There is a new January 2012 newsletter from the California Secretary of State:
http://www.sos.ca.gov/business/notary/forms/notary-newsletter-2012.pdf.
The newsletter details changes to the law, and I urge all California Notaries to read it. It also contains helpful reminders to file any changes to your name or address, and even provides links to forms that can be filled in online (but must still be printed and mailed in via certified mail). The newsletter also reminds us to keep accurate journals and clarifies good notarial practices.
I love when the SOS issues communications to us. I just wish they maintained an email database and sent email notification on the rare occasion when a newsletter is released.
Showing posts with label Notary journal. Show all posts
Showing posts with label Notary journal. Show all posts
Friday, January 27, 2012
Monday, April 12, 2010
Are you a Notary who uses ditto marks in your journal?
Most, if not all, Notaries I know use ditto marks in their journals to carry down duplicative information; i.e. if you have several signings at the same location, just put ditto marks under the first entry for each additional line, right? Same for signatures. Just draw a diagonal line from the top entry line to the bottom, and have the client sign once. Sounds reasonable and saves a lot of time.
But what happens if someone orders a copy of a specific line item? How do they fill in the blanks where the ditto marks appear?
They can't.
I recently spoke with a representative of the National Notary Association (http://www.nationalnotary.org) Hot Line. It turns out that the time-honored practice of using ditto marks is out, by order of the Secretary of State. I called and verified this, although the policy change doesn't seem to be in writing (?). The SOS agent was very clear: the Notary must record all required information on each line, along with a separate signature. No more cutting corners time-wise.
I'm glad that this subject came up in my conversation with the Hot Line, but it is not mentioned on the NNA web site under California news. It would be nice to have a "heads up" regarding policy changes when they become aware of them. My esp is not that fine-tuned.
But what happens if someone orders a copy of a specific line item? How do they fill in the blanks where the ditto marks appear?
They can't.
I recently spoke with a representative of the National Notary Association (http://www.nationalnotary.org) Hot Line. It turns out that the time-honored practice of using ditto marks is out, by order of the Secretary of State. I called and verified this, although the policy change doesn't seem to be in writing (?). The SOS agent was very clear: the Notary must record all required information on each line, along with a separate signature. No more cutting corners time-wise.
I'm glad that this subject came up in my conversation with the Hot Line, but it is not mentioned on the NNA web site under California news. It would be nice to have a "heads up" regarding policy changes when they become aware of them. My esp is not that fine-tuned.
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