporate officers sign off to indicate that certain corporate-owned collateral will be used to secure the lender’s investment.

– Contracts: From time to time, business firms may need to make a contract with a vendor or subcontractor more official and legally binding by having the document notarized. Usually, only the recipient needs their signature(s) notarized at a separate location or job site.

– Transfer Forms: When a business owns particular equipment or supplies that are sold or transferred to another business, a Transfer Form between the parties could be signed and notarized. This process can again involve multiple locations and signers.

Legal Firms

All fields of legal practice will need documents and/or testimony notarized by clients they represent, as well as by claimants or deponents. Most law firms have paralegals who are also commissioned notaries public.                                                      

– Powers of Attorney: Granting the authority to act as a person’s representative for financial and medical decisions. The signer granting the authority is also required to leave their right thumbprint in the notary’s journal. A copy of this official document is the only copy that a California notary public can certify.

– Retainer: This document is used to secure the expertise and support of an attorney for legal representation. Sometimes an upfront payment is required, and clients will have their signature notarized to ensure legal enforceability. 

– Trust Documents: These packages usually have several components and can be quite lengthy depending on the complexity of the trust itself and the number of people and/or properties involved. Typically, a trust will include several documents that require notarization, such as a trust agreement to establish the trust, grant deeds for properties to be transferred into the trust, powers of attorney for trustees, and advance health care directives. Appointments for these signings do require extra time, so be sure to ask the signers or the law office up front to ensure you have plenty of supplies on hand.

Personal & Property related.

This is where notaries really get tested. The general public needs notarized documents for such a wide variety of reasons. And many customers come to the notary public expecting expertise, which may or may not be the case. Here are just a few examples:    

– Adoptions: In California, the Adoptions Information Act Statement, as well as other consent forms and waivers, may require notarization.

– Bill of Sale: In order to deter fraud, private sellers of items such as cars or other high-value items may require a notary to check the identification of the buyer and notarize their signature.

– Out-of-state & Foreign documents: California’s diverse population may occasionally need paperwork from their home country or state notarized, and notaries should take extra care to make sure the notarial certificate they use complies with state regulations. Documents written in a foreign language are OK to notarize as long as the notary public and signer can communicate directly in a common language. 

-Real Estate transactions: As mentioned in previous blogs, real estate or loan signings have up to 10 notarizations per signer with documents such as Name/AKA Affidavit, Deed of Trust, Trust Certification, Corrective Deed, Affidavit of No Mortgage, Occupancy/Owners Affidavit, Marital Status Affidavit, and Disbursement Proceeds Instructions.  Allow at least 45 minutes to an hour to complete these signing appointments. 

– Vital Records requests: When a certified copy of a birth, death, or marriage certificate is needed, the requester needs to complete the form issued by the county where the event took place. Often, the application form will require the requester’s signature to be notarized.