Wisconsin - U.S. Notary Reference
Last Update: April 4, 2024
QUICK FACTS
Notary Jurisdiction
Statewide (WS 140.02[5]).
Notary Term Length
Four years (WS 140.02[1][f]); four years or lifetime for attorneys (WS 1140.02[2][a]).
Notary Bond
$500 (WS 140.02[1][d]). No bond is required for attorneys holding permanent commissions.
Notary Seal
Required (WS 140.15[2]).
Notary Journal
Not required.
ADMINISTRATION AND RULES
Commissioning Official
Though the Governor appoints Wisconsin’s Notaries, the Secretary of Financial Institutions regulates and maintains records on them (WS 140.02).
Contact Information
Physical Address:
Wisconsin Department of Financial Institutions
4822 Madison Yards Way, North Tower
Madison WI 53705Mailing Address:
Wisconsin Department of Financial Institutions
PO Box 7847
Madison WI 53707Phone: 1-608-266-8915
Email: DFINotary@Wisconsin.gov
Website: https://dfi.wi.gov (Notary web pages may be found under “Consumer Services”).
Laws, Rules and Guidelines
Laws: Most Notary statutes are in the Wisconsin Statutes (WS) Chapter 140, “Notaries Public; Notarial Acts.”
Rules: Administrative rules governing Notaries are found in the Wisconsin Administrative Code (WAC), Chapter DFI-CCS 25).
Guidelines: Other guidelines for Notaries are in the “Notary Public Handbook” (NPH) (March 2024) published by the Department of Financial Institutions and available on the website.
In addition, the “Wisconsin Notary Public Tutorial” (NPT), accessible on the website, contains helpful guidelines.
COMMISSION AND APPOINTMENT
Commission Process
Qualifications: An applicant for a commission as a Wisconsin Notary Public must (WS 140.02[1]):
(a) be at least 18 years old,
(b) have at least the equivalent of an eighth-grade education,
(c) be a United States resident (i.e., maintain a permanent dwelling place in the United States and be in fact living in this country [NPH]),
(d) have knowledge and/or training with regard to the duties and responsibilities of a Wisconsin Notary, and
(e) not have an unacceptable arrest or conviction record (i.e., not have been convicted in state or federal court of a felony or a misdemeanor involving a violation of the public trust, unless a pardon has been issued). Notably, an applicant does not have to be a Wisconsin resident, nor a U.S. citizen.Residency: “Any United States resident who is at least 18 years of age may apply to become a notary public. ‘Resident’ means a person who maintains a permanent dwelling place in the United States and is in fact living in the United States. Your eligibility does not depend on immigration status, but rather on whether you maintain your permanent residence within the United States and meet the other eligibility requirements for a notary commission” (NPH).
Course: According to instructions on the application form, a free Online Tutorial must be taken by the applicant and passed with a score of at least 90% in order to demonstrate the requisite knowledge and/or training on the duties and responsibilities of a Wisconsin Notary. The Tutorial may be taken as many times as the applicant likes before taking the final exam – or retaken in the future as a refresher course. It must be taken in one sitting and cannot be saved.
Exam: The Online Tutorial includes a 30-question final assessment exam and is available on the Department of Financial Institution's website. After achieving a passing score of at least 90%, a “certificate of achievement” may be printed out and submitted with the application.
Application: Notary commission applicants may now apply and pay online. When using the online application, forms will need to be printed, completed and uploaded to the DFI online portal for processing and approval. (website, “Notary File Online”). The application by a non-attorney for a four-year commission must include: a notarized oath of office; a completed $500 surety bond; an imprint of the Notary seal that will be used (necessitating purchase of a seal before commissioning); a certificate verifying a passing score of 90-% on the Online Tutorial; and a $20 fee payable to the “Wisconsin Department of Financial Institutions.” Only after paying the $20 fee may the oath and bond forms be printed out.
Paper forms also may be mailed to the DFI for processing (website, “Notary Forms”).Background Screening: Not required.
Non-Residents: Any legal resident of the United States may obtain a Wisconsin Notary Commission, but the commission may only be used within the state.
Reappointment: For renewals, the Department of Financial Institutions is required by statute to mail an expiration notice to each Notary’s last known address; the reappointment procedure is otherwise the same as for the initial appointment.
“Is a Notary commission renewed automatically? – No, but notaries may be reappointed. The Wisconsin Department of Financial Institutions will send notice of an upcoming commission expiration by email or mail. The reappointment procedure is the same as the initial appointment” (NPH). Submitting the renewal code that appears on the expiration notice postcard will speed up the process.
Notification to Perform Remote Notarial Acts
Requirement: “Before a notary public performs the notary public’s initial notarial act for a remotely located individual under [WS] s. 140.145, the notary public shall notify the department that the notary public will be performing notarial acts for remotely located individuals under [WS] s. 140.145 and identify the technology the notary public intends to use. If the department has established standards for approval of technology pursuant to [WS] s. 140.27, the technology must conform to the standards. If the technology conforms to the standards, the department shall approve the use of the technology” (WS 140.20[2]).
See also WS 140.145(7), which emphasizes that if the Department of Financial Institutions has established standards for communication technology and identity proofing, these technologies must conform to the standards.
“How does the public know whether a notary is authorized to perform remote online notarizations? – Each approved technology provider is required to notify the Department of Financial Institutions when a Wisconsin notary completes training and becomes authorized to use its platform. The notary search will show the notary as a RON once the provider updates their list. You can search the list here to see if you are now indicated as a RON in Wisconsin. After completing training, notaries should check to confirm that they have been added to the list of Wisconsin notaries authorized to perform remote online notarizations. If a notary’s name does not appear within 14 days of completing training with an approved technology provider, the notary should contact the provider and ask them to get the information updated” (website, “Guidance for Notaries Seeking to Perform Remote Online Notarial Acts” [November 18, 2022]).
“Why may I begin to perform notarial acts for remotely located individuals? – You may begin to perform notarial acts for remotely located individuals only after you have done the following:
“(1) Obtained your certificate authorizing you to perform in-person notarial acts.
“(2) Reviewed the WDFI’s Guidance for Notaries Seeking to Perform Notarial Acts for Remotely Located Individuals. The Guidance describes the types of documents that may be notarized remotely, the technology providers that may be used in performing remote notarial acts, and the different requirements applicable to notarization of estate-planning documents for remotely located individuals.
