IF
YOU'RE THE APPLICANT
The most common reason for application rejection is
that the name has been filled in incorrectly.
You must put your last name, first name, and middle initial or name if used.
Be careful here, because even if you don't use a middle initial or middle
name, you must have something in the box. The name in the printed box must
match your signature, it must match the name on your bond, it must match
the name on your notary stamp, and it must match the signature that you provide
on all of your notarizations. Key point here: the notarization on the application
is a jurat and therefore there can be no blanks anywhere on the document.
You must put your county of residence. Note: it says COUNTY
not COUNT R Y. Many people put United States in the box
that calls for the county.
Social Security numbers are required. No longer will partial
social security numbers be accepted. This is important for identification
purposes. All application information is protected and is only available
to the notary themselves, the notary's representative or a government officer
acting in an official capacity. Because public officials (notaries) are commissioned
by the Secretary of State, it is imperative that the Secretary of State has
the information to identify notaries appropriately.
Mailing and residential addresses are required. It is important
to note that if your addresses have changed since your last commission and
you did not report address changes to the Secretary of State, you will be
charged a $25 civil penalty. You can obtain a change of address form on our
website at www.azsos.gov.
Business information MUST be filled in . Because the business
information is the only information that is public record this information
must be available to the public. If you are retired or work for yourself
put “self” as the employer and be sure to provide addresses. Reminder: the
address you put as business address will be public record. If you choose,
you can use a P.O. Box.
There are six questions to be answered yes or no. Please read these carefully
and mark the appropriate box. You'd be surprised at how many people don't
read these and just mark all of the boxes as “no”.
The last bit of information required is your signature. Again, because this
is a jurat, your signature must be witnessed by the notary and the notary
is required to put you under oath. The notary would then fill out the venue
information, affix their seal and sign your document.
It is not necessary to give the Secretary of State's office a copy of your
bond, but it is a courtesy and does assist in facilitating your notary commission.
Last, please don't forget to enclose your $25 check made payable to the
Secretary of State.
Important for applicants and notaries alike: Correction fluid is
never acceptable on a notarized document
If we deny your notary application and you are not sure why, or have questions,
remember that we have notary personnel available at 602-542-4758.
IF
YOU'RE THE NOTARY
If you are currently a commissioned notary and a notary applicant comes
to you for a notarization on their notary application:
First, check the printed name on the application. If the
printed name does not match the signature, including middle names or initials,
you must decline to notarize the document.
IMPORTANT, there can be no blank spaces on the application. You
can have the signer either fill in N/A or NONE, or you must deny the notarization.
Make sure the business information is filled in. The business
information cannot have N/A or NONE. Business information is required so
you should advise the applicant to fully fill this information in.
Make sure the applicant has filled in the boxes requiring yes or
no information.
Now you can move on to performing the notarization.
Steps for a proper jurat:
The most important step to all notarizations is to identify the
signer through acceptable methods. (ID Card, Personal Knowledge
or Credible Persons)
After proper identification has been determined, review the document for
blank spaces.
Put the signer under oath to swear or affirm to the truthfulness of the
information on the document.
Witness the signer sign the document.
Print the venue information on the application.
Affix your notary seal.
Sign the document.
If even one step is missing the notary application would be an incomplete
notarization.
Please remember that it takes six to eight weeks to process a notary
application if there is no problem with the application. Mistakes will
delay your application, and if it takes too long to process the application,
a rider for your bond may be required.
If you have suggestions for a topic for our Notary Notes please forward
them to Secretary of State, 1700 W. Washington, 7t floor, Phoenix, AZ 85007.
Attn: Notary Staff. We value your opinion and are working hard supply you
with the information required to make you an informed notary.
Notary Public Reference Manuals are not only available to you, they are
required for all notaries public to keep in their possession. Please call
602-542-4758 to have one sent to you at no charge.
Thank you,
Your Arizona Notary Public Staff
