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Today’s Agenda

Overview

• TheLaw• WhatisaNotary?

Core

• TheNotarialActs• SatisfactoryEvidenceofIDandOtherJuicyTopics

IssuesAreas

• DisqualifyingInterest• ElectronicNotarizations• UnlawfulPracticeofLaw,Etc.

NextSteps

• Testing• Application• Supplies

V.10.7

Sources For This Presentation

NotaryHandbook

ColoradoAdminLaw

RULONAComments

RULONA

• RevisedUniformLawonNotarialActs• ModelLawForStatestoFollow• PromotesHarmonization

RULONA

• Unlocksthemeaningoflaws• Givesinsightintodrafter’sviews

Comments

• CarbonCopy• SomeModificationsThatWeHighlight

ColoradoLaw

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What Is A Notary?

• “Officer”• OfficeoftheNotaryPublic

AQuasiPublicOfficial

• Deputized• ResponsibletothepeopleoftheStateofColorado• Notacustomeroremployer

WorksForTheSecretaryofState

• OnlywithinthefourcornersofColorado–Noreciprocalagreements• Notarizeforanyonewithinthestate,whereverinthestate• 4Years

JurisdictionalBoundaries&Term

Core Functions

• Thirdpartydisinterestedwitnessineverytransaction

ActAsAnUnbiasedWitness

• Isthepersoninfrontofyouiswhoshesayssheis?• Satisfactoryevidenceofidentification

VerifySigner’sIdentification

• Isthesignerbeingcoercedorpressuredintoparticipating?• Isthesignerlucid?

AssesWillingnessofSignertoParticipate

• 15.4millionpeopleexperiencedidentitytheftin(2016)• Quitclaimdeeds,wills,powerofattorney,releaseofdeedoftrust

FirstLineofDefenseAgainstFraud

NotresponsibleforContentsofdocument

Qualifications Atleast18yearsofage

CitizenorpermanentresidentoftheUSAorlawfullypresentintheUS

BearesidentorhaveaplaceofemploymentinColorado– OneoftheaddressesneedstobeinColorado

BeabletoreadandwritetheEnglishlanguage

Notdisqualifiedtoreceiveacommission– Notconvictedofafelony,misdemeanorinvolvingdishonestyinpastof5years,neverhadanotarycommissionrevokedinanystate

NoFindingofAdmissionofLiabilityinacivillawsuitbasedonnotary’sfraud,deceitordishonesty

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The Major Notarial Acts

• UnswornToStatementsAcknowledgments

• SwornToStatementsOaths&Affirmations

• NoSwearing.BasicDocumentComparison.CopyCertifications

The Not So Major Notarial Acts

• Merelyconfirmingasignature

• Similartoanacknowledgment

SignatureWitnessing

• NegotiableInstruments

• EmployeeoffinancialinstitutionsProtests

• LegalProceedings

• Verbaloathsstillmustberecordedinjournal

SwornTestimony&Depositions

Physical Presence

Always Required

No Exceptions

Remote Notarization

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“Satisfactory Evidence”

Satisfactory Evidence of

Identity

Personally Known to

You

Gov’t Issued ID

Credible Witness

Personally Known

• Mustknowfirstandlastname

Knowtheclient

SeenIdentificationspreviously

“SufficientDealings”

Gov’t Issued Identification

•  Passport, driver’s license or gov’t issued non-driver ID only.

•  May not be expired more than one year from date of notarization.

•  Foreign identification accepted.

