Notary Policy
View PDF version of the Notary Services Policy
Portsmouth Public Library offers free (limited) Notary Public services for the benefit of the residents of our community. Notary services are normally available weekdays between the hours of 10:30am and 6:00pm but vary by library location, patrons are strongly encouraged to call ahead to speak with a notary to confirm they are available when needed and to ensure the notary will be able to notarize the requested document to be signed. Restrictions may apply regarding specific types of documents - Notaries are subject to the Ohio Revised Code, Section 147.
The library provides only basic Notary Public Services and is not able to notarize more than 3 signatures per person per visit. The Library’s free notary service is intended for simple documents (auto titles, etc.) that do not require specialized expertise.
Documents must contain a jurat or acknowledgement. The purpose of a jurat, also known as a “verification upon oath or affirmation”, is for a signer to swear to or affirm the truthfulness of the contents of a document to a Notary or notarial officer. The purpose of an acknowledgment is for a signer, whose identity has been verified, to declare to a Notary or notarial officer that he or she has willingly signed a document.
The document presented must be completely filled out, leaving no blanks other than where the customer will sign the document, before appearing before the Library Notary. The Library Notary may not notarize any signature if the document contains blank spaces.
Remember, the signature to be notarized must be signed in front of the Notary (do not sign them beforehand). All people signing the document(s) must be present.
Notary service is not available for the following:
- Deeds,
- Wills,
- Living wills,
- Living trusts,
- Codicils,
- Depositions,
- Power of Attorney;
- “Open” Car titles; or
- Mortgage or real estate closing documents
Board Approved: 11/16/2021
Certain public documents cannot be copied and notarized. Some examples of these are: birth certificates, death certificates and marriage certificates.
The Notary must have satisfactory evidence that the person executing the document(s) is the person described in the instrument. The person who will sign the document must provide the
Notary with at least one valid form of identification. The Notary will decline to notarize the signature on a document if the signer cannot provide valid identification. Acceptable forms of identification are:
- A current passport from any country, written in a language that the Notary can read;
- A valid driver’s license from any state of the United States;
- A valid non-driver’s photo identification card from any state of the United States; or
- A United States Military identification card.
Notaries cannot provide legal advice or assist in document preparation. The Library will not provide witnesses and witnesses may not be solicited from customers using the library. A witness must (previously) personally know the person needing the service of the Notary. This individual must also provide valid photo identification.
Notaries will not provide service if a patron, document, or circumstance of the request for Notary service raise any issue of authenticity, ambiguity, doubt, or uncertainty. Under these circumstances, the Library Notary may, at his or her sole discretion, decline to provide Notary service. Notaries will maintain an individual journal of each notarial act performed during library work hours.
Notary services must be performed in the Library. The Notary Public will not travel to provide notary services.
Portsmouth Public Library will pay for or reimburse employees the cost to become a public notary or renew an existing notary commission with proper receipts and documentation. Please contact the Fiscal Officer prior to filling out a new or renewal application if you intend on PPL reimbursing notary expenses.