“(3) Taken the necessary steps to comply with Wisconsin law governing notarization for remotely located individuals, which vary depending on the type of notarial act performed:
“a. For most notarial acts performed for remotely located individuals (other than the notarization of estate planning documents), you must follow the remote online notarization procedures set forth in section 140.145 of the Wisconsin Statutes and section DFI-CCS 25.03 of the Wisconsin Administrative Code, which are summarized in Part 2 of the WDFI’s Guidance for Notaries Seeking to Perform Notarial Acts for Remotely Located Individuals. Among other requirements, a notary must obtain authorization from an approved communication technology provider to use its system for remote online notarization and become knowledgeable about that provider’s system and processes, including completion of any relevant training or
instruction modules prepared by the provider. Communication technology providers are approved by WDFI and the Remote Notary Council if they meet security, recordkeeping and other standards to ensure the integrity of the notarial process. A list of approved providers is available on the WDFI website.
“b. For notarization of estate planning documents for remotely located individuals, you must follow the procedures set forth in section 140.147 of the Wisconsin Statutes, which are summarized in Part 3 of the WDFI’s Guidance for Notaries Seeking to Perform Notarial Acts for Remotely Located Individuals. Among other requirements, remote notarization of estate-planning documents must be performed via two-way real-time audiovisual communication and supervised by a Wisconsin-licensed attorney in good standing, who must complete and attach a special affidavit of compliance to the estate-planning document” (NPH).
Online Search
The roster of Wisconsin Notaries may be searched online by name, city, state and zip code on the Department of Financial Institutions’ website (“Notary Public Search”). A Notary’s address and commission term dates will be provided, as well as the type of commission (four-year or permanent).
Jurisdiction
“Notaries public have power to act throughout the state” (WS 140.02[5]).
“May I perform notarial acts in another state? – No. As a Wisconsin Notary Public, you may perform notarial acts only when located in the State of Wisconsin” (NPH).
“May I perform notarial acts in all counties of Wisconsin? – Yes. Your notary commission allows you to act as a Notary Public in all counties in the state of Wisconsin” (NPH).
Term Length
Notaries Public: “A certificate of appointment as a notary public for a term of 4 years stating the expiration date of the commission shall be issued to applicants who have fulfilled the requirements of this subsection” (WS 140.02[1][f]).
Attorney Notaries Public: “The secretary of financial institutions shall issue a certificate of appointment as a notary public to persons who qualify under the requirements of this subsection. The certificate shall state that the notary commission is permanent or is for 4 years” (WS 140.02[2]b]).
Attorneys do not have automatic notarial powers but must apply for a commission, either a regular four-year or a permanent commission (WS 140.02[2]). The application by an attorney licensed to practice law in Wisconsin for a permanent commission does not include an oath of office or a bond, but a seal imprint, a “Certificate of Good Standing” from the Wisconsin Supreme Court, and a $50 fee must be included. The applicant must never have had a law license suspended or revoked and must be currently licensed to practice law in Wisconsin.
“A permanent commission is valid as long as the attorney remains a United States resident licensed to practice law in Wisconsin” (NPH). Upon reinstatement of a revoked or suspended law license, a Wisconsin attorney may qualify only for a Notary commission term of four years (WS 140.02[2][am]).
Bond
“Qualified applicants shall be notified by the department to take and file the official oath and execute and file an official bond in the sum of $500, with a surety executed by a surety company and approved by the department” (WS 140.02[1][d]). No bond is required for permanent commissions held by attorneys.
Changes of Status
Contact Information Change: “You are required to give written notice of any change of contact information (including email address) to the Wisconsin Department of Financial Institutions within 10 days of the change. Keeping your address current will also ensure delivery of your commission expiration notice” (NPH; see WS 140.02[6m]). A form is available on the website. A Notary may move outside the state of Wisconsin and retain the commission.
Name Change: A Notary with a new legal name must submit a change of name form (available on the website) to the Department of Financial Institutions prior to using the new name as a Notary.
“If you change your name for any reason, it is strongly suggested that you purchase a new seal or rubber stamp stating your new name (and the words ‘State of Wisconsin’ and ‘Notary Public’). Obtain an Address/Name/Seal Change form from the DFI website …. You are required to complete and submit the Address/Name/Seal change form to the Wisconsin Department of Financial Institutions PRIOR to using your new name and seal for notary purposes” (NPH).
“For the remainder of your present commission, however, it is permissible to continue to perform notarial acts using a previous name so long as you continue to sign your name as stated on your seal or rubber stamp. Do not sign under a new or different name if it does not match the name on your seal or stamp. For notarization purposes, your signature must always exactly match the name indicated on your official notary seal or stamp” (NPH).Attorney-Notary Law License Change: “The supreme court shall file with the department notice of the surrender, suspension or revocation of the license to practice law of any attorney who holds a permanent commission as a notary public. Such notice shall be deemed a revocation of said commission” (WS 140.02[2][c]).
A formal opinion of the Wisconsin Attorney General issued July 13, 2009, concluded that Wisconsin attorneys who have had their law licenses suspended or revoked for any reason, whether disciplinary or administrative, are not statutorily entitled to permanent Notary commissions. Upon restatement of their law licenses, however, the opinion stated that such attorneys are entitled to a fixed four-year commission that may be renewed (OAG-03-09).
NOTARIAL ACTS
Authorized Acts
Notarial Acts: Wisconsin Notaries are authorized to perform the following notarial acts (WS 140.01[7] and 140.02[5]):
Take acknowledgments;
Administer oaths and affirmations;
Take verifications on oath or affirmation;
Witness or attest signatures;
Certify or attest copies of documents or other items;
Take depositions;
Note protests of negotiable instruments;
“[P]erform such other duties as by the law of nations, or according to commercial usage, may be exercised and performed by notaries public.”
Remote Notarial Acts: Wisconsin Notaries who have notified the Department of Financial Institutions that they will be performing remote notarial acts may perform any of the notarial acts listed above remotely.
“Except for the administration of an oath before a witness at a deposition, a notary public located in this state may perform a notarial act using communication technology for a remotely located individual …” (WS 140.145[3]).
Acknowledgments
Definition: “‘Acknowledgment’ means a declaration by an individual before a notarial officer that the individual has signed a record for the purpose stated in the record and, if the record is signed in a representative capacity, that the individual signed the record with proper authority and signed it as the act of the individual or entity identified in the record. (WS 140.01[1]).
“An acknowledgment is a formal declaration made by a person, stating that at the time the person signed a document, it was signed voluntarily, and with an understanding of its nature and purpose. In an acknowledgment, a person is not swearing to the truth of statements, but is confirming that they voluntarily signed a document, and that they understood the nature and purpose of the document” (NPT).Requirements: “A notarial officer who takes an acknowledgment of a record shall determine, from personal knowledge or satisfactory evidence of the identity of the individual, that the individual appearing before the officer and making the acknowledgment has the identity claimed and that the signature on the record is the signature of the individual.” (WS 140.05[1]).
