From Janice K. Brewer Secretary of State

January 2005

A NOTE FROM SECRETARY OF STATE JAN BREWER

Congratulations on your decision to be a Notary Public. Notaries Public provide essential services for a variety of business transactions. In your role as a public servant, your dedication to your oath of office and your representation of the State of Arizona are vital and I commend you for this very important position that you hold. Again, a sincere thank you for your efforts and endeavors. Secretary of State, Jan Brewer

DID YOU KNOW that the Secretary of State's Office offers free notary workshops?
The Secretary of State offers free workshops where notaries, and potential notaries, can attend and receive a certificate of attendance. Statutes, policies and procedures that govern notaries are covered. Further, we address the most common mistakes notaries make and how notaries can best protect themselves from formal complaints are discussed. Considerable time for Q&A is allowed.
You can register for a free, four hour workshop on our website at www.azsos.gov .

DID YOU KNOW that there are important new statutes that took effect on August 25, 2004 that affect notaries public?
Signed into law on April 7, 2004, House Bill 2253 changes the way Arizona notaries operate, including:

Amending the definition of “satisfactory evidence of identity” to accept only identification issued by the United States Government or a State or Tribal government with the individual's photograph, signature and physical description. The individual's physical description contained in the form of identification shall be written and shall include at a minimum a description of the individual's height, weight, color of hair and color of eyes.

A mandate that every Notary keep a “reference manual” approved by the Secretary of State describing the duties, authority, and ethical responsibilities of the Notary Public.

A prohibition against notarizing a document that lacks a notarial certificate. “Notarial Certificate” means the part of or attachment to a notarized document for completion by the notary that bears the notary's signature and seal and states the facts that are attested by the Notary in a particular notarization.

A requirement that notaries respond to any requests for information and comply with any investigations that are initiated by the Secretary of State or the Attorney General.

Authority for the Secretary of State to suspend a Notary's commission for 30 to 180 days. If a person has a notary commission in this state revoked, the Secretary of State may refuse to appoint the person as a Notary Public for four years from the date of revocation.

A provision making the Notary's failure to notify the state of a name or address change, or of a lost or stolen journal or seal, punishable as “failure to fully and faithfully discharge the duties of Notary Public”. Also, the Secretary of State may impose a civil penalty of $25 against the notary and the notary shall pay any civil penalty imposed by the Secretary of State pursuant to this subsection prior to the renewal of the Notary's commission.

The Secretary of State's office will mail a Notary Public Reference Manual at no charge to any individual that requests one. Once a notary has an approved Reference Manual from the Secretary of State's office they have satisfied the statute.

You can request a reference manual online at www.azsos.gov or you can call our Customer Service number at 602-542-4758. We have a staff of notary employees that are available to assist you.

PLEASE WATCH FOR FUTURE UPDATES and feel free to contact us with your suggestions.

Thank you from your Secretary of State Notary Staff