Type 1

•  Gov’t issued. •  Contains only the individual’s signature or picture. •  Same expiration rule. •  Must be satisfactory to the Notary. •  Military ID

Type 2

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Secure & Verifiable Identification

• PreferredformofID

Picture&Signature

• Coloradodriver’slicense• USPassport• MilitaryID• Driver’slicensefromotherstates

CommonFormsofID

• Birthcertificate• Rentorutilityreceipts

NotID

• Notarymayrequestadditionalidentificationtoverifycustomersidentity

AdditionalID

Credible Witness

• Personallyknownto(sufficientdealings)•  IdentifiedthroughType1ID(notType2)

IdentifytheCredibleWitness

• CredibleWitnesspersonallyknowstheclient• Clientisthesamepersonwhosenameappearsinthedocument

WrittenStatement–VerificationonOathorAffirmation

• Twojournalentries–oneforthecrediblewitness,oneforthesigner

NotaryJournalEntryRequired

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Right To Refuse

•  Doubts whether the signer is competent or has the capacity to understand the significance of signing the document

Reason1

•  Signer is not acting voluntarily

Reason2

•  Bad ID or no ID •  Document Is illegal •  Record in journal

Other Reasons to Refuse

Acknowledgments

•  The individual is signing the [document] for the purposes stated in the [document] •  Signer not saying contents of documents are truthful or accurate

Defined

•  The signer has the identity claimed •  The signature on the document is the signature of the individual appearing before the notary

What the notary is certifying

• Doyouacknowledgeanddeclarethatyouunderstandthisdocumentandhavesigneditvoluntarilyforthepurposesstatedinit?

• Was this document signed by you?

Declaration of the Signer

•  Examples: contracts, deeds, agreements, powers of attorney, etc. •  The notary does not need to witness the signature. May be pre-signed

Unique Qualities

Acknowledgment Certificate

State of Colorado ) ) ss.

County Of Denver ) This record was acknowledged before me on May 1, 2019 by Kristin Davis. Andrew Whitfield Notary Public [Stamp] My Commission Expires: ______________________

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Oaths & Affirmations

•  Signer swears to or affirms that the statements in the document are true and accurate.

•  Examples: affidavits, applications, etc.

Defined

•  The signer signed the document in the physical presence of the notary •  The signer appeared before notary on the date stated in the notary

certificate •  The notary verbally administered and oath or affirmation •  The signer swore to of affirmed the contents of the document

What the Notary is “Certifying”

•  “Sworn to” “Affirmed by” “Affiant” “Under penalty of perjury” •  Witness signature of client

How to Identify & Unique Qualities

Oaths - Trigger Language

“Do you solemnly swear that the contents of this document are true and accurate, so help me God?”

Oath

“Do you affirm under penalty of perjury that the contents of the foregoing document are true and accurate?”

Affirmation

Deity

Perjury

Oath/Affirmation Certificate

State of Colorado ) ) ss.

County Of Denver ) Signed and sworn to (or affirmed) before me on January 31st by Kim Cattrall. Andrew Whitfield Notary Public [Stamp] My Commission Expires: __________________

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Signature Witnessing

• Witnessingthesignatureofanidentifiedindividual• Nodeclarationthatitissignedforthepurposesstatedinthedocument

• Nostatementthatthecontentsofdocumentaretrue

SignatureWitnessing

•  Personsigningtherecordhastheidentityclaimed•  Signatureonthedocumentisthesignatureofthesigner

WhattheNotaryisCertifying

Signature Witnessing Certificate

State of Colorado ) ) ss.

County Of Denver ) Signed before me on January 31st by Cynthia Nixon. Andrew Whitfield Notary Public [Stamp] My Commission Expires: __________________

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Copy Certifications

•  The notary has compared the copy with the original document, and•  The notary has determined that the copy is a full, true, and accurate

reproduction of the original document (or item).

WhattheNotaryisCertifying

•  Notary may not certify documents that can be obtained in Colorado from:•  County clerk and recorder•  Secretary of State•  State archives•  State office of vital records•  Clerk of the court

WhatYouCan’tDo

•  If can be obtained outside of Colorado, then may certify •  Some federal documents say you can’t reproduce

UniqueQualities

Colorado Birth Record

Colorado Marriage Certificate

Colorado Divorce Decree

Secretary of State Records

Some federal documents

Nebraska Birth Record

Ohio Marriage Certificate

Michigan Divorce Decree

Utah State Records

Document Types

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Copy Certification Certificate

State of Colorado ) ) ss.