“When a notary completes a certificate of acknowledgment, it will be assumed that the notary has done all of the following:
“1. Required that the acknowledging party be in the notary’s presence, either in-person or via an approved communication technology provider;
“2. Confirmed the party’s identity;
“3. Determined that the party was competent or capable of executing the record;
“4. Determined that the party signed the document knowingly and voluntarily; and
“5. Witnessed the acknowledging party actually signing the document, or, if the document was signed previously, has shown the signature to the party, and asked the party to confirm having made the signature knowingly and voluntarily” (NPH).
“If the document is an acknowledgment, the signer must appear in person before you and confirm that the signature on the document is theirs. You must be certain, either from your own personal knowledge or satisfactory evidence that the person who appears is in fact the person whose signature is on the document. You should also compare an example of that person’s signature with the signature on their document. You should personally know the signer, identify the signer upon the oath or affirmation of a credible witness personally known to you, or ask the signer for satisfactory identification. Of course, an acknowledgment also may be signed in your presence or by approved remote online notarization procedures” (NPT).
“If the document [certificate] is an acknowledgment, the person need not sign in front of you, BUT MUST appear before you and acknowledge execution of the document” (NPH).
Oaths and Affirmations
Definitions
“An oath is a solemn pledge attesting to the truth of given statements. An oath requires swearing, (and may be understood to call upon a Supreme Being as a witness), and is subject to penalties of perjury” (NPT).
“An affirmation is a solemn pledge attesting to the truth of given statements. An affirmation does not require swearing, but is still subject to penalties of perjury” (NPT).
Authorization: “An oath or affidavit required or authorized by law, except oaths to jurors and witnesses on a trial and such other oaths as are required by law to be taken before particular officers, may be taken before any judge, court commissioner, resident U.S. commissioner who has complied with ch. 140, clerk, deputy clerk or calendar clerk of a court of record, court reporter, notary public, town clerk, village clerk, city clerk, municipal judge, county clerk or the clerk’s deputy within the territory in which the officer is authorized to act, school district clerk with respect to any oath required by the elections laws; and, when certified by the officer to have been taken before him or her, may be read and used in any court and before any officer, board or commission. Oaths may be administered by any person mentioned in s. 885.01 (3) and (4) to any witness examined before him or her” (WS 887.01[1]).
Is there a difference between an oath and an affirmation? – As a practical matter, no. Both oaths and affirmations are solemn pledges attesting to the truth of given statements. The difference is that an oath requires swearing (and may be understood to call upon a Supreme Being as witness), while an affirmation does not. Both oaths and affirmations are subject to penalties of perjury” (NPH).Requirements: The “Notary Public Information” issued by the Wisconsin Department of Financial Institutions suggests the following wording for the administration of an oath for a sworn statement: “Would you please raise your right hand. [If affirmed]: Do you affirm under penalty of perjury that the statements in the document you have asked me to notarize are the truth, the whole truth, and nothing but the truth? [If sworn]: Do you solemnly swear that the statements in the document you have asked me to notarize are the truth, the whole truth, and nothing but the truth, so help you God?”
Verifications
Definitions: “‘Verification upon oath or affirmation’ means a declaration, made by an individual on oath or affirmation before a notarial officer, that a statement in a record is true” (WS 140.01[18]).
“‘Jurat’ is the traditional name used to refer to the notary’s written certificate, which should appear after the signature of a person who has given an oath or has made a sworn statement. The jurat must be signed and dated contemporaneously when the performance of the notarial act occurs, identify the jurisdiction in which the notarial act is performed, indicate that it is signed by a notarial officer of this State, and include the date of expiration, if any, of the officer's commission” (NPH).Requirements: “A notarial officer who takes a verification of a statement on oath or affirmation shall determine, from personal knowledge or satisfactory evidence of the identity of the individual, that the individual appearing before the officer and making the verification has the identity claimed and that the signature on the statement verified is the signature of the individual” (WS 140.05[2]).
If the document is an affidavit or other document requiring an oath, you MUST witness them signing it in real time. Check the wording on the jurat (certificate). If the words say ‘Signed before me …’ or ‘Subscribed and sworn to before me …’ then you you must witness the person signing the document in real time, either in-person or remotely via an approved communication technology provider. You can’t notarize a signature you didn’t witness. If the document is already signed, have the person sign again in your presence, above or below the other signature” (NPH).
“When a notary takes a sworn statement, or a statement made under oath or affirmation, it will be assumed that the notary has done all of the following:
“1. Required that the signing party making the statement be in the notary's presence, or by approved remote online notarization procedures;
“2. Satisfactorily identified the party;
“3. Required the party to specifically confirm that they swear, or affirm under penalty of perjury, that the statements in the document to be notarized are true; and
“4. Witnessed the party actually signing the document” (NPT).
Signature Witnessings or Attestations
Requirements: “A notarial officer who witnesses or attests to a signature shall determine, from personal knowledge or satisfactory evidence of the identity of the individual, that the individual appearing before the officer and signing the record has the identity claimed” (WS 140.05[3]).
“When a notary notarizes an unsworn signature, it will be assumed that the notary has done all of the following:”
“1. Required that the signing party be in the notary's presence, or by approved remote online notarization procedures;
“2. Satisfactorily identified the party; and
“3. Witnessed the party actually signing the document.
“There is no specific required language for performing the notary ‘ceremony’ of notarizing an unsworn signature, but whatever language you use should satisfy the items numbered 1-3 listed above” (NPH).
Copy Certifications
Requirements: “A notarial officer who certifies or attests a copy of a record or an item that was copied shall determine that the copy is a full, true, and accurate transcription or reproduction of the record or item” (WS 140.05[4]).
“May I make a certified copy of a birth certificate? – [Y]ou are strictly prohibited from making copies, certified or uncertified, of ‘vital records,’ which include certificates of birth, death, divorce, annulments, marriage, etc. Never notarize photocopies of vital records that a person may bring to you. Preparing or issuing anything that carries the appearance of an original or copy of a vital record could cause you to be fined not more than $10,000, imprisoned not more than 3 years, or both. Copies of vital records are appropriately obtained from their official custodian: a state or county office of vital records, or similar government records office” (NPH).
“‘Vital records’ means any of the following:
“(a) Certificates of birth, death, divorce or annulment, and termination of domestic partnership, marriage documents, and declarations of domestic partnership.
“(b) Worksheets that use forms that are approved by the state registrar and are related to documents under par. (a).
“(c) Data related to documents under par. (a) or worksheets under par. (b)” (WS 69.01[26]).Tangible Copy of Electronic Record: “A notarial officer may certify that a tangible copy of an electronic record is an accurate copy of the electronic record” (WS 140.04[3]).
