Notary Handbook - the Montana Secretary of State Website

TABLE OF CONTENTS
CHAPTER 1 – General Information
Overview ...................................................................................................................................................................... 1
Qualifications ................................................................................................................................................................ 2
Term of Office .............................................................................................................................................................. 2
Jurisdiction .................................................................................................................................................................... 2
The Notary’s Function ................................................................................................................................................... 3
The Notary’s Responsibility ........................................................................................................................................... 3
Integrity and Impartiality .............................................................................................................................................. 3
Notary Liability ............................................................................................................................................................. 3
Frequently Asked Questions and Quiz .......................................................................................................................... 4
CHAPTER 2 – Before You Start Notarizing
Notary Terms and Definitions ....................................................................................................................................... 5
Legal Ways to Identify a Person for Notarial Purposes ................................................................................................. 7
Determining Intent and Comprehension ...................................................................................................................... 8
Notary Seal/Stamp ........................................................................................................................................................ 9
Notary Journal ............................................................................................................................................................. 10
Sample Journal Entries.................................................................................................................................. 11
Types of Notarial Acts ................................................................................................................................................. 13
Frequently Asked Questions and Quiz ........................................................................................................................ 15
CHAPTER 3 – The Process
Instructions For Becoming a Notary Public ................................................................................................................. 17
Application for Appointment ........................................................................................................................ 18
Instructions For Renewing Your Commission ............................................................................................................. 19
Application for Reappointment .................................................................................................................... 20
Instructions for Changing Information During Your Term of Office ............................................................................ 21
Instructions For Requesting a Replacement Certificate .............................................................................................. 21
Instructions For Resigning a Commission ................................................................................................................... 21
Contact Information Update Form ............................................................................................................... 22
Replacement Certificate Request Form ........................................................................................................ 23
Frequently Asked Questions and Quiz ........................................................................................................................ 24
CHAPTER 4 – The Stuff In the Middle of the Book
Montana-Certified Training Providers ........................................................................................................................ 25
Notary Associations .................................................................................................................................................... 25
Notary of the Year Program ........................................................................................................................................ 26
CHAPTER 5 – Montana Notary Laws
Montana Code Annotated .......................................................................................................................................... 27
Review of Recent Changes to Montana Notary Laws ................................................................................................. 32
CHAPTER 6 – The Stuff You Really Want To Know - Proper Notarial Blocks
Completing Proper Notarial Blocks ............................................................................................................................. 33
For an Acknowledgement ............................................................................................................................ 34
For a Signature .............................................................................................................................................. 36
For a Jurat ..................................................................................................................................................... 38
For Documents Signed in a Representative Capacity ................................................................................... 40
For Documents Without a Preprinted Notarial Block ................................................................................... 40
For Certifying Copies of Documents ............................................................................................................. 41
For Montana Motor Vehicle Titles ................................................................................................................ 42
State Certification of Documents to Be Sent to a Foreign Country - Apostilles and Authentications ........................ 45
Request Form for State Certifications .......................................................................................................... 46
Frequently Asked Questions and Quiz ........................................................................................................................ 47