Key Takeaways
- California Civil Code Section 1189 provides the statutory form
- Form works for individuals and representatives
- Notary fills in blanks for date, county, signer name(s), and capacity
- Must attach seal and sign the certificate
- Certificate may be on the document or on a separate page
All-Purpose Acknowledgment Certificate
A notary public was presented with a 50-page loan package. Each page requiring notarization had a tiny certificate preprinted at the bottom—but the text was so small it was illegible. Rather than trying to squeeze her seal into the cramped space, she attached a separate acknowledgment certificate to each document. This is not only allowed—it's often the best practice.
California's all-purpose acknowledgment form is one of the most versatile tools in a notary's kit. Knowing how to complete it correctly—whether stamped on the document or attached separately—is essential for your career.
Civil Code Section 1189: The Statutory Form
California Civil Code Section 1189 provides a standardized acknowledgment form that works for:
| Use Case | How It Works |
|---|---|
| Individuals | Single or multiple signers |
| Representatives | Attorney-in-fact, trustee, corporate officer, etc. |
| Any entity | Corporations, partnerships, trusts |
| Any document | Deeds, powers of attorney, contracts, etc. |
The Complete Form Structure
Part 1: The Disclaimer Header
At the very top of the California statutory form:
"A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document."
Purpose: This disclaimer became mandatory in 2015 to clarify that notaries don't guarantee document accuracy—only identity verification.
Part 2: The Venue and Date
| Element | What to Enter |
|---|---|
| "State of California" | Pre-printed |
| "County of _____" | The county where you are located |
| "On _____ before me" | The date of notarization |
Part 3: The Notary's Name
| Element | What to Enter |
|---|---|
| "_____, a notary public" | Your name exactly as it appears on your commission |
Part 4: The Signer Information
| Element | What to Enter |
|---|---|
| "personally appeared _____" | The signer's name(s) as shown on the document |
Part 5: The Identity Statement
The form states: "who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument..."
| Circle/Select | For |
|---|---|
| "is" | One signer |
| "are" | Multiple signers |
| "person" | One signer |
| "persons" | Multiple signers |
Part 6: The Acknowledgment Statement
"...and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies)..."
| Circle/Select | For |
|---|---|
| "he" | Male signer |
| "she" | Female signer |
| "they" | Multiple signers or gender-neutral |
| "his/her/their" | Match to signer(s) |
Part 7: The Representative Capacity Statement
"...and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument."
This language covers both individuals and representatives.
Part 8: The Perjury Clause
"I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct."
Critical Point: You are certifying under penalty of perjury that your statements are accurate. False statements can result in criminal prosecution.
Part 9: The Closing
| Element | What to Do |
|---|---|
| "WITNESS my hand and official seal" | Sign and seal |
| "Signature: _____" | Sign your name |
| "[SEAL]" | Affix your notary seal |
Step-by-Step Form Completion
| Step | Action | Example |
|---|---|---|
| 1 | Fill in county | "County of Los Angeles" |
| 2 | Fill in date | "On January 15, 2025 before me" |
| 3 | Fill in your name | "Maria Garcia, a notary public" |
| 4 | Fill in signer name(s) | "personally appeared John Smith" |
| 5 | Circle appropriate pronouns | "he/she/they" → circle "he" |
| 6 | Circle is/are | "is/are subscribed" → circle "is" |
| 7 | Sign the certificate | Your signature |
| 8 | Affix your seal | Clear, legible impression |
Loose Certificates (Separate Attachments)
When the document doesn't have space for an acknowledgment certificate—or when the preprinted certificate is inadequate—use a loose certificate.
When to Use a Loose Certificate
| Situation | Solution |
|---|---|
| Document has no certificate space | Attach loose certificate |
| Preprinted certificate is too small | Attach loose certificate |
| Preprinted certificate has wrong state's wording | Attach California certificate |
| Need to replace a void certificate | Attach new loose certificate |
Loose Certificate Requirements
| Requirement | Why |
|---|---|
| Must describe the document | Type, date, number of pages |
| Must be securely attached | Staple or otherwise affix |
| Must include all required elements | Same as any acknowledgment |
What to Include on Loose Certificate
| Element | Example |
|---|---|
| Document type | "Grant Deed" |
| Document date | "dated January 10, 2025" |
| Number of pages | "consisting of 3 pages" |
| Signer name | "signed by John Smith" |
Common Form Completion Errors
| Mistake | Problem | Prevention |
|---|---|---|
| Forgetting the seal | Incomplete notarization | Check before signer leaves |
| Wrong county | May invalidate | Always use YOUR location |
| Illegible seal impression | May be rejected | Use clean ink pad, press firmly |
| Missing pronouns | Incomplete form | Circle all he/she/they options |
| Backdating | Fraud | Always use actual date |
On the Exam
Expect 2-3 questions on the all-purpose acknowledgment. Key points tested:
- Disclaimer: Notary verifies identity only, not document validity
- Loose certificates: Allowed when document lacks space; must describe document
- Perjury clause: You certify under penalty of perjury
- Required elements: All six elements must be present
- Don't modify wording: Use the statutory form as provided
What does the disclaimer at the top of the California acknowledgment form clarify?
If a document has no space for an acknowledgment certificate, what should the notary do?