Depositions
Authority: “Notaries public have power to … take depositions …” (WS 140.02[5]).
Requirements: Wisconsin Statutes Chapters 804 and 887 contain the rules related to the taking of depositions. A discussion of these rules is outside of the scope of this publication.
Protests
Definition: “A protest is a certificate of dishonor made by a U.S. consul or vice consul, or a notary public or other person authorized to administer oaths by the law of the place where dishonor occurs” (WS 403.505[2]).
Requirements: “A notarial officer who makes or notes a protest of a negotiable instrument shall determine the matters set forth in [WS] s. 403.505(2)” (WS 140.05[5]).
“A protest may be made upon information satisfactory to that person. The protest shall identify the instrument and certify either that presentment has been made or, if not made, the reason why it was not made, and that the instrument has been dishonored by nonacceptance or nonpayment. The protest may also certify that notice of dishonor has been given to some or all parties” (WS 403.505[2]).
STANDARDS OF PRACTICE
Personal Appearance
Notarial Acts: “If a notarial act relates to a statement made in or a signature executed on a record, the individual making the statement or executing the signature shall appear personally before the notarial officer” (WS 140.06).
Remote Notarial Acts: “A remotely located individual may comply with [WS] s. 140.06 by using communication technology to appear before a notary public” (WS 140.145[1m]).
“If the document is an acknowledgement, the signer must appear in person before you and confirm that the signature on the document is theirs” (NPT).
“Check the wording in the jurat (written notarial certificate for oaths) or other written notarial statement. If the words say ‘Signed before me....’, ‘Subscribed before me….’, ‘Subscribed and sworn to before me…. ’, or similar language, the person MUST sign the document in your presence or by approved remote online notarization procedures” (NPT).
Identification
Notarial Acts
Requirement: The following identification requirements apply to acknowledgments, verifications upon oath or affirmation and to witnessing or attesting signatures:
Personal Knowledge: “A notarial officer has personal knowledge of the identity of an individual appearing before the officer if the individual is personally known to the officer through dealings sufficient to provide reasonable certainty that the individual has the identity claimed” (WS 140.07[1]).
“While there is no set formula for determining when the notary’s prior dealings with an individual are sufficient to provide reasonable certainty as to the individual’s identity, courts have noted that it “'involves something more than mere casual meetings, and must be based upon a chain of circumstances surrounding the person tending to show that he is the party he purports to be.' [Citing Anderson v. Aronsohn, 219 P. 1017, 1018 (Cal. Ct. App. 1923). Relevant circumstances include the length of time the notary has known the individual, the types of interactions, and the level of information gleaned from these interactions” (website, “Guidance on the Performance of Notarial Acts Based on Personal Knowledge” [December 10, 2020]).
“Before performing a notarial act on the basis of personal knowledge, a notary should ask:
“1) Do I have something more than a mere acquaintance with the individual?
“2) How long have I known the individual? How many times have we spoken?
“3) Have I seen the individual interacting with others? Do these other people know the individual by the same identity as I do?
“4) How many times have I seen others I know interact with the individual? Have they identified the individual as the same person I know them to be?
“5) Do I have any reasonable doubts about the individual’s identity?
“6) Am I willing to risk the consequences if I am wrong about the individual’s identity? (website, “Guidance on the Performance of Notarial Acts Based on Personal Knowledge” [December 10, 2020]).Satisfactory Evidence: “A notarial officer has satisfactory evidence of the identity of an individual appearing before the officer if the officer can identify the individual in any of the following ways:
“(a) By means of any of the following:
“1. A passport, vehicle operator’s license, or government-issued identification card, which is current or expired not more than 3 years before performance of the notarial act.
“2. Another form of government identification issued to an individual, which is current or expired not more than 3 years before performance of the notarial act, contains the signature or a photograph of the individual, and is satisfactory to the officer.
“(b) By a verification on oath or affirmation of a credible witness personally appearing before the officer and known to the officer or whom the officer can identify on the basis of a passport, vehicle operator’s license, or government-issued identification card, which is current or expired not more than 3 years before performance of the notarial act” (WS 140.007[2]).Additional Information or Credentials: “A notarial officer may require an individual to provide additional information or identification credentials necessary to assure the officer of the identity of the individual” (WS 140.07[3]).
Types of ID: “Whenever you perform a notarial act, you must personally know the signer, or identify the signer upon oath or affirmation of a credible witness personally known to you, or ask the signer for satisfactory identification. Satisfactory identification includes a passport, vehicle operator’s license, a government-issued identification card, or other form of government identification that is not more than three years’ expired and which contains the signature and photograph of the individual. For remote online notarizations, identification can be confirmed by the approved provider’s identity-proofing procedures ”(NPT).
Remote Notarial Acts
Definition: “‘Identity proofing’ means a process or service by which a 3rd person provides a notary public with a means to verify the identity of a remotely located individual by a review of personal information from public or private data sources” (WS 140.145[1][c]).
Requirement: A Notary may perform a notarial act for a remotely located individual if the Notary has any of the following:
“1. Personal knowledge under [WS] s. 140.07 (1) of the identity of the individual.
”2. Satisfactory evidence of the identity of the remotely located individual by oath or affirmation from a credible witness appearing before the notary public under [WS] s. 140.07 (2) or this section.
”3. Obtained satisfactory evidence of the identity of the remotely located individual by using at least 2 different types of identity proofing” (WS 140.145[3][a]).Multiple Factors: “Principal identity verification for Remote Online Notarization services must include consistent Multi-Factor Authentication procedures:
“i. Each Principal’s identity credential must be verified against trusted third-party data sources;
“ii. Each Principal’s identity must be bound to each individual Principal following successful Knowledge-Based Authentication, or another form of authentication or trusted third-party identity verification such as online banking authentication; and
“iii. Procedures must provide for human visual comparison between the Principal’s identity credential presented to the Notary and the Principal himself or herself” (website, “Guidance on Identity Proofing” [November 4, 2020]).Credential Analysis: “Remote Online Notarization service providers must use automated software processes to aid the Notary with their role in verifying each Principal’s identity.
“i. The credential must pass an authenticity test, consistent with sound commercial practices that:
“1. Use appropriate technologies to confirm the integrity of visual, physical or cryptographic security features;
“2. Use appropriate technologies to confirm that the credential is not fraudulent or inappropriately modified;
“3. Use information held or published by the issuing source or authoritative source(s), as available, to confirm the validity of credential details; and
“4. Provide the output of the authenticity test to the Notary.
“ ii. The credential analysis procedure must enable the Notary to visually compare both of the following for consistency:
“1. The information and photo on the presented credential image; and
“2. The Principal as viewed by the Notary in real time through the audio/video system.
