Notary, A Notary Public In And For Said State, Personally Appeared Form
Use a Notary, A Notary Public In And For Said State, Personally Appeared template to make your document workflow more streamlined.
What this notary form does
This form is a notarial certificate used to document what a notary public did for a signer. It identifies the state and county, records the date, names the person who appeared, states whether the signer acknowledged an act or swore to a statement, and provides the notary’s signature, commission details, seal, and expiration information. The signer must satisfy the applicable state identity and appearance rules. signNow can prepare, route, sign, and preserve the record, but it cannot independently confer notarial authority or replace a required in-person or compliant remote notarization session.
Who uses this notary certificate
Individual signers
Individuals use the certificate when a deed, power of attorney, affidavit, acknowledgment, or other instrument requires a notary’s official act. The signer completes the underlying document, appears before the commissioned notary, verifies identity, and confirms the required statement or acknowledgment.
Organizations
Businesses, legal practices, real-estate teams, healthcare organizations, and government offices use the form to document execution of instruments requiring notarization. They can route the underlying record through signNow, then retain the completed certificate and audit evidence under applicable policy.
Legal standing and permitted use
A properly completed notarial certificate records the signer’s appearance, identity verification, acknowledgment or oath, and the notary’s official act, supporting admissibility under applicable state law. ESIGN and UETA generally recognize electronic records, but they exclude wills, codicils, testamentary trusts, court orders, and family-law decrees; state law controls notarization details.
How this form workflow works
The signNow workflow prepares the record for execution; the commissioned notary still performs every required official act under applicable state law.
Upload: Upload the specific notary certificate or related instrument. Review fields: signNow detects fillable areas for review and completion. Assign roles: Add the signer, notary, date, and acknowledgment roles. Sign and track: Route the record and capture the signing history.
Complete this notary form in signNow
Use this sequence to prepare the appearance section, collect signatures, and preserve evidence without treating e-signing as a substitute for notarization.
Upload the form:
Upload the completed notary form PDF to signNow. Check form fields:
Review detected fields and add missing signer fields. Assign signers:
Assign signer roles and place signature fields. Send for signing:
Send the form only after confirming state requirements. Archive records:
Download the signed record and audit trail.
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Features for completing this form
signNow organizes the notary form workflow while leaving identity verification, personal appearance, and state-specific notarization duties with the commissioned notary.
Field placement
Upload the notary certificate or related instrument, then place signer, date, initials, and acknowledgment fields without recreating the document.
Signer routing
Route the form to the signer while preserving role order, required fields, and the distinction between signing and notarization.
Audit trail
Capture timestamps, signer actions, and document history in an audit trail that can accompany the completed form.
Flexible delivery
Use email delivery, signing links, or mobile access when the underlying state procedure permits electronic document handling.
Record storage
Store the completed record with its certificate of completion and supporting audit evidence for later review.
Security controls
Apply signNow security controls, including encryption and available authentication options, while following the notary commission’s independent duties.
Platform requirements for this form
Complete the Notary, A Notary Public In And For Said State, Personally Appeared Form using Chrome, Edge, or Safari on supported Windows, macOS, Android, or iOS devices.
Desktop browsers Chrome and Edge on Windows 10 or later Apple desktop Safari on macOS 12 or later Android access Chrome on Android 10 or later
For regulated workflows, use managed Windows or macOS devices, configure SSO and API access through the selected signNow plan, and confirm state-specific notarization requirements separately. Browser access supports document preparation and signing, but it does not replace a required in-person appearance, notary journal entry, identity check, or state-compliant remote notarization session.
Recommended setup for this form
Use a controlled electronic workflow for the record while applying the notary commission’s independent identity, appearance, seal, and journal requirements.
| Setting | Recommendation |
|---|---|
| Authentication method | Email verification with SMS OTP |
| Signature type | Typed or drawn electronic signature |
| Audit trail | Enabled with completion certificate |
| Document retention | Six years for PHI records under 45 CFR 164.530(j) |
| Encryption | TLS in transit and AES-256 at rest |
Authentication and certificate controls
Signer authentication:
Two-factor authentication:
Identity verification:
TLS encryption:
AES-256 encryption:
ISO 27001:
Best practices for this form
Accurate certificate wording, clear roles, preserved evidence, and state-specific review reduce rejection risk when this notary form accompanies a legal or business instrument.
Confirm state-approved certificate wording
Keep notarization duties distinct
Export the complete evidence package
Match retention to the record
What the audit trail records
The audit trail supplements the notary certificate by documenting electronic events associated with preparing, signing, and completing the record.
Authenticate signer:
Capture timestamps:
Hash document:
Seal record:
Log actions:
Export evidence:
Business types using this form
The form is most useful wherever a signed instrument needs a documented notarial act, controlled routing, and retrievable execution evidence.
Real-estate practices use this certificate with deeds, powers of attorney, and closing instruments, coordinating signer routing with a commissioned notary while preserving the completed acknowledgment and audit evidence. Legal-service teams attach the certificate to affidavits, agreements, and authorizations, using role-based order and controlled access when several parties must review the same record. Healthcare and financial-services organizations use notarized records where state or institutional policy requires them, pairing signNow’s electronic history with stricter identity, privacy, and retention controls.
These tasks are executed by both individual contributors and centralized administrators depending on organizational policy and required controls.
Privacy and disclosure pitfalls
Personal identifiers, addresses, and document details may remain visible in the completed certificate or underlying instrument unless access and redaction rules are defined. An electronic consent record does not prove personal appearance, identity verification, or the notary’s commission; those facts require the applicable state procedure. Sending a certificate to the wrong signer can expose sensitive information and undermine attribution, so role-based access and recipient verification matter. A signed PDF without its audit trail, notary seal, or certificate details may be difficult to evaluate when acceptance depends on complete execution evidence.
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Questions about completing this form
These answers distinguish signNow’s electronic workflow from the independent legal duties that apply to a commissioned notary and the underlying document.
signNow can place and route electronic signature fields, but a completed e-signature does not itself establish personal appearance or notarization. Confirm whether the state permits the selected remote or in-person procedure, then have the commissioned notary complete identity verification and the official act.
The Business plan includes legally binding eSignatures, templates, and audit trails at $8 per user per month when billed annually. Its audit trail documents electronic activity, while the notary must separately satisfy state requirements for appearance, identity, journal, seal, and certificate wording.
For records containing protected health information, signNow identifies HIPAA compliance as requiring a business associate agreement. The organization must execute the BAA, restrict access, and apply its own HIPAA policies; the notary certificate remains subject to applicable state law.
If a signer cannot access the emailed form, verify the recipient address, resend the invitation, or use a controlled signing link. Do not forward a link indiscriminately when the certificate contains identity details, venue information, or sensitive underlying document content.
The Business Premium plan adds bulk send and kiosk mode, while Enterprise adds advanced signer authentication. Choose a plan based on the workflow, but do not describe plan authentication as a substitute for the notary’s legally required identity procedure.
ESIGN and UETA generally support electronic records and signatures when intent, consent, attribution, and record reproduction are established. They exclude wills, codicils, testamentary trusts, court orders, and specified family-law documents, so state law and document type must be checked first.
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