County Of Denver ) I certify that this is a true and correct copy of a record in the possession of Cynthia Nixon. Dated July 1, 2019. Andrew Whitfield Notary Public [Stamp] My commission expires: ______________

Copy Certificate Process

Client gives you original document

Step 1 Record in Journal

Step 2 Compare copy with original

document

Step 3 Add notary certificate

Step 4 Complete notarial

certificate

You make copy You are provided with copies

BestPractice-Notarymakesthecopyherself

What's Next

•  Requiredforeverynotarization

NotaryCertificates(24-21-515,C.R.S.)

•  Therequiredfields

Journaling(24-21-519,C.R.S.)

•  Requiredelements

Stamps(24-21-517,C.RS.&24-21-518,C.R.S.)

ElectronicNotarization(24-21-520,C.RS.)

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Notary Certificates24-21-515, C.R.S.

•  Executedcontemporaneouslywiththenotarization•  Ifnotpresent,mustbeadded• Notariesdonotchoosecertificates–practicinglaw

Required–NoException

•  Titleofthedocument,towhomwasissues,whoissigning,onwhatdate,etc.

AdditionalInfo–Recommended

• Mustbesecurelyattached

ShortFormCertificates

Notary Certificates24-21-515, C.R.S.

RequiredElements:•  CountyandState•  TypeofNotarialAct•  DateofAct•  OfficialSignatureoftheNotary

•  TitleofOffice•  CommissionExpiration•  Stamp

Notary Journal24-21-509, C.R.S.

• Paper• Electronic

Type

• Date&timeofnotarialact• DescriptionofRecord• TypeofNotarialAct• FullName&Addressofclients• Signature• TypeofSatisfactoryEvidenceofID–Personallyknown,crediblewitness,oridentification.• FeeCharged

RequiredFields

• Getthesignaturefirst• TypeofIDbutnotthenumber• Recordcancellednotarizations

BestPractice

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Notary Journal Rules24-21-519, C.R.S.

• Writtenandverbal• Requiredforactsthatarenotperformed

RequiredforEveryNotarialAct

• Responsibleforsecurityofjournal• Onejournalpernotary–nocommunityjournals

JournalOwnedbytheNotary

• NotifySecretaryofStateinwritingwithin30daysofdiscoveringthatitismissing

LostorStolen

Duty to Disclose24-21-519, C.R.S.

• Anymemberofthepublicuponwrittenrequest• Secretaryofstatewithoutrestriction• Peaceofficerswithoutrestriction

WhoCanSeeTheJournal

• Mustbeinspectedwithinyourphysicalpresence• Redactpersonallyidentifiableinformation

WhenDisclosing...

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Step 1 Step 2 Step 3

Request

Submitted in

Writing

Record Request in

Notary JournalCharge Fee

Written request must include Noticing  a trend here? $5

Name of parties to the document

Type of document

Month and year of notarization

For every certified entry

Disclosure Process for Public24-21-519, C.R.S.

Notary Journal - Resignation24-21-519, C.R.S.

• Mustkeep10yearsfromdateoflastnotarization• Uponresignation,musttellSOSwhereitis

10YearRetentionRule-Resignation

TransmittoStateArchives

• Inherentrisks–Lost,stolen,misfiled

LeaveifwithFirmorEmployer

TellSOSWhereItIsLocated

Notary Journal Exception24-21-519, C.R.S.

•  Thenotary’sfirmoremployerretainstheoriginalorcopyintheregularcourseofbusiness

•  Thenotarizeddocumentmustcontainalltheinformationotherwiserequiredtoenteredintothejournal

RegularCourseofBusinessException

•  Liabilityexposure•  Responsibleforlost,misfiled,destroyedorunrecoverablejournalentries.

BadforTheNotary

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Notary Stamp Rules24-21-517, C.R.S. & 24-21-518, C.R.S.