“iii. Credential Type Requirements
“1. Must be a government-issued document meeting the requirements of the State that contains a photograph of the individual, may be imaged, photographed and video recorded under applicable state and federal law, and can be subjected to credential analysis.
“iv. Credential Image Capture: The credential image capture procedure must confirm that:
“a. The Principal is in possession of the credential at the time of the Notarial Act;
“b. Credential images submitted for credential analysis have not been manipulated; and
“c. Credential images match the credential in the Principal’s possession.
“2. The following general principles should be considered in the context of image resolution:
“a. Captured image resolution should be sufficient for the service provider to perform credential analysis per the requirements above.
“b. Image resolution should be sufficient to enable visual inspection by the Notary, including legible text and clarity of photographs, barcodes, and other credential features.
“c. All images necessary to perform visual inspection and credential analysis must be captured—e.g., U.S. Passport requires identity page, state driver’s licenses require front and back” (website, “Guidance on Identity Proofing” [November 4, 2020]).Dynamic Knowledge-Based Authentication: “A Dynamic Knowledge-Based Authentication procedure must meet the following requirements:
“i. Each Principal must answer questions and achieve a passing score.
“1. MISMO [Mortgage Industry Standards Maintenance Organization] recommends:
“a. Five questions drawn from public or private data sources.
“b. A minimum of five possible answer choices per question.
“c. At least four of the five questions answer correctly (a passing score of 80%).
“d. All five questions answered within two minutes.
“ii. Each Principal to be provided a reasonable number of attempts per Signing Session.
“1. MISMO recommends:
“a. If a Principal fails their first quiz, they may attempt up to two additional quizzes within 48 hours from the first failure.
“b. During any quiz retake, a minimum of 40% (two) of the prior questions must be replaced.
iii. The Remote Online Notarization system provider must not include the KBA procedure as part of the video recording or as part of the system-provided person-to-person video interaction between the Notary and the Signatory, and must not store the data or information presented in the KBA questions and answers. However, the output of the KBA assessment procedure must be provided to the Notary” (website, “Guidance on Identity Proofing” [November 4, 2020]).Workflow Continuity: “If a principal must exit the workflow, they must meet the criteria outlined in this [Credential Analysis and Authentication] section and restart the Credential Analysis and Authentication workflow from the beginning” (website, “Guidance on Identity Proofing” [November 4, 2020]).
Refusal of Services
Specific Grounds: “A notarial officer may refuse to perform a notarial act if the officer is not satisfied with respect to any of the following:
“(a) That the individual executing the record is competent or has the capacity to execute the record.
“(b) That the individual’s signature is knowingly and voluntarily made” (WS 140.08[1]).General Grounds: A notarial officer may refuse to perform a notarial act unless refusal is prohibited by law other than this chapter [WS 140]” (WS 140.08[2])
Incomplete Documents
“It is always advisable to check the document to be sure there are no blanks or incomplete statements. If, for instance, the document has blanks for two persons to sign, but you are witnessing only one signature, cross out and initial the blank line. This could prevent another person from signing it later” (NPH).
Signature by Proxy
“If an individual is physically unable to sign a record, the individual may direct an individual other than the notarial officer to sign the individual’s name on the record. The notarial officer shall insert ‘Signature affixed by (name of other individual) at the direction of (name of individual)’ or words of similar import” (WS 140.09).
Comparing Signatures
“You should also compare an example of that person’s signature with the signature on their document” (NPT).
Disqualifying Interest
Personal, Spouse or Partner: “A notarial officer may not perform a notarial act with respect to a record to which the officer or the officer’s spouse or domestic partner is a party or in which either of them has a direct beneficial interest. A notarial act performed in violation of this subsection is voidable” (WS 140.04[2]).
“Should I witness my own signature? That of my spouse? – No. The notarial process is designed to provide an impartial third-party witness to signatures. You are not an impartial third-party witness [to] your own signature, and you’ll generally have a direct beneficial interest in documents signed by your spouse” (NPH).Corporate or Bank Notaries: “It shall be lawful for any notary public who is a stockholder, director, officer, or employee of a bank or other corporation to take the acknowledgment of any party to any written instrument executed to or by such corporation, or to administer an oath to any other stockholder, director, officer, employee, or agent of such corporation, or to protest for nonacceptance or nonpayment bills of exchange, drafts, checks, notes, and other negotiable instruments which may be owned or held for collection by such corporation, if such notary is not a party to such instrument, either individually or as a representative of such corporation” (WS 220.18).
Unauthorized Practice of Law
Preparing Documents: May I help my customers prepare the papers they need notarized? – No, unless you are an attorney licensed to practice law in Wisconsin. A Notary Public, who is not an attorney, may not engage in the practice of law – which includes the preparation of legal papers, such as wills, contracts, deeds, powers of attorney, etc” (NPH).
Foreign Languages
Foreign-Language Documents: “There is no reference in the Wisconsin Statutes that prohibits you from notarizing a document written in a foreign language. However, if you do not understand the contents of the documents, you are encouraged to find another notary who does understand it, or refer the requestor to a language department, foreign students’ office, or a consulate” (NPH).
Foreign-Language Signers: “You may proceed with the notarial act if you are certain the signer understands the content of the document and realizes the consequences of signing it” (NPT).
Immigration Matters
Prohibitions: A notary public appointed under this subsection may not do any of the following:
“1. State or imply that he or she is an attorney licensed to practice law in this state.
“2. Solicit or accept compensation to prepare documents for or otherwise represent the interests of another person in a judicial or administrative proceeding, including a proceeding relating to immigration to the United States or U.S. citizenship.
“3. Solicit or accept compensation to obtain relief of any kind on behalf of another person from any officer, agent, or employee of this state, a political subdivision of this state, or the United States.
“4. Use the phrase “notario,” “notarizaciones,” “notarizamos,” or “notario publico,” or otherwise advertise in a language other than English on signs, pamphlets, stationery, or other written communication, by radio or television, or on the Internet his or her services as a notary public if the advertisement fails to include, in English and the language of the advertisement, all of the following:
“a. The statement, if in a written advertisement, in all capital letters and the same type size: ‘I AM NOT AN ATTORNEY LICENSED TO PRACTICE LAW IN WISCONSIN AND MAY NOT GIVE LEGAL ADVICE OR ACCEPT FEES FOR LEGAL ADVICE.’ If the advertisement is given orally, the statement may be modified but must include substantially the same message and be understandable.
“b. The fees that a notary public may charge….” (WS 140.01[1][i]).Exemption: The prohibitions under 2. and 3. above do not apply to a Notary who is an “accredited representative,” as defined in 8 CFR 292.1(a)(4) (WS 140.02[j]).
