Department of the Attorney General
Notary Public Office
425 Queen Street
Honolulu, Hawaii 96813
Monday through Friday, 7:45 a.m. to 12:00 noon. However, occasionally our office may be closed for the day or closed earlier than the time specified, so please call ahead at (808) 586-1216. (If you are dropping off a notarial seal, notarial book(s), resignation forms, or application or renewal forms, you may simply leave them with the receptionist before 4:00 p.m.)
- a photocopy of your commission;
- an impression of your notary seal and specimen of your official signature; and
- the original bond which has to be approved by a Judge of the Circuit Court in the circuit in which you reside before you can begin notarizing documents.
- the type, date, and time of day of the notarial act;
- the title or type and date of the document or proceeding;
- the signature, printed name, and address of each person whose signature is notarized and of each witness;
- other parties to the instrument; AND
- the manner in which the signer was identified.
No, for both questions. Renewal application forms may take approximately one to two weeks to review and process. Once your renewal application has been approved, the NPO will send you a notice with instructions for the next step, which is to obtain your surety bond.
The NPO will then mail you a letter informing you to come and pick up your commission papers (Oahu notaries only; the NPO will mail neighbor island notaries their commission packets). After you pick up or receive your notary commission papers, you must take them to the circuit court to be filed and approved.
For your information, there is a waiting period of approximately ten days for approval of the bond by the judge. Because renewal applications are mailed out approximately two months prior to your expiration date, we suggest that once you receive it, you immediately complete the application and return it, along with the $40.00 renewal fee so that there will not be a lapse of time between your notary commission terms. Any notarial act performed after the termination, revocation, or suspension of a commission subjects the notarial act to questions or contest of validity.
- there are any laws or rules that may be violated;
- you have reason to believe that the document contains deceptive or fraudulent information;
- the signer does not have a valid ID;
- there are blank spaces in the document and the signer tells you that they will be filled out after notarization;
- the signer appears to not understand what the signer is signing; or
- the signer is being pressured or coerced into signing the document.
- Chapter 456, Hawaii Revised Statutes (“HRS”), as well as HRS §§ 502-46, 502-48 to 502-84, 603-1, 621-12, and 621-13; HAR Chapter 5-11; and Act 175, 2008 Haw. Sess. Laws. Links to most of these laws are accessible through the NPO website;
- the Notary Public Manual, which is also accessible through the NPO website; and
- the "Hawaii Law Primer" published by the National Notary Association.
Authentication is the process of proving the "genuineness" of a notary public's official seal and signature. For documents sent out of the state: When documents that are notarized in the State of Hawaii are then sent to another state or U.S. jurisdiction, proof may be required to show that the notary's seal and signature are genuine and that the notary had authority to act (i.e. the notary had a valid notary commission) at the time of notarization of the document. In Hawaii, one proves the genuineness of a notary's notarization by attaching an "authenticating certificate" obtained from the court to the document certifying that the notary's seal and signature are genuine.
Authentication is accomplished by comparing the notary's seal on the document in question with the notary's specimen card that is on file at the circuit court where the notary resides.
For documents sent out of the country: Notarized documents to be sent out of the country may require a "chain of authentication process" whereby certificates need to be obtained from a Circuit Court Clerk and the Office of the Lieutenant Governor. In addition, it may be necessary to obtain separate authenticating certificates from the U.S. Department of State as well as ministries of the foreign nation to which the document(s) is/are being sent.
An apostille is a special authenticating certificate issued by the Office of the Lieutenant Governor, which is necessary to ensure the acceptance of a document's notary seal and signature of the notary notarizing the document. Nations that subscribe to the Hague Convention Abolishing the Requirement of Legalization for Foreign Public Documents Treaty, require an apostille for notarial acts. Apostilles may be obtained from the Office of the Lieutenant Governor by specifically requesting one and indicating to which nation the document will be sent. The Office of the Lieutenant Governor requires that a circuit court authenticating certificate be attached to the document prior to requesting an apostille. To request an apostille, contact the:
Office of the Lieutenant Governor
State Capitol, 5th
Floor (415 South Beretania Street)
P.O. Box 3226
Honolulu, Hawaii 96801
This Question is governed by Section 456-15, Hawaii Revised Statutes, entitled Record; copies as evidence, which states:
"Every notary public shall record at length in a book of records all acts, protests, depositions, and other things, by the notary noted or done in the notary's official capacity. For each official act, the notary shall enter in the book:
- The type, date, and time of day of the notarial act;
- The title or type and date of the document or proceeding;
- The signature, printed name, and address of each person whose signature is notarized and of each witness;
- Other parties to the instrument; and
- The manner in which the signer was identified."
This means that each notarial act, including notarizations of multiple copies of the same document, must be individually recorded in the notary public's record book, without exception. There is no provision for failing to record the full details of each notarization for the sake of convenience, even if the instruments notarized are copies of an original.