Loose Notarial Certificates: When and How to Use Them

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A loose notarial certificate (also called a loose certificate or all-purpose certificate) is a separate sheet of paper that contains the notarial wording. You attach it to a document when the document itself has no room for the notarial certificate, has no pre-printed notarial wording, or the wording on the document is wrong for the type of notarization you are performing.

When You Need a Loose Certificate

• The document has no notarial wording at all: common with affidavits, contracts, and letters
• The document has no space for your seal, signature, or stamp
• The pre-printed wording is for the wrong type of notarization (e.g., the document has acknowledgement wording but the signer needs a jurat)
• The wording on the document is outdated or from a different state

Notaries who work with loan signings use loose certificates frequently, because many loan documents arrive without notarial wording or with wording from the wrong state.

Types of Loose Certificates

• Acknowledgement certificate, the signer acknowledges they signed the document willingly. The signer does not need to sign in your presence (but must appear before you).
• Jurat certificate, the signer swears or affirms the contents are true and signs in your presence.
• Copy certification certificate. You certify that a copy is a true copy of an original document. Not all states allow notaries to certify copies.

Some states require you to use their official statutory wording. Others allow any substantially compliant wording. Check your state’s requirements before using a generic form.

What Goes on a Loose Certificate

1. Venue: State and county where the notarization takes place
2. Date, the date of the notarization
3. Signer’s name, the name of the person whose signature is being notarized
4. Notarial wording, the statutory language for the type of act (acknowledgement, jurat, etc.)
5. Your signature
6. Your seal (stamp or embosser, depending on state requirements)
7. Commission expiration date

Here is a sample acknowledgement certificate:

ACKNOWLEDGMENT
State of __________
County of __________

On this _____ day of __________, 20____, before me,
(Notary Name), personally appeared (Signer Name),
known to me (or proved to me on the basis of satisfactory
evidence) to be the person whose name is subscribed to
the within instrument and acknowledged to me that they
executed the same in their authorized capacity.

WITNESS my hand and official seal.

_______________________________
(Signature of Notary Public)
My commission expires: __________

How to Attach a Loose Certificate

Proper attachment matters. A loose certificate that becomes separated from the document is useless: there is no way to know which document it belongs to. Follow these steps:

1. Complete the certificate fully before attaching it.
2. Reference the document. Write the document title, date, and number of pages on the certificate. Some notaries also write a brief description: “Attached to a 3-page Affidavit of John Smith dated January 15, 2026.”
3. Staple the certificate to the document. Use a staple, not a paper clip. The certificate should be the last page.
4. Record it in your journal. Note that a loose certificate was used, the type of certificate, and the document it was attached to.

Common Mistakes

• No reference to the original document. If the certificate separates, nobody can tell which document it belongs to. Always write the document name, date, and page count on the certificate.
• Using the wrong type of certificate. If the signer needs to swear to the truth of the contents, use a jurat, not an acknowledgement. The signer’s request determines the type, not the notary.
• Outdated wording. States occasionally update their statutory wording. Using an old form can cause the document to be rejected. Keep your certificate stock current.
• Not attaching securely. A paper clip is not enough. Staple it.
• Leaving fields blank. Every field on the certificate must be completed. If the signer does not know the answer, write “N/A”: never leave a field empty.

State Restrictions on Loose Certificates

Some states restrict or regulate the use of loose certificates:

• Texas: Notaries must use the exact statutory wording prescribed by the Texas Secretary of State. Generic forms may not comply.
• California: Loose certificates must include the statutory wording from the California Civil Code. The notary must also include a declaration under penalty of perjury.
• Florida, the notary must use the certificate forms provided in Florida Statutes § 117.05(13) or substantially similar wording.
• Some states prohibit loose certificates entirely or require them to be recorded in the notary journal with specific details. Check your state’s notary handbook or statutes.

Related Reading

• Notary Certificate Venue: What It Means and How to Fill It Out
• Acknowledgements: Does the Signer Need to Sign in Front of a Notary?
• What Does “Duly Sworn” Mean on a Notarial Certificate?

Frequently Asked Questions

What is a loose notarial certificate?

A loose notarial certificate is a separate sheet containing the notarial wording, attached to a document that has no room for the certificate or no pre-printed notarial wording. It is also called a loose certificate or all-purpose certificate.

When should I use a loose certificate?

Use one when the document has no notarial wording, has no space for your seal and signature, has the wrong type of wording for the notarization being performed, or has wording from a different state.

How do I attach a loose certificate to a document?

Complete the certificate, write a reference to the original document (title, date, page count) on it, and staple it to the document as the last page. Never use a paper clip, the certificate must not separate from the document.

Can I choose between an acknowledgement and a jurat for a loose certificate?

No. The type of certificate is determined by the notarial act the signer needs. If the signer needs to swear to the truth of the contents, use a jurat. If the signer just needs to acknowledge they signed willingly, use an acknowledgement. The signer tells you what they need. You do not decide for them.

Are loose certificates legal in every state?

Most states allow loose certificates, but some have restrictions. A few states require specific statutory wording, and some prohibit loose certificates altogether or require additional steps when using them. Check your state’s notary handbook before using a loose certificate.