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How to Prove You Are a Notary

The U.S. Constitution guarantees that your official notarial acts may be recognized by all states. If a document is notarized properly in Pennsylvania, then it may be accepted at face value in all other states. This is true of notarial acts performed in any state. [USCS Const. Art. IV, §1]

However, some situations may require proof that you are officially commissioned and authorized to act as a notary. This proof is usually referred to as authentication or certification, and takes the form of a certificate issued by a government official. The certificate is attached to the notarized document and verifies that you have been properly commissioned in Pennsylvania where you performed the notarization.

Authentication is almost always required when documents you notarize are going to be used in other countries. Domestic authentication—which refers to notarized documents used within the U.S.—is much less common.

A medical malpractice lawsuit in Michigan recently highlighted the process of authenticating a notary’s commission. According to court records in that case, a Pennsylvania notary correctly notarized an affidavit of merit submitted to the court, but the affidavit was rejected because it did not include the certificate of the clerk of courts indicating that the notary was authorized to act as a notary in Pennsylvania. In this case, domestic authentication was required by a section of Michigan’s Code of Evidence that for many years was overlooked or ignored.

Although the Michigan situation involved a specific kind of document used as evidence in a specific kind of court case, the need for authenticating or certifying notary commissions can be found in other states as well. For example, the ease with which certain identity thieves are able to commit mortgage fraud and other crimes with fake notary stamps inspired some out-of-state companies to require authentication of notary commissions as precautionary measures for their high-stakes transactions.

Domestic authentication of a notary's commission can be provided locally by the county clerk of courts or at the state level by the secretary of the commonwealth. Do not offer your customer advice in this matter. If the customer is not sure if local or state authentication is needed, you may suggest starting at the local level.

Local Authentication
You can obtain authentication at the local level by requesting a certificate from the prothonotary or equivalent official in the county of your office of record. (In Allegheny County only, the appropriate official for this is the Clerk of the Court of Common Pleas Criminal Division.) Call the local official’s office to ask what the procedure and fees are to issue the certification.

The notarized document that requires authentication should be taken or sent to the local official, who checks the public records for your official signature. After verifying the signature, the official will attach a document certifying your authority to act as a notary.

State Authentication
You can obtain authentication at the state level (referred to as certification at the state level) by requesting a certificate from the Department of State, issued by the secretary of the commonwealth. While the local official maintains the proof that you recorded your commission in the county, the Department of State maintains the proof that you were appointed by the secretary.

Follow these steps to obtain certification at the state level:

1. Notarize the original document as usual.
2. Attach a letter of request for a certificate.
3. Enclose a $15 personal check, cashier’s check or money order per certificate payable to "Commonwealth of Pennsylvania." Each notarized document requires a separate certificate. (The customer pays all fees for a certificate.)
4. Enclose a stamped envelope, addressed to the customer, for the return of the document and the certificate. If the customer wants the order to be returned by express delivery, he or she must enclose a prepaid express delivery form with the request.
5. Mail everything to:
   Pennsylvania Department of State
   Bureau of Commissions, Elections and Legislation
   210 North Office Building
   Harrisburg, PA 17120-0060

The original document and the certificate will be returned to the customer within 10 to 14 business days. To ensure that your request is processed quickly, the Department recommends that you enclose the correct fee and that you send only original documents. Do not send photocopies of notarized or certified documents.

Want to Know More About Authentication?

Read about the Michigan case

View a local certificate

View a state certificate