Penalty: For a first-time violation of any of the above, a person may be fined not more than $10,000 or imprisoned for not more than nine months, or both. For a second violation, a person may be fined not more than $10,000 or imprisoned for not more than 6 years or both (WS 140.02[k]).
In-Person Electronic Notarial Acts
Applicable Law
Uniform Electronic Transactions Act: Wisconsin has adopted an amended version of the Uniform Electronic Transactions Act (WS 137.11 through 137.24, Chapter 137, Subchapter II, “Electronic Transactions and Records; Electronic Notarization and Acknowledgment”), including the provision, slightly modified, on electronic notarization and acknowledgment, thereby recognizing as legally valid electronic signatures used by Notaries: “If a law requires a signature or record to be notarized, acknowledged, verified, or made under oath, the requirement is satisfied if the electronic signature of the person authorized to administer the oath or to make the notarization, acknowledgment, or verification, together with all other information required to be included by other applicable law, is attached to or logically associated with the signature or record” (WS 137.19).
Uniform Real Property Electronic Recording Act: Wisconsin has enacted the Uniform Real Property Electronic Recording Act, which stipulates: “A requirement that a document or a signature associated with a document be notarized, acknowledged, verified, witnessed, or made under oath is satisfied if the electronic signature of the person authorized to perform that act, and all other information required to be included, is attached to or logically associated with the document or signature. A physical or electronic image of a stamp, impression, or seal need not accompany an electronic signature” (WS 706.25[2][c]).
Revised Uniform Law on Notarial Acts: In 2020, Wisconsin enacted the Revised Uniform Law on Notarial Acts provisions regarding notarizations on electronic records. These provisions are summarized below.
Technology Systems
Approval of System Providers: Not required.
List of System Providers: Not provided.
Tamper-Evident Technology: A notary public may select one or more tamper-evident technologies to perform notarial acts with respect to electronic records. A person may not require a notary public to perform a notarial act with respect to an electronic record with a technology that the notary public has not selected” (WS 140.20[1]).
Notification or Registration: Unlike most states that have enacted the Revised Uniform Law on Notarial Acts, Wisconsin does not require Notaries to first notify the Department of Financial Institutions that they will be performing notarial acts with respect to electronic records. Thus, any Wisconsin Notary Public may perform in-person electronic notarial acts under the authority of a Notary Public commission.
Remote Notarial Acts
Applicable Law
Revised Uniform Law on Notarial Acts: In 2020, Wisconsin enacted the Revised Uniform Law on Notarial Acts amendments regarding notarizations for remotely located individuals. These provisions are summarized below.
Wisconsin Administrative Code, Chapter DFI-CCS 25: The Department of Financial Institutions adopted rules implementing the Revised Uniform Law on Notarial Acts provisions on notarizations for remotely located individuals. These rules are summarized below.
Guidance: The Department of Financial Institutions has issued the following guidance on notarial acts for remotely located individuals that is available on its website:
Guidance for Notaries Seeking to Perform Remote Online Notarial Acts (updated November 2022)
Guidance for Individuals Seeking Remote Online Notarial Services (November 2022)
Guidance on Identity Proofing (November 4, 2020)
Guidance on the Performance of Notarial Acts on the Basis of Personal Knowledge (December 10, 2020)
Remote Notary Council: “There is created a remote notary council which is attached to the department of financial institutions under [WS] s. 15.03. (b) The council shall be composed of the following members appointed for 3−year terms:
“1. One member who represents an association of title insurance companies.
“2. One member who represents attorneys who practice real estate law.
“3. One member who represents an association of bankers.
“4. One member who represents the providers of communication technology used to perform a notarial act involving a remotely located individual.
“5. The secretary of financial institutions or the secretary’s designee” (WS 15.185[8]).
The remote notary council is tasked with the following responsibilities:
(a) Adopt standards to implement WS 140.145 (WS 140.145[11][a]).
(b) Review the statutes related to notarial acts for remotely located individuals and recommend to the legislature any changes in the statutes that the council finds necessary or advisable (WS 140.145[11][c]).
(c) Approve or deny applications of providers of communication technology (DFI-CCD 25.04[2] and [3]).
(d) Restrict, limit, suspend, or terminate a provider approval (DFI-CCD 25.04[5]).Technology Systems
Approval of System Providers: Required.
List of Approved Providers: The Department of Financial Institutions maintains a listing of providers whose technology systems have been approved for use by Wisconsin Notaries at https://wdfi.org/apps/NotaryTechProvider/TechProvider.
Approval Requirements: “A provider of communication technology may request approval of the remote notary council by submitting documentation or other evidence to the department, in a form and manner acceptable to the department, that explains all the following:
“(a) How the provider will ensure that notarial acts for a remotely located individual performed on the provider's platform by a notary public of this state comply with the requirements of ss. 140.145 and 140.20, Stats., and this chapter.
“(b) The proposed method of performing a notarial act involving a remotely located individual using the provider's communication technology.
“(c) The proposed method by which a provider's identity proofing will operate to ensure compliance with s. 140.07, Stats.
“(d) Whether the provider's technology and identity proofing processes meet the most current standards of the Mortgage Industry Standards Maintenance Organization.
“(e) The means used to ensure that notarial acts for a remotely located individual are accurate, authentic, resistant to tampering, and tamper-evident.
“(f) The means used to ensure that all parties using the communication technology are viewing the same record, and that all signatures, changes, and attachments to the record are made in real time.
“(g) The means used to ensure that the communication technology is secure from hacking or interception.
“(h) The means used to ensure that a notarial act for a remotely located individual is recorded and adequately preserved for a period of at least seven years after the recording is made.
“(i) The means used to ensure that a notary public is properly instructed and competent to perform a notarial act for a remotely located individual using the provider's communication technology.
“(j) All jurisdictions in which a provider's communication technology has been approved or disapproved for the performance of a notarial act for a remotely located individual.
“(k) A provider's experience utilizing the means, processes, and procedures described in this subsection.
“(l) Any warning letters or complaints received, or disciplinary actions taken against a provider in any other jurisdiction.
“(m) Any pending or adjudicated lawsuits against a provider relating in any way to the performance of notarial acts using the provider's communication technology in any jurisdiction.
“(n) Whether the provider has and will maintain insurance coverage or other security for potential errors or omissions relating to the communication technology or provider's processes.
“(o) Any other information that the department or remote notary council requests and believes is necessary or helpful in evaluating a provider's request for approval” (WAC DFI-CCS 25.04[2]).
“(a) Once the department is satisfied that a provider's application includes the information required in sub. (2), the department shall schedule the application for consideration at a forthcoming meeting of the remote notary council.
