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Transcript of Missouri Notary Handbook - sos.mo.gov · PDF file 3 Explanation of $25 Application Fee...

  • Missouri Notary

    Handbook

    John R. Ashcroft Secretary of State

  • Dear Missouri Notary:

    We are pleased to provide you with this Missouri Notary Public Handbook. We appreciate the responsibility that comes with being a notary in the State of Missouri, and know the work you do as a notary instills additional confidence in the docu- ments that are vital to our state and economy.

    This handbook is provided in print and online to more than 60,000 notaries across the state, each of whom takes acknowledgements, administers oaths and affirma- tions, and certifies that copies of documents are true copies.

    The powers and responsibilities of a notary are described in the Missouri Revised Statutes Chapter 486. The provisions of this statute are included in this handbook for your convenience.

    In addition to the statutes, this resource provides general information related to your role as a notary, a glossary of important terms and copies of key application forms to assist you in the administration of your notary duties.

    I hope you find this book to be a useful and thorough resource in your position as a notary public. The handbook is also available online at http://www.sos.mo.gov/ business/commissions/pubs/notary/. If you need any further assistance, please do not hesitate to call our Business Services Division at (573) 751-4153.

    Sincerely,

    John R. Ashcroft Secretary of State

    SECRETARY OF STATE STATE OF MISSOURI

    STATE CAPITOL

    ROOM 208

    (573) 751-2379

    JAMES C. KIRKPATRICK

    STATE INFORMATION CENTER

    (573) 751-4936

  • Updated March 2018

  • Table of Contents

    Explanation of $25 Application Fee . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3 Revised Statutes of Missouri, Chapter 486 (Notaries Public) . . . . . . . . . . . . .4 Code of State Regulations, Title 15 Ch. 100 (Notary Commissions) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .23 Code of State Regulations, Title 15 Ch. 110 (Electronic Signatures and Seals) . . . . . . . . . . . . . . . . . . . . . . .30 General Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .33 Application and Appointment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .36 Qualifying at the County Clerk’s Office . . . . . . . . . . . . . . . . . . . . . . . . . . . .37 Term of Office . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .38 Notary Public Bond . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .38 Embosser Seal and Rubber Stamp . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .38 Journal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .40 Reapplying . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .40 Fees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .40 Amended Commissions (Name change, county change,

    address change) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .41 Non-resident Notary Change of Employment in Same or

    Different County . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .42 Stolen or Lost Notary Public Seals or Notary Journal . . . . . . . . . . . . . . . . .43 Destroyed, Broken, Damaged, or Inoperable Notary Seals . . . . . . . . . . . . . .43 Resignation of a Notary Commission . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .43 Official Misconduct . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .43 Applicable Law . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .44 Possible Disqualification . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .44 Executing Witness . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .44 Fees Allowed for Swearing in Notaries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .44 Court Reporters Qualified to Give Oaths . . . . . . . . . . . . . . . . . . . . . . . . . . .44 Other Notary Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .45 Proper Notarization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .46 Sample Affirmations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .47 Sample Individual Acknowledgment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .49 Sample Jurat . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .49 Sample Certificate of Facsimile . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .50 Instructions for Completing Sample Affirmations . . . . . . . . . . . . . . . . . . . .51 How to Obtain Applications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .52 Glossary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .53 Document Certification Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .55

  • Revised Statutes of Missouri

  • 3

    Explanation of $25 Application Fee Application, form of, fee—renewal. 486.225.2 With the person’s application, each applicant for appointment and commission as a notary public shall submit to the secretary of state a com- mission fee of fifteen dollars. State entitled to certain fees—technology trust fund account established— additional fee, notary commissions—appropriation of funds, purpose—fees not collected, when.

    28.160.3 The secretary of state may collect an additional fee of ten dollars for the issuance of new and renewal notary commissions which shall be deposited in the state treasury and credited to the secretary of state’s technol- ogy trust fund account.

    Notary documents may now be filed online at: sos.mo.gov/business/notary

  • 4

    Revised Statutes of Missouri Chapter 486

    (Notaries Public) 486.200. Definitions.—As used in sections 486.200 to 486.405: (1) “County” means any of the several counties of this state or the city of St. Louis; (2) “County clerk” means any of the several county clerks of this state or the clerk of the circuit court in the city of St. Louis; (3) “Facsimile” means an exact copy preserving all the written or print- ed marks of the original; (4) “Notarization” means the performance of a notarial act; (5) “Notary public” and “notary” means any person appointed and commissioned to perform notarial acts, including any attorney licensed to practice law in this state; (6) “Official misconduct” means the wrongful exercise of a power or the wrongful performance of a duty. The term “wrongful” as used in the definition of official misconduct means unauthorized, unlawful, abusive, negligent, reckless, or injurious.

    (L. 1977 H.B. 513 § 1, A.L. 2005 S.B. 420 & 344)

    486.205. Notary public, how appointed.—Upon application, the secretary of state may appoint and commission individual persons as notaries public* in each of the several counties in this state. The secretary of state may not appoint and commission as a notary public any person who submits an appli- cation containing substantial and material misstatement or omission of fact.

    (L. 1977 H.B. 513 § 2) Effective 1-1-78

    *Words “notary publics” appear in original rolls.

    486.210. Notary’s authority to be statewide.—Each notary public may perform notarial acts anywhere within this state.

    (L. 1977 H.B. 513 § 3) Effective 1-1-78

    486.215. Term of office.—Each notary public may perform notarial acts for a term of four years from the date of his commission, unless sooner removed.

    (L. 1977 H.B. 513 § 4 Effective 1-1-78

  • 5

    486.220. Qualifications for notary.—1. Each person appointed and commissioned as a notary public shall, except as provided for in subsection 2 of this section: (1) Be at least eighteen years of age; (2) Be a registered voter of the county within and for which he is com- missioned; or a resident alien of the United States; (3) Have a residence address in the county within and for which he is commissioned; (4) Be able to read and write the English language; and (5) Not have had his commission revoked during the past ten years; or (6) In lieu of the requirements contained in subdivisions (1) to (5) of this subsection, a person who is appointed and commissioned a notary pub- lic pursuant to subsection 2 of this section may be appointed and commis- sioned pursuant to this subsection upon becoming a resident of Missouri. 2. Any person who does not qualify under subsection 1 of this section may nonetheless be appointed and commissioned as a notary public provid- ed that person: (1) Is at least eighteen years of age; (2) Works in Missouri and will use the notary seal in the course of his employment in Missouri; (3) Has a work address in the county within and for which he is commis- sioned; (4) Is able to read and write the English language; (5) Has not had a notary commission revoked in any state during the past ten years; and (6) Authorizes the secretary of state as the agent and representative of such person to accept service of any pro