Notary Verification —California- Lender/File Review Checklist Dan J. Harkey

Loan/File Number: __________________
Borrower Name: __________________
Property Address: __________________
Document Reviewed (e.g., Deed of Trust, Grant Deed, Affidavit): __________________
Date of Notarization Shown on Document: __________________
Name of Notary as Shown on Document: __________________
Commission Number as Shown on Document/Seal (if visible): __________________

Go to the California Secretary of State “Notary Public Listing” page. This is the official source for active California notary commissions.
Download the ZIP file from the Secretary of State listing page.
Download the ZIP file from the Secretary of State listing page and verify that it is the most recent version, as active-notary.txt is updated each business day to ensure the notary status is current and complete.
Confirm that the file used is the current version, as the active-notary file is updated each business day.

Search by last name, first name, and middle initial (if available). Your internal California notary verification notes describe this as the practical search method in the active file.
If you have the commission number, search by commission number as well. Your internal notes say the active file can also be searched by commission number.
Confirm the notary appears in the active file. If the notary appears in the file, the person is listed as holding an active California notary commission.

Match the name in the SOS file to the notary’s name shown on the document. Your internal notes caution that a commission number is valid only for the individual associated with that commission. Match the commission number in the SOS file to the number shown on the document or seal, if visible. The SOS active file includes the commission number, which helps ensure precise verification and builds confidence in the process.
Review the filing county code number/county of oath and bond shown in the SOS file. The active-notary file includes the filing county code number.
Review the commission expiration date shown in the SOS file. The active-notary file includes the commission expiration date.

Compare the commission expiration date to the notarization date on the document. Your internal notes state that, for a specific notarization review, the commission should be checked against the exact notarization date.
Document on whether the commission was active on the notarization date based on the active record reviewed. Your internal notes indicate that this date comparison is a key part of the review of a specific notarized document.

If the notary does not appear in the active file, treat the person as not currently listed as an active California notary in the SOS active listing. Your internal notes state that if the name does not appear in the active file, the person does not hold an active California notary commission.
For inactive, expired, revoked, suspended, or failed-to-qualify status, contact the California Secretary of State Notary Public Section directly. The SOS directs those inquiries to the Notary Public Section.
Contact information for follow-up:

Phone: (916) 653-3595
Office hours: Monday–Friday, 8:00 a.m. to 5:00 p.m. (excluding state holidays)
Mailing address: Notary Public Section, P.O. Box 942877, Sacramento, CA 94277–0001
Office location: 1500 11th Street, 3rd Floor, Sacramento, CA 95814

Notes / Exception Summary: __________________
Save a PDF or screenshot of the relevant SOS record or the search output used in the review, and note the date checked, to ensure proper documentation for audit and compliance purposes.

Dan J. Harkey