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As a Notary, we uphold a vital position in the legal and business industry. Our role, often perceived as simply “Signing or notarizing a document,” is in fact, a complex and critical duty. Being a notary means taking on a public responsibility to safeguard against fraud and uphold the integrity of the legal process. Below, is a list of the duties and responsibilities of CA Notaries Public:

Professional & Legal Obligations:

• To adhere to our professional and legal obligations with integrity, fairness, and transparency, not just when it's convenient but especially when it's complicated. Notaries must make the right decision, even when it's uncomfortable or unpopular. This includes not offering legal advice or legal document assistance (if we’re not a licensed attorney), even though our work involves important legal documents.

Fiduciary Obligations:

• As notaries, we are fiduciaries, which means that we cannot do what's easiest or most profitable, but we've accepted the responsibility to act in the best interest of our clients, not just in a way that benefits us but also protects their rights and ensures the integrity of the documents they are signing. Our clients entrust us with their legal and personal affairs, and in return, we must honor that trust by performing our duties in an impartial, diligent, and thorough manner. When faced with difficult decisions, we must do what's right, even if it's not the easiest choice. 

Legal Obligations:

• Most of the duties of a California notary are ordered by law. These duties include the specific notarial acts we are authorized to perform, the standards for identifying signers, and the exact language that must appear in our certificates. The law mandates that we verify a signer's identity through satisfactory evidence. This duty is non-negotiable. As notaries, we cannot waive these requirements based on convenience, relationship, or even pressure from a client or customer.

Professional & Administrative Obligations:

• Our professional & administrative guidelines help us navigate situations where the law is vague or silent. We can turn to our Professional Code of Ethics to guide us in these moments. As notaries, we are public officials bound by an oath to serve impartially. We are expected to decide based on what is right, even when the law doesn't provide clear direction. Our commitment to serve without bias ensures the integrity of our work and maintains the public's trust.

Oath Obligations:

• The essence of a notary's job lies in the oath we swear when we take office. We promise to uphold our office's laws and duties, serve without bias, and perform our duties faithfully. This oath is not conditional on whether or not our work is recognized, praised, or even appreciated by others. Some days, our work is routine and unremarkable. On other days, the stakes are high—life and death, in some cases.

• We do the right thing even when no one is watching because we've sworn an oath to serve. And while the impact of our work might not always be visible or celebrated, it is crucial. We are the quiet gatekeepers of legal and financial transactions, ensuring that documents are authentic and individuals can proceed confidently. Even if no one notices, we are doing something vital, which often doesn't show up until years later.

The Importance of a Notary 

Doing the right thing as a notary can be challenging. Each day we face situations where our decision challenges the expectations of our clients or their family members. But this is what makes our work extraordinary. Not every profession demands such adherence to principle. However, as notaries, we are held to a higher standard that requires us to put Integrity above convenience and responsibility above self-interest. We are entrusted with more than just paperwork; we are entrusted with trust.

• Accept identification that is faded, taped together, missing details, issued more than 5 years ago, or has a picture, description, etc. that doesn't look like the signer.
• Notarize documents without the signer(s) being present.
• Notarize documents for a signer who does not understand what they're signing.
• Provide any legal advice or opinion.
• Provide any real estate-related advice or opinion.
• Provide a document to you.
• Fill out a document for you.
• Notarize documents with blank lines, spaces, or unchecked boxes.
• Notarize documents with missing pages or required attachments.
• Notarize documents where the preprinted name has a suffix (Jr, Sr, IIl, etc.) but the signers' ID doesn't have the same.
• Notarize documents without a valid driver's license, picture ID, passport, or appropriate witnesses.