• Responsibleforsecurityofstamp• Stampbelongstonotaryregardlesswhopaidforit• NotifySecretaryofStateinwritingwithin30daysofdiscoveringthatitismissing

StampOwnedbytheNotary

• Renewing–Needanewstampbecausethedateofexpirationchanges

• ResignationorExpiration-Notarymustdisablestampingdevice• “Destroying,defacing,damaging,erasingorsecuringitagainstuseinamannerthatrendersitunusable.”

Renewing,ResignationorExpiration

Notary Stamp24-21-517, C.R.S. & 24-21-518, C.R.S

JAMESTIBERIUSKIRKNOTARYPUBLIC

STATEOFCOLORADONOTARYID2008401XXXX

MYCOMMISSIONEXPIRESAPRIL7,2022

Namesubmittedonapplication

EmbossersnotpermittedRoundstampsnotpermitted

MustbeRubber

Ifyouorderedastampfromus,itlooks

exactlylikethis

Electronic Notarization24-21-520, C.R.S.

•  Allowsyoutonotarizeanelectronicdocument(i.e.,adocumentonthecomputer)

WhatItIs

•  PhysicalPresencemustbemet• Musthaveanotarycertificate• Mustwitnesstheelectronicsignature•  Record“ElectronicNotarization”inyourjournal

LikeANormalNotarization

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How It Works

•  Electronicequivalentofyournotarystampandelectronicsignature

• DAN’sprovidedbytheSecretaryofState•  RecordDANusedinnotaryjournal

DocumentAuthenticationNumbers(“DANs”)

20091234567-XXXX

YourcommissionIDnumber DANassignedbytheSOS

ENotaryCertificateExample

Edgar Smithson 422 Rocking Horse Drive Evergreen, CO 80439

07/19/2016

To Whom It May Concern:

I am the parent of Sam Smithson and I do hereby give my permission to and appoint Pamela Gaulstein as temporary guardian(s) of my minor child(ren) during the time period August 1, 2016 through August 18, 2016 only to make any and all necessary decisions about my child(ren)’s health care. Said temporary guardian(s) shall have all of the rights to choosing and authorizing medical treatment for my child(ren) during this time period as I have as a parent.

Sincerely,

Edgar Smithson

STATE OF COLORADO

COUNTY OF JEFFERSON

In Evergreen, on the 19th day of July, 2016, before me, a Notary Public in and for the above state and county, personally appeared Edgar Smithson, known to me or proved to be the person named in and who executed the foregoing instrument, and being first duly sworn, such person acknowledged that he or she executed said instrument for the purposes therein contained as his or her free and voluntary act and deed.

Lando Mulrooney NOTARY PUBLIC STATE OF COLORADO Document Authentication Number My Commission Expires 02/03/2020 20161987305 – 5863 My Notary ID: 20161987305

More Requirements

• Mustbeacurrentlycommissioned“wet”notary• E-notarycommissionexpiresatthesametimeasyournormalcommission

• Mustapplyseparatelybutit’sfree• Mustusea“tamper-evidenttechnology”andlettheSOSknowwhichyouselect

• YourelectronicsignaturemusthaveyourofficialnameandnotaryIDnumber

TheList

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Issue Areas

Liability–Remedies&Insurance(24-21-523,C.R.S.)&(24-21-531,C.R.S.)

DisqualifyingInterest–Whenyoucan’tdothenotarization(24-21-504,C.R.S.)

NoBlanksrequirement– UniquetoColorado(24-21525(7),C.R.S.)

ForeignLanguageDocuments– Contentsofthedocumentdon’tmatter

PersonsAtRisk– Elderly

PetitionCirculatorDocuments–WeirdIDrequirements

UnauthorizedPracticeofLaw– Notpermitted(24-21-525,C.R.S.)

Liability

•  Administrativecompliancefailure

Administrative

• Damages• Occurbecauseofnotarymisconduct

Civil •  Fraud•  Forgery

Criminal

Remedies24-21-523, C.R.S.

