Posted by Belinda/CA on 6/13/12 4:53pm
Msg #423439

CA Notaries - curious - how many of you cross out

the non-applicable word(s) he/she/they he/she person(s) on your certificates?

Do you or don't you?
Any consequences of either?

Reply by Marian_in_CA on 6/13/12 5:07pm
Msg #423440

I line out the ones that don't apply and then circle the ones that do. That's just how I do it, but I've seen it done different ways. As far as I'm aware, there is no directive that it must be done or a penalty if if don't.

Honestly, I'm not sure it matters as long as the meaning is clear, but I've seen plenty of certificates where the notary didn't indicate anything at all. I wouldn't do that, but I'm not sure it's necessarily wrong.

Take a look at the sample notary education workbook that the state puts out. This is approved by the SOS and can be used as-is for teachers ... and I can't find any directive one way or another:

http://www.sos.ca.gov/business/notary/forms/notary-education-sample-workbook-2012.pdf

See pages 30-31 where they show the sample filled out. They don't make any notations at all. Yet in the handbook (page 15) for the example for the signature by mark, they show crossouts and underlines.

Reply by Carol Graff on 6/13/12 5:10pm
Msg #423441

I always cross off the ones that don't apply. Circling the correct one is a good idea also.

Reply by linda/ca on 6/13/12 5:24pm
Msg #423446

I make sure I do the cross-outs for a completely filled out acknowledgement; however, I don't feel docs would be rejected as an incomplete doc. Keep in mind, though, the notations are there for a reason so "it only matters" if someone is nit-picking or looking to find a reason for you to go back and make some corrections on your dime!

Reply by Stephanie Santiago on 6/13/12 6:05pm
Msg #423459

Like Marian, I cross out the ones not used and circle

what is used.
Simple and straightforward.

Reply by Priscilla Witman on 6/13/12 5:20pm
Msg #423444

I cross out the non-applicable pronouns.

It was how my class was taught. But I don't remember ever reading or hearing that there were consequences of not crossing them out. I remember the teacher saying that it was one way to prevent someone else being added to the certificate after the fact.

Reply by SheilaSJCA on 6/13/12 5:23pm
Msg #423445

Re: I cross out the non-applicable pronouns. DITTO n/m

Reply by sealed/CA on 6/13/12 5:26pm
Msg #423447

Re: I cross out the non-applicable pronouns. DITTO

I only line through the non applicables if there is only one signer and room to add additional.
If two or more people are listed on the cert then I usually dont bother.

Reply by linda/ca on 6/13/12 5:26pm
Msg #423448

Re: I cross out the non-applicable pronouns.

"I remember the teacher saying that it was one way to prevent someone else being added to the certificate after the fact."

Precisely! It's another avenue to protect your part of the docs that you have jurisdiction over.

Reply by Marian_in_CA on 6/13/12 5:33pm
Msg #423450

Re: I cross out the non-applicable pronouns.

That's why when I write the name(s) on the line I do it like this:

----- John Dingle Trout -----

---- John Dingle Trout and Wilma Jones Trout -----


Just drawing a line before and after the name(s). That way, anyone trying to add a name after the fact will be pretty obvious.

Reply by Priscilla Witman on 6/13/12 5:35pm
Msg #423452

Re: I cross out the non-applicable pronouns.

I do the same exact thing if there is any space left over on the lines; sometimes the lines barely fit the signers' names.

Reply by Clem/CA on 6/13/12 7:05pm
Msg #423468

I circle the wagons, and make a sign of the cross

Reply by Mike Goodey on 6/13/12 7:47pm
Msg #423474

I cross out whichever ones don't apply just in case someone tries to add a name or something...it's just a double check of sorts.

Reply by Buddy Young on 6/13/12 8:49pm
Msg #423485

I either cross out the inappropriate words or circle the appropriate ones.

Reply by LKT/CA on 6/13/12 9:07pm
Msg #423488

For the docs that have compliant, all-purpose certificates on them, I will cross out the non-applicable words and circle the correct pronouns. When I need to add a compliant cert to a doc, I have created custom acknowledgments in Word...one for a single male, one for a single female and one for multiple signers - this way I don't have to cross out anything, my name and title are typed in their spot and there's no option for anyone to go back later and add a name of someone who did not appear before me. The custom ack's are as follows:

For Him: ......acknowledged to me that he executed the same in his authorized capacity, and that by his signature...... <shorter line for the average male name>

For Her: .......acknowledged to me that she executed the same in her authorized capacity, and that by her signature..... <shorter line for the average female name>

For Them: .......acknowledged to me that they executed the same in their authorized capacities, and that by their signatures......

Any names added to the Him and Her acknowledgments is an OBVIOUS alteration of the certificate since the language within the body of the cert is for a single person and not mutiple people.

I never thought about customizing the certs until someone posted (about 3 years ago) that they were called to notarize at the airport for three signers - only two of them had ID. The notary said she got a funny feeling that after she left, the person without ID would just sign the doc anyway and add their name to the acknowledgment. Ever since then, I've used my own custom certs, unless of course a compliant cert is already on the doc.