Notarial Certificates and Records
The certificate
Every notarial act must be evidenced by a certificate that contains the required elements: a title naming the act, the date, the signer's name, the notary's name, the commission expiration, the venue (state and, where used, county), and the notary's signature and stamp. The certificate is the notary's official statement that the act occurred-so the wording must match the act performed.
The journal
Alaska requires notaries to maintain a journal of notarial acts (record book), listing each act with the date, the signer's name and address, the type of act, and the identification used. The journal is confidential; it may be inspected by authorized persons but is not a public document. Keep it for the period required by state law.
Completing certificates correctly
- Use the correct certificate form for the act (acknowledgment vs. jurat).
- The notary's commission expiration date must be accurate and current.
- The stamp must be legible and contain the prescribed elements.
- Never backdate or pre-date a certificate.
Traps to watch
- Leaving the venue or expiration date blank.
- Using an acknowledgment form for a sworn statement.
- Treating the journal as public or failing to record an act.
- Signing a certificate before the act actually occurs.
Rule of thumb
A complete certificate answers: who (signer), what (act), when (date), where (venue), and by whom (notary + expiration + stamp).
Worked example
You notarize an acknowledgment but omit the expiration date and stamp. The certificate is defective; correct it before the document leaves your hands.