•  Deny•  Refusetorenew•  Imposeconditionsonreceivingacommission•  Suspend–Conditionscanbeattached•  Revoke–Hearingrequired–ResignationProcedures

SecretaryofState’sPowers–DisciplinaryHearings

•  Mereclericalerrors•  Nodisciplinaryactionrequired–Letterplacedinfile

LetterofAdmonishment

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OFFICIAL MISCONDUCT24-21-531, C.R.S.

•  NotaryknowinglyandwillfullyviolatesRULONA•  Guiltyofclass2misdemeanor•  Civilremediesexpresslypermittedbythestatute

WhenitOccurs

•  Signerisnotphysicallypresent•  Notarizationsarepredatedorpostdated•  Notarycertificateprefilled•  Robo-signing–assemblylinenotarizations

Examples

•  Notaryandthesuretycompanyresponsibleforalldamagescausedbytheofficialmisconduct

Remedy

Insurance

• Somecompanypolicieswillcovernotariespublicfornotarizationscoveredattheworkplace

• RULONAexpresslypermitsit

NotRequired

• Protectsthepublicagainstfaultynotarizations

Bonding

• Protectsthenotary• Inexpensive.$52for$10,000policyforfouryears(sorryaboutthat–saidthewrongnumber!).

• Nodeductible.

Errors&OmissionsInsurance

Notary Investigations

•  Submittedbymemberofthepublic• Physicalpresence,blanks,incorrectnotarialcertificate,etc.

UponSignedComplaint

• AnotarizeddocumentreceivedbytheSecretaryofState• Authenticationsandnotaryapplicationnotarizations

UponInitiativeoftheSecretaryofState

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Disqualifying Interest24-21-504, C.R.S.

• Spouse• Partner• Ancestor(likegrandparents)• Descendent(likechildren)• Sibling• In-laws• Friendsandcolleaguepermitted

NoFamilyMembers

• Can’tbenefit(beyondthefeeforperformingtheservice)• Can’tbenamedinthedocument• SecretaryofStatesays:“[W]econsidernotariestohaveadisqualifyinginterestunderthestatutewhentheystandtoreceiveanybenefitoradvantageintheirownperson,andasanaturalandforeseeableresultofthenotarizeddocumentitselfortherelieforactionsoughtbyit.”

NoNotaryBenefit

No Disqualifying Interest 24-21-504, C.R.S.

•  Eventhoughsalaryisgivenforperformingnotarizations,nobeneficialinterest.

NotarizationsAtWork

•  Ifnodirectbeneficialinterest,mayperformnotarizationsforclients.•  Feesderivedfordraftingadocumentorrepresentingaclientarenotdirect.

AttorneysandClients

• Notarizationsdoneonbehalfofthebusinessarepermitted.•  Thebusiness“benefits”

FamilyBusinessesNewInterpretation

No Blanks Requirement24-21-525(7), C.R.S.

• NotpartoforiginalRULONA• NoComments

UniquetoColorado

• “Anydocumentwithablankinitthatmightbefilledinafterthetimeoftheclient’soathto,oracknowledgmentof,thatdocument”

Defined–SecretaryofState

• Sectionsthataremeanttobecompletedbyotherparties• Deeds,parentingplans,etc.• Clientshouldinitialanddatethoseareas

LargeUnfinishedAreas

• Doesnotaffectthecontentsofthedocument• Detailednotarycertificateandjournalentry

SignatureBanks

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Foreign Language Documents

NotaryCertificatemustbeinEnglish

Thenotarymustunderstandthenotarialcertificate

SpeakTheLanguageoftheSigner

Thenotarymustbeabletocommunicatewiththesigner

ContentsofDocumentAreNotImportantNo3rdPartyTranslators

Notarycannotnotarizeherowntranslationofadocument

and

Persons At Risk

•  Suchalossofmemory,judgment,language,complexmotorskills,andotherintellectualfunction-causedbythepermanentdamageordeathofthebraincells.

Dementia

• Wills•  PowersofAttorney•  RealPropertyInstruments•  QuitClaimDeeds

PowerfulDocuments–HighPotentialforFraud

Rememberrightofrefusal!

