This Record Was Signed And Sworn To Or Affirmed Before Me On Date By Form
Use a This Record Was Signed And Sworn To or Affirmed Before Me On date By template to make your document workflow more streamlined.
What this sworn record means
This record documents that a person signed, swore to, or affirmed a statement before an authorized notary on a stated date. It usually identifies the venue, signer, notarial act, and notary credentials, although wording varies by state and document type. The certificate supports the underlying affidavit, deed, power of attorney, or other record; it does not itself prove every fact in that document. A notary’s required personal appearance, electronic appearance, or remote online notarization depends on applicable state law.
Who uses this sworn-record form
A notary public uses this record to document that a signer appeared, acknowledged the document, and completed the sworn or affirmed statement before the notary. The notary records the signing date and identity details while preserving a clear record for the signer’s transaction file. Legal and real-estate professionals use this form when a transaction requires an acknowledgment or sworn statement. They coordinate the signer, notary, document date, and supporting records, then retain the completed form with the underlying deed, affidavit, power of attorney, or business filing.
Who uses this record and when
Notaries public
A notary public completes the acknowledgment details after confirming the signer’s appearance and identity. The form may accompany an affidavit, deed, power of attorney, or other record requiring notarization. State law determines whether a personal appearance, electronic notarization, or remote online notarization is permitted.
Document parties
Attorneys, title professionals, and individuals use the completed record as evidence that a signing or sworn statement occurred before an authorized notary. The underlying document remains controlling, and the acknowledgment does not replace separate filing, witness, recording, or agency requirements.
How the sworn record works
This record connects the signer, document, notarial act, and date in a traceable sequence. State law controls the required wording and appearance method.
Name document: Identify the document Verify signer: Confirm signer identity Record appearance: Complete acknowledgment Preserve record: Attach and retain
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Complete this record in signNow
Use signNow to prepare the record, route the required fields, and preserve evidence of the signing workflow. Confirm notarization rules separately.
Upload record:
Upload the completed record to signNow. Check fields:
Review detected fields and add date or signature fields. Send request:
Send the record to the signer or notary. Store evidence:
Complete the permitted signing and save the audit trail.
Recommended setup for this record
Use a controlled workflow that separates identity verification, the notarial act, electronic signing, and retention of the completed record.
| Setting | Recommendation |
|---|---|
| Authentication method | Government ID and state-approved identity review |
| Signature type | Typed or drawn signature where legally permitted |
| Audit trail | Retain signer, timestamp, and action history |
| Document retention | Follow the underlying record’s governing period |
| Encryption | TLS 1.2/1.3 in transit and AES-256 at rest |
Security for sworn records
Data in transit:
Data at rest:
Independent controls:
Security management:
U.S. e-signature laws:
Protected health information:
State-specific notarization risks
Missing appearance
Wrong notary wording
Incomplete certificate
Unauthorized remote method
Privacy and disclosure pitfalls
Personal information can remain visible in the completed certificate, so limit access to authorized transaction participants and retention administrators. A signer’s electronic consent may not satisfy a state’s appearance requirement when the record requires an in-person notarization. Sending the certificate without confirming the signer’s identity can weaken the evidence supporting the acknowledgment or sworn statement. Using an outdated certificate can omit required venue, date, commission, or notary wording and delay acceptance by a recorder or agency.
Best practices for recordkeeping
Accurate certificate wording, controlled access, and retention tied to the underlying document help preserve the record’s evidentiary value.
Confirm state-required certificate wording
Preserve the underlying document
Apply the correct retention rule
Export and verify evidence
Legal standing of this record
A completed electronic record may support admissibility when intent, consent, attribution, and reliable retention are established under ESIGN and applicable state law, including UETA or New York ESRA. Those laws do not override exclusions for wills, codicils, testamentary trusts, court orders, and certain family-law documents.
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Troubleshooting this sworn record
These answers separate the electronic signing workflow from the state-specific notarial act and the retention duties attached to the underlying document.
If the form requires the signer to appear physically before a notary, an online signature alone does not complete the notarial act. Check the applicable state notary law or commission guidance. Remote online notarization may be available in many states, but requirements include identity proofing, real-time audio-video interaction, and a retained recording.
A typed or drawn signature can evidence intent under ESIGN and UETA, but the notarial certificate has separate legal requirements. Confirm the signer’s identity, appearance method, venue, date, and notary wording. signNow can preserve the signing history, but it does not determine whether a state accepts the chosen notarization method.
The Business plan is listed at $8/user/month when billed annually and includes legally binding eSignatures and audit trails. The plan does not by itself establish that a particular sworn record may be notarized remotely. Check state law and select stronger authentication controls when the transaction requires them.
If a signer cannot open the document, verify the invitation address, resend the request, and check whether the recipient’s network blocks the email. A signing link can provide another delivery route. Preserve the final signed copy and audit trail after completion rather than relying only on the invitation email.
For a consumer-facing electronic record, ESIGN may require disclosure of the right to receive paper, evidence that the consumer can access the electronic format, and a withdrawal procedure under 15 U.S.C. §7001(c). Review that requirement before sending a consumer-facing sworn record electronically.
If the completed record contains protected health information, signNow identifies HIPAA compliance as requiring a business associate agreement. Use the appropriate agreement and access controls, then retain the record according to the applicable HIPAA policy; 45 CFR §164.530(j) requires six years for specified documentation.
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