Posted by Hugh Nations Signing Agents of Austin on 11/3/08 9:53am
Msg #268906

Initialed errors

Packages often come with notarial certifications that contain alternative venue notations: "state/commonwealth of" and "county/parish of". I have always treated those as options, and lined out the one that is inapplicable. Since they aren't errors, but selection of an option, I have never initialed them.

For the first time, I just had a lender kick back docs because the lined-out option was not initialed as an error. The lender was adamant that it had to be initialed, even though the title company made the case that it was the selection of an option, not an error.

How do other signing agents handle the issue? Do you just ignore the choice, and strike neither? Or do you line out and initial? Has anyone else ever had docs returned for that reason?

Along the same line, some certifications offer alternatives on identifying signers: Personally known, documentary identification, ID by witnesses. How do you handle those? I used to make a selection by lining out, but of late have just begun filling in the nature of the documentary ID and ignoring the other alternatives.

Reply by Calnotary on 11/3/08 10:05am
Msg #268908

I always have crossed out the commonwealth/parish and then initial. Sometimes the striking line goes further till the "of " and I just write "of"and initial.

Reply by MrEd_Ca on 11/3/08 10:24am
Msg #268912

I have always ignored the choice & lined out neither on the certificates that list 'county/parish of', or 'state/ Commenwealth' etc.. & Never had a problem - - - yet.

On other certificates, w/choices such as 'his/her/their' or 'he/she/they' &/or 'satisfactory evidence/personal knowledge' (for documents that are bound for outside of California) I have always just lined through the incorrect choice & either underlined or circled the correct one. No initials here either & never had a problem - - - yet.

Reply by Linda Juenger on 11/3/08 10:29am
Msg #268913

When I cross out or line through State, County, Parish I always initital. Just a habit I guess.

But, on the other hand I have never initialed he/she/their when crossing out the incorrect ones. Guess I never thought of it before. Hmmm

Reply by Ilene C. Seidel on 11/3/08 10:51am
Msg #268914

I don't line out anything even an acklowledgment unless I initial. Doesn't matter what it is if it's lined out initial it.

Reply by Gary_CA on 11/3/08 11:19am
Msg #268915

I never line or circle any of that stuff... I think it makes the cert ugly and hard to read.

So far so good.

Reply by TRG_wy on 11/3/08 11:19am
Msg #268916

The venue is MY space and is completed per MY state requirements; not to the whims of some person reviewing documents down the line.

I line through and do not initial either the Parish or Common Wealth (we don't have parishs and we are not a Common Wealth).

As for "he/she/their" e.t.c. I line through the inappropiate clause(s) and may or may not circle the appropiate wording. I never initial these either because they are not corrections, they are selections made to properly complete MY venue.

Reply by Kathy Fletcher on 11/3/08 11:21am
Msg #268917

Re: I initial and date errors

Years ago, I had a wonderful teacher who suggested that whenever I line out the wrong venue, date, or signer's name that I not only initial but also date it. This way I could protect myself better. I have never experienced a problem following this proceedure and it do feel it was good advice.

Happy Signings!

Kathy Fletcher

Reply by TRG_wy on 11/3/08 11:27am
Msg #268919

Re: I initial and date errors

I agree here because these are "corrections' to inaccurate information and not selection of options as noted in my post. - Good advise and I follow it as well.

Reply by dh_notary/ms on 11/3/08 11:54am
Msg #268921

I ignore the choice and strike neither. Never had a problem.

Reply by John/CT on 11/3/08 12:53pm
Msg #268928

I have always underlined the appropriate choice (State/Commonwealth,County/Parish, His/Her/Their). I do not initial anything. I've been doing this work for over nine years, and stopped countint at 4,000 ... have never had a problem.

Reply by RedBaron/IN on 11/3/08 4:34pm
Msg #268947

I had one last week with 7 DOT. I lined out and initialed.

Reply by Paul2_FL on 11/3/08 7:37pm
Msg #268958

I always took this to be an "option" not an error so I don't line out or initial. I haven't had a problem yet. I believe however that by lining out just raises a red flag to someone that it needs to be initialed even if it's not necessary.

Reply by JanetK_CA on 11/3/08 7:47pm
Msg #268959

I see a distinction between "state/commonwealth" and "county/parish" vs. "he/she/they" etc. With the former, only one is ever a possibility for the venue that is written in, as far as I know, so I never do anything with those. However, at any given time, for any given notary and venue, any of the "he/she/they" options are possible, so I always line through the wrong ones and draw a line underneath the correct one. I don't initial it because it's not a correction, but a selection. That's just the way I learned and it's stuck. And it makes sense to me.

We in California no longer have options on the certificate regarding how the person is identified, but even when "personally known" was still an option, I left it alone. That's pretty much because the wording here was such that it didn't imply that a choice had to be made. Now, it still says only "satisfactory evidence" but doesn't require elaboration. I think I'd make the judgement based on the wording -- or just use a CA all-puspose ack and not have to deal with it...

Reply by NCLisa on 11/3/08 9:20pm
Msg #268964

I circle my choices.

I circle state and county, and don't line through commonwealth and parish, that way I am never asked to initial.

Reply by Jim/AL on 11/4/08 3:49pm
Msg #269002

Ignored until recently for Hawaii

I have always ignored county/commenwealth of...but recently had some resort purchase docs that said city/county of and I struck through the city part and initialed. They first said all was okay and then came back and had me correct the acknowledgement to abc city/xyz county and said that Hawaii is getting very picky about Notary ackowledgements. This was a new one on me!

Reply by PAW on 11/4/08 7:28pm
Msg #269020

Re: Ignored until recently for Hawaii

They can get as picky as they want. You need to complete YOUR certificate in accordance with YOUR state regulations.

And what if the venue is not within a 'city'? We have lots and lots of unincorporated area here. Many people do not live in a 'city' (or even a town), but out in the county somewhere.