Notary Service to start on Monday, September 19th!

Notary Service FAQ

September 2016

Which locations are the pilot locations?  Acres Homes, Alief, Central, Collier, Frank Express, Hillendahl, Johnson, Kashmere, Park Place, Robinson, Smith, Stella Link, and Vinson are the pilot locations.  Robinson and Collier are currently closed. Depending on the feedback additional sites may be added

Types of documents that can be notarized 

•  What documents will HPL not notarize?  Wills, deeds, mortgages, living wills, living trusts, codicils, protests, and depositions.
• Can we take depositions?  No
• Are we allowed to notarize Medical Power of Attorney forms? Financial Power of Attorney forms?  No
• A customer wants me to make a certified copy of a birth certificate—is that acceptable?  No.  Birth certificates and marriage certificates are recordable documents and issued by the Secretary State, a court of law, a county clerk, or the Bureau of Vital Statistics.  Certified copies must be obtained from those entities and cannot be provided by a notary public.
• A customer brought in a document that is not in English.  Can I notarize that?  No, only documents in English can be notarized. 
• What if the document is in English, but the customer only speaks another language?  HPL will administer all transactions in English only.
• What if a customer brings in a document that requires an oath but they refuse to take an oath or swear that the information is correct?  If the statute governing a particular transaction requires an oath and the signing party refuses to comply, the notary must decline to notarize.  Not all notarization require an oath.
• I made a mistake and signed in the wrong place.  Can I use white out or correction tape?  Notaries should refrain from using white out or correction tape.  If a mistake is made, draw a line through it and mark it with your initials.

 Forms of ID:  Customers must provide identification to get a document notarized

• What type of identification is acceptable to identify a person signing a document?  Only a current identification card or other document issued by the federal government or any state government that contains a photograph and signature of the person.  So a U. S. passport, Driver’s License, or ID card issued by a U. S. state would be acceptable. 
• What about a Consulate ID or a passport issued from another country? They would not be accepted as a form of identification as they are not issued by the United States federal government or state government.  In real estate transactions alone, a current passport issued from a foreign country can be used; however, Houston Public Library is not currently going to notarize that type of document.
• Can the passport or ID or DL be expired?  No, the US Passport or U.S ID or DL should be current and unexpired.
• Do other notary public locations accept foreign ID?  The restrictions apply to all Texas notaries.
• Can someone under the age of 18 get a document notarized?  Anyone requesting a notarization must have proper identification properly issued by the federal or state government.  The notary should also satisfy him/herself that the signing party understands the document they are signing.
• Passports do not have addresses. How will residence be verified if a passport is their only form of identification?  You only need to verify that the person is also who they say they are; by using a passport ID.

Fees and Smart Money

• How much does notary service cost?  Generally, it costs $6 for the first signature and $1 for each additional signature (on the same document).  It costs $0.50 a page to make copies.
• How will staff assess the fees?  Smart Money will have the Notary fee added and all transactions will be properly entered into the system.
• What if checks or credit cards are declined in Telecheck or customers do not have cash to pay and notary services have already been completed? In general, staff should look over the document to be notarized, explain the fees, give a total cost, and ask about how they would like to pay.  If they are paying by check or credit card, run the transaction through Telecheck and then do the transaction.  If they are paying by cash, you can complete the transaction once you see the cash.  Make sure to enter all transactions into Smart Money.

Seals and Record Books

• Who can use the notary seal and record book?  Staff members that are commissioned by Texas and have their name on the seal are the only ones who should use the seal and record book.  Both should be kept in a secure location and if they are lost or stolen, staff must report the loss to administration.
• I have a nickname; can I use that to sign official documents as a notary?  No, a notary must sign the same way the name is listed on their commission. 
• What if the employee was already a notary and their seal is still valid? Which stamp and book do they use? HPL supplies should be used for HPL transactions only.   The books and seals should not be removed from the library or used after library hours.
• Can notary services be provided during outreach events (i.e., outreaches at nursing homes)? Staff can work with their supervisor to make arrangements to provide notary services at an outreach.  The regular fees would still apply.
• If someone wants to view a notary record book, will they need to complete a form? (Each copy will be $0.50 per page if they request copies.) Notary log viewings are considered Texas Public Information Act (TPIA) and the person asking will have to make the formal TPIA request.   http://www.houstontx.gov/pia.html

Miscellaneous 

• Can an employee get additional insurance?  The City of Houston has provided the required surety bond of $10,000 for each notary.  If they wish, notaries may purchase errors and omissions insurance to protect themselves. 
•  How can we advertise notary services in Spanish?  Texas law prohibits the use of the term “notario publico” or “notario.” So it is best to use the English term Notary Public even when speaking to a customer is Spanish. 
•  What are the hours for notary service at each location?  Notary service starts 30 minutes after opening and ends 30 minutes before closing.  Notary service at Central will not take place on Sundays.