“(b) A representative of the applicant with knowledge of its processes and authority to make binding representations on its behalf shall be available to participate in the meeting and respond to questions from remote notary council members. Unless otherwise specified by the remote notary council, the representative may participate by phone or other remote means.
“(c) Upon consideration of the merits of the applicant and application, the remote notary council may approve the application, impose additional conditions or limitations upon approval, deny the application, table the application for further deliberation at a subsequent meeting, or require the applicant to supplement the application with additional explanations, information, or evidence of its ability to ensure compliance with state law.
“(d) Upon approval of a provider's application, the department shall add the provider to a public list of approved providers of communication technology for notarial acts for remotely located individuals” (WAC DFI-CCS 25.04[3]).Notary Knowledge of System: “A notary public of this state may perform a notarial act for a remotely located individual if all the following apply:
“(1) The notary public performs the notarial act by utilizing a communication technology provider that has authorized the notary public to utilize its technology and has been approved pursuant to s. DFI-CCS 25.04, or by utilizing an alternative process that has been approved pursuant to s. DFI-CCS 25.05.
“(2) The notary public has reviewed and understands s. 140.145, Stats., and all guidance published on the department's website regarding the performance of notarial acts for remotely located individuals.
“(3) The notary public is competent with the technologies and processes to be utilized in performing notarial acts for remotely located individuals” (WAC DFI-CCS 25.03).Change or Use Multiple Providers: “Can notaries change technology providers, or become authorized to use multiple providers? – Yes. Notaries are free to change technology providers or to utilize more than one approved provider at a time. The notary must, however, complete the onboarding and training process with each approved provider used” (website, “Guidance for Notaries Seeking to Perform Remote Online Notarial Acts” [November 18, 2022]).
Differences Between Approved Providers: “Are there any differences between the approved technology providers? – Yes. While all approved providers must be willing and able to meet the conditions established by the Remote Notary Council and the Department of Financial Institutions, their business models and service offerings vary widely. Some providers are presently geared toward certain sectors or transactions requiring notarizations (such as real estate closings), while others are designed to accommodate a broader array of notarial acts. Some retain recordings on the notary’s behalf for the full seven years, while others may require the notary to download and retain the recordings themselves. The providers also use different fee structures to support their operations, and some providers make their services available only to organizations rather than individual notaries” (website, “Guidance for Notaries Seeking to Perform Remote Online Notarial Acts” [November 18, 2022]).
Confirmation of the Record: A Notary may perform a notarial act for a remotely located individual if “the notary public is able reasonably to confirm that a record before the notary public is the same record in which the remotely located individual made a statement or on which the individual executed a signature” (WS 140.145[3][b]).
Audio-Visual Recording: For the requirement that Notaries create and maintain a recording of each remote notarial act, see “Records of Notarial Acts,” below.
Remotely Located Individual Outside the United States: A Notary may perform a notarial act for a remotely located individual outside the United States if all of the following are satisfied:
(a) The record is to be filed with or relates to a matter before a public official or court, governmental entity, or other entity subject to the jurisdiction of the United States.
(b) The record involves property located in the territorial jurisdiction of the United States or involves a transaction substantially connected with the United States.
(c) The act of making the statement or signing the record is not prohibited by the foreign state in which the remotely located individual is located (WS 140.145[3][d]).Remote Notarial Acts on Estate Planning Documents
Definition: “Estate planning document” means any of the following:
“1. A will or a codicil.
“2. A declaration of trust or other document creating a trust as provided in [WS] s. 701.0401 or an amendment to a declaration of trust or other document creating a trust.
“3. A certification of trust as provided in [WS] s. 701.1013.
“4. A power of attorney for finances and property.
“5. A power of attorney for health care.
“6. A marital property agreement or an amendment to a marital property agreement.
“7. A written instrument evidencing a nonprobate transfer pursuant to [WS] s. 705.10, 705.15, 705.18, or 766.58 (3) (f).
“8. A declaration to health care professionals.
“9. An authorization for final disposition.
“10. An authorization for use and disclosure of protected health information.
“11. An instrument of disclaimer under s. 854.13.
“12. An instrument exercising a power of appointment under [WS] ch. 702” (WS 140.147[1][a]).Legal Effect: “An estate planning document may not be denied legal effect or enforceability relating to a transaction solely because a notarial act was performed in compliance with this section” (WS 140.147[2][a]).
Procedures for Remote Notarial Act: “For purposes of signing an estate planning document, a remotely located individual may comply with s. 140.06 by appearing before a notary public via 2-way, real-time audiovisual communication technology if all of the following requirements are satisfied:
“(a) The signing is supervised by an attorney in good standing licensed to practice law in this state. The supervising attorney may serve as the notary public.
“(b) The remotely located individual attests to being physically located in this state during the 2-way, real-time audiovisual communication.
“(c) The notary public attests to being physically located in this state during the 2-way, real-time audiovisual communication.
“(d) The remotely located individual positively confirms the remotely located individual’s identity. If the remotely located individual is not personally known to the notary public and the supervising attorney, the remotely located individual shall provide satisfactory evidence of the remotely located individual’s identity as provided in s. 140.07.
“(e) The remotely located individual identifies anyone else present in the same physical location as the remotely located individual. If possible, the remotely located individual shall make a visual sweep of the remotely located individual’s physical surroundings so that the notary public and the supervising attorney can confirm the presence of any other persons.
“(f) The remotely located individual displays the estate planning document, confirms the total number of pages and the page number on which the remotely located individual’s signature is to be affixed, and declares to the notary public and the supervising attorney that the remotely located individual is 18 years of age or older, that the document is the remotely located individual’s estate planning document, and that the document is being executed as a voluntary act.
“(g) The remotely located individual, or another individual 18 years of age or older authorized to sign on behalf of the remotely located individual at the express direction and in the physical presence of the remotely located individual, signs the estate planning document in a manner that allows the notary public and the supervising attorney to see the signing. If the estate planning document is signed by someone on behalf of the remotely located individual, the signing shall comply with s. 140.09.
“(h) The audiovisual communication technology used allows communication by which a person is able to see, hear, and communicate in an interactive way with another person in real time using electronic means, except that if the remotely located individual, the notary public, or the supervising attorney has an impairment that affects hearing, sight, or speech, assistive technology or learned skills may be substituted for audio or visual if it allows that person to actively participate in the signing in real time.
“(i) The estate planning document indicates that it is being executed pursuant to this section” (WS 140.147[3][a]-[g]).Transmission of Estate Planning Document: One of the following 3 scenarios must apply:
“1. The remotely located individual, or another person at the direction of the remotely located individual, personally delivers or transmits by U.S. mail or commercial courier service the entire signed original estate planning document to the supervising attorney within a reasonable time after the signing. The supervising attorney then personally delivers or transmits by U.S. mail or commercial courier service the entire signed original estate planning document to the notary public within a reasonable time. The notary public then performs the intended notarial act and forwards the entire original estate planning document by personal delivery or U.S. mail or commercial courier service to the supervising attorney within a reasonable time.