Persons At Risk Process

IfBasicAwarenessandWillingnessisNotPresent,Refuse

EngageinConversation

AskClientifTheyUnderstandtheDocumentThatTheyAreSigning

AskFamilyMemberstoLeavetheRoom

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Petition Circulator Rules

•  CirculatorMustCompleteAffidavitinfull

•  ColoradoDL,USPassport,Utilitybill,

bankstatement,etc.•  IDmustcontainaColoradoaddress•  PersonallyKnownisnotacceptableID•  NotaryPetitionstrainingcourse

•  Detailednotaryjournalentry

TypeofIDPresented

Circulator’sSignatureanddate(inyourpresence!)

Unauthorized Practice of Law24-21-525, C.R.S.

• Unlessyou’reanattorney,youmaynotadviseclientsinanywayshapeorform

BigTestingArea

• Don’tadviseclientswhattypeofnotarialcertificatetouse• Don’t“draw”legalopinions• Don’tadvertisethatyou’reanexpertonimmigrationmatterswithoutadisclaimerthatyou’renotanattorney

• Don’tassistpeopleindraftinglegalmemoranda• Don’tgivelegaladvice

TheDoNotList

Winding Up

EthicalResponsibility

ResignationProcedures

ClericalDuties

State’sTest

NotaryApplicationProcess

HowToGetYourTrainingCertificate

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Ethical Responsibility

•  SOSencouragesnotariestoprovidethenotarization• Checkwithyouremployeraboutpublic&privatenotarization• Developacompanypolicy–askusforemployerhandbookrecommendations

Lawful&ReasonableRequest

• ReferredtoCivilRightsCommissionbySOS

Discrimination

•  Ifyourefuse–record

RecorditInYourJournal

Resignation Procedure

Choose, Lapse or Die

Step1Disposeofyournotarystamp

Step2Sendjournaltostatearchives

Step3TellSOSwhereyourjournal

canbefound

LogintoSOSwebsiteandcompleteform Sendaletterofresignation

Recommended

Clerical Duties

•  Namechanges•  Residenceaddresschanges•  Businessaddresschanges•  Losejournal•  Losestamp

InformtheSecretaryofStatein30days

•  Commissionrunswiththenotary•  Suppliesbelongtothenotary

LeavingPlaceofEmployment

Renew90DaysBeforeCommissionExpires

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Get Your Testing Certificate

PrinterCertificateofCompletion

CompletetheExam

Select“ColoradoNotaryPublicExaminationand“EnrollNow”

Click“Catalog”

Gotohttp://cosos.learnercommunity.com

New Notary Application Process

Iwanttobecomeanotarypublic

Step1CompleteOnlineApplication

Step2Waitforemailwithnotarycommissioninformation

Step3LogintoCNSaccountandprovide

uswithstampinformation

CompleteNotaryTraining.Gettrainingcertificate

TakenotaryexamonSOSwebsite.Gettestingcertificate

Getaffirmationformnotarized MakephotocopyofID–frontandback

Tip:Useapersonalemailaddress

Renewing Notary Application Process

IWanttoRenewmyNotaryCommission

Step1LogintoSOSSite

Step2Waitforemailwithnotarycommissioninformation

Step3LogintoCNSaccountandprovide

uswithstampinformation

CompleteNotaryTraining.Gettrainingcertificate

TakenotaryexamonSOSwebsite.Gettestingcertificate

Getaffirmationformnotarized MakephotocopyofID–frontandback

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Get Your Training Certificate

CompleteTheQuiz

90Days

MockTest

One-Sheets

RULONAandtheState’snotaryexamareconstantlyevolving.ThefollowingOne-sheetswillgiveyoutheinformationyouneedtoknowtopasstheState’sexam.Onceyou’vepassedtheexam,subscribetoournewsletter(undertheResourcestab)tostayuptodateonthelatestchanges.CurrentOne-Sheets•  ElectronicNotarizations•  DisqualifyingInterest

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