Notary

10 Highlights of Changes to Montana’s Notary Laws

This is not a comprehensive list of the changes made by HB 370.  Notaries are advised to thoroughly read and understand all laws and Administrative Rules, both new and those previously enacted, before performing notarial duties.  A complete version of Title 1, Chapter 5, Part 6, of the Montana Code Annotated and Title 1, Chapter 15, Subchapter 1 of the Administrative Rules of Montana can be found in Chapter 6 of the Montana Notary Public Handbook. Effective October 1, 2019: All notaries – new and renewing – must pass the Montana Notary Public Exam as a prerequisite for applying for a notary commission. You must submit the certificate showing you passed the exam with your application, bond, and filing fee. 1-5-620. Examination and education of notary public — fee. (1) An applicant for a new or renewed commission as a notary public in this state shall pass an examination administered by the secretary of state or by an entity approved by the secretary of state… The new bond amount for Montana notaries is $25,000. The Secretary of State has specified a new bond form which must be used for all commissions with an effective date of October 1, 2019 or later.  The new bond form includes the Statement and Oath of Office that must be completed and notarized.  Your bonding company should have the new bond form and be aware of this change.  If you are applying for a notary commission on or after October 1, and receive a bond for $10,000 or one on a form that does not have the Statement and Oath of Office on the bottom half of the bond face page, please contact your bonding agent. The legislature enacted full Remote Online Notarization (RON), remote notarization on tangible records, as well as In-Person Electronic Notarization…

Recommended Vendors

Recommended Vendor List *Vendors on this list are recommended, but are not required. It is up to the notary to ensure his or her seal/stamp complies with the prescribed format above. The Rubber Stamp Shop 2822 3rd Ave N B-14 Billings, MT 59101 (406) 248-1313 (800) 962-0721Personalize It 601 W Mendenhall Bozeman, MT 59715 (406) 586-4220Notary Public Underwriters PO Box 7457 Tallahassee, FL 32314 (888) 826-9271Notary Law Institute PO Box 1932 Orem, UT 84059 (800)722-8708 Notary Rotary 500 New York Ave Des Moines, IA 50313 (877) 349-6588 Notary Public Association PO Box 1101 Crystal Lake, IL 60039-1101 (815) 455-4247 Gull Printing & Signs 213 Main Street Polson, MT 59860 (406) 883-4345 Acorn Sales 1506 Tomlynn St Richmond, VA 23230 (804) 359-0505 Helena Stamp Works 637 Helena Ave Helena, MT 59601 (406) 442-7171 [email protected] Helena Ink & Toner 1827 11th Ave Helena, MT 59601 (406) 442-1212 Great Northern Printing & Sign Co 65 8th Ave WN Kalispell MT 59901 (406) 752-8720 National Notary Association 9350 De Soto Ave Chatsworth, CA 91311 (818)739-4036 (818) 739-4000Missoula’s Office City 115 W Broadway Missoula, MT 59802 (406) 543-7171American Society of Notaries PO Box 5707 Tallahassee, FL 32314 (850) 671-5164Successful Signs & Awards 1200 Windmill Dr Columbia Falls, MT 59912 (406) 892-5351 Professional Impressions 1104 West Main Street Hamilton, MT 59840 (406) 363-0505 Western Awards & Engraving Co. 670 King Park Drive Stes 5 & 6 Billings, MT 59102 (406) 656-7204 Notary Stamp.com P.O. Box 445 Butler, WI 53007-0445 (800) 935-6443 Pickwick’s Office Works, Inc 601 9th St. S Great Falls, MT 59405 (406) 727-9465 Corp-Kit Northwest 468 Ash Road Unit F Kalispell, MT 59901 (406) 755-0446 [email protected] LMI Notary Service 208 James St Ste B Seattle, WA 98104 (808) 886-5299 Engraveables Custom Laser 819 16th St W Billings, MT 59102 (406) 245-1681 [email protected]   The…

image010.jpg

Filing Register Notices Electronically

Filing Your Notices Headers and Footers Naming Requirements File Name in Administrative Orders Email Notification Retrieving Corrected Files Formatting Register Pages To gain initial access. See your IT staff and find out your “full context.” Email that information to the ARM Bureau and we’ll get you set up. Filing Register Notices Electronically Click here for instructions on how to access your share folder. Headers and Footers Before you file your notices, confirm that you have inserted a header containing the page number and footer(s) containing either the MAR Notice No. for proposal notices or Montana Administrative Register followed by the MAR Notice No. for adoption notices (e.g., Montana Administrative Register 44-2-199).​   From the main tool bar under File Choose Page Setup… Under the Margins tab: Top: .5″ Bottom: .5″ Left: 1.5″ Right: .75″ Then click on the Layout tab. Choose Continuous under Section start. Then for Headers and Footers select: Different odd and even. Header: .3″ Footer: .7″ Use default settings for Vertical alignment: Top Use default setting for Apply to: Whole document     From the main tool bar under Insert Choose Page Numbers… Position: Top of page (Header) Alignment: Center Leave the default for Show number on first page checked. Click OK. This inserts the page number into a Header in your file. (1 is the default so you don’t have to type in a number.) From the main tool bar under View choose Header and Footer Select the number in the Odd Page Header box (this highlights the box the number is in). Add a hyphen to both sides of the number and check that the hyphens and number are formatted in Arial 12-point font. Set the right tab all the way to the margin at the 6.25″ right tab. To separate the page number from the text, add 2 hard returns…

Montana Notary Handbook

Montana notaries public hold an important office of public trust. The notary serves Montana’s citizens and businesses by insuring the validity of signatures on documents. To help Montana notaries effectively serve the public, the Secretary of State has created the Montana Notary Public Handbook. The Handbook includes information about how to become a notary public, how to properly perform a variety of notarial acts, and how to properly journalize performed notarial acts, along with other important information related to being a Montana Notary Public. The Handbook is available in a printable format using Adobe Reader and in a mobile version designed for smartphones. If needed, download Adobe Reader.    

Information For Certifying and Notarizing Official School Records for Foreign Use

American students planning on studying abroad and foreign students who have enrolled in a Montana high school or college will often have to provide copies of certain records as a condition of obtaining a visa or having the credits transfer back to their home country. We urge students (and host families) to be aware of all requirements and to allow plenty of time for obtaining the necessary documents, having the documents notarized or certified and then submitted to this office for the apostille or authentication. Carefully read the general information about obtaining apostilles or authentications in Montana, so you will be familiar with the steps needed to obtain the apostille or authentication certificates on your documents. There are two types of school documents that are routinely required to be submitted for apostille or authentication – transcripts and diplomas.  These documents are handled somewhat differently due to their classification as “public” vs “private” records in Montana.  A transcript is considered a public record and must be certified by a school official and then the official’s signature can be notarized.  An original diploma, on the other hand, can be copied and certified by any notary public. Below is the information applicable to each of these types of documents with illustrations of how the certification/notarization must be done. If you have any questions, please contact the Notary & Certifications Division staff at (406) 444-1877 or [email protected] for more information. School Transcripts State certified copies of school transcripts or grade reports are frequently requested for foreign exchange students. These documents must be properly certified by an authorized school official, such as a principal, registrar, superintendent, etc., and then notarized before you can send them to the Secretary of State’s Office for an apostille or authentication.  This can be done using the Certification of School…