“2. The remotely located individual, or another person at the direction of the remotely located individual, personally delivers or transmits by U.S. mail or commercial courier service the entire signed original estate planning document to the supervising attorney within a reasonable time after the signing and transmits by facsimile or electronic means a legible copy of the entire signed estate planning document directly to the notary public within a reasonable time after the signing. The notary public then performs the intended notarial act and personally delivers or transmits by U.S. mail or commercial courier service the entire signed copy of the estate planning document to the supervising attorney within a reasonable time. The signed original and signed copy together shall constitute one original document unless the supervising attorney, within a reasonable time after receiving the signed original and signed copy, compiles the signed original and signed copy into one document by attaching the page or pages containing the notarial act to the original signed by or on behalf of the remotely located individual, in which case the compiled document shall constitute the original.
“3. The remotely located individual, or another person at the express direction of the remotely located individual, and the notary public sign identical copies of the original estate planning document. The remotely located individual, or another person at the direction of the remotely located individual, and the notary public personally deliver or transmit by U.S. mail or commercial courier service the signed originals to the supervising attorney within a reasonable time after the signing and performance of the notarial act. All of the originals together shall constitute one document unless the supervising attorney, within a reasonable time after receiving all signed originals, compiles the originals into one document by attaching the page or pages containing the notarial act to the original signed by or on behalf of the remotely located individual, in which case the compiled document shall constitute the original.Affidavit of Attorney: The supervising attorney must complete and attach to the estate planning document an affidavit of compliance that contains the following information (WS 140.147[3][k]:
The name and residential address of the remotely located individual.
The name and residential or business address of the Notary.
The address within Wisconsin where the remotely located individual was physically located at the time that the estate planning document was signed by the remotely located individual or another individual on behalf of the remotely located individual.
The address within Wisconsin where the Notary was physically located at the time the Notary witnessed the remotely located individual’s signing of the estate planning document.
A statement that the remotely located individual and Notary were known to each other and the supervising attorney or a description of the form of identification used to confirm the identity of the remotely located individual.
The identity of anyone else present in the same physical location as the remotely located individual during the signing.
Confirmation that the remotely located individual declared that the remotely located individual is at least 18 years of age, that the document is the remotely located individual’s estate planning document, and that the document was being executed as the remotely located individual’s voluntary act.
Confirmation that the Notary and the supervising attorney were able to see the remotely located individual, or an individual at least 18 years of age or older at the express direction and in the physical presence of the remotely located individual, sign, and that the remotely located individual appeared to be 18 years of age or older and acting voluntarily, if applicable.
A description of the audiovisual technology used for the signing process.
If the estate planning document was not signed in counterpart, a description of the method used to forward the estate planning document to the Notary and to the supervising attorney upon completion of the signing process.
If the estate planning document was signed in counterpart, a description of the method used to forward each counterpart to the supervising attorney and, if applicable, how and when the supervising attorney physically compiled the signed paper counterparts into a single document.
The name, state bar number, and business or residential address of the supervising attorney.
Any other information that the supervising attorney considers to be material with respect to the remotely located individual’s capacity to sign a valid estate planning document, the remotely located individual’s and notary public’s compliance with this section, or any other information that the supervising attorney deems relevant to the signing of the estate planning document.
See “Certificate of Notarial Act,” below for the notarial certificate form that may be used for a remote notarization of an estate planning document.
Privacy and Confidentiality
Documents and Information: “Except as provided in par. (c), a notary public or any provider of communication technology shall keep confidential all documents and information provided to the notary public or provider of communication technology or contained in any documents reviewed by the notary public or provider of communication technology while performing his, her, or its duties as a notary public or provider of communication technology and may release the documents or the information to a 3rd person only with the separate written consent, independent from any other consent, permission, disclosure, or acknowledgement, in a manner consistent with applicable law, of the person who requested the services of the notary public or provider of communication technology. The prohibition under this paragraph does not apply when the notary public or the provider of communication technology is complying with a request from a regulatory agency or supervisory agency or is responding to a lawful subpoena or court order” (WS 140.02[5m][b]).
“Are notaries and communication technology providers subject to confidentiality requirements? – Yes. Notaries and providers of communication technology used for remote online notarization must keep confidential all documents and information provided to them in the course of performing their duties. They may disclose the documents or information only (1) with the separate written consent of the person who requested their services, or (2) as necessary to comply with a subpoena, court order, or request from a regulatory or supervisory agency” (website, “Guidance for Notaries Seeking to Perform Remote Online Notarial Acts” [December 23, 2020]).Deposition Transcripts: “1. A notary public or provider of communication technology may release deposition transcripts to all parties of record in an action.
“2. Subject to subd. 1., a notary public or provider of communication technology may not release deposition transcripts that have not been made part of the public record to a 3rd party without the written consent of all parties to the action and the deponent unless required by a regulatory agency or supervisory agency or in response to a lawful subpoena or court order.
“3. When a deposition transcript has been made part of the public record, a notary public who is also a court reporter may, subject to a protective order or agreement to the contrary, release the deposition transcript or sell the transcript to 3rd parties without the consent of the person who requested the services of the notary public” (WS 140.02[5m][c]).Penalty: “(c) Any notary public violating this subsection shall be subject to the provision of sub. (8) and may be required to forfeit not more than $500” (WS 140.02[5m]).
Sundays and Holidays
“May I perform notarial acts on a Sunday or holiday? – Yes. There is no section of the Wisconsin Statutes that makes it unlawful for a notary to act on a Sunday or holiday” (NPH).
CERTIFICATE OF NOTARIAL ACT
Certificate Requirements
General Requirement: “A notarial act must be evidenced by a certificate” (WS 140.15[1]).
Specific Requirements: The certificate must satisfy all of the following:
“(a) Be executed contemporaneously with the performance of the notarial act.
“(b) Be signed and dated by the notarial officer and, if the notarial officer is a notary public, be signed in the same manner as on file with the department.
“(c) Identify the jurisdiction in which the notarial act is performed.
“(d) Contain the title of office of the notarial officer.
“(e) If the notarial officer is a notary public, indicate the date of expiration, if any, of the officer’s commission” (WS 140.15[1]).Tangible Records: “If a notarial act regarding a tangible record is performed by a notary public, an official stamp must be affixed to or embossed on the certificate. If a notarial act is performed regarding a tangible record by a notarial officer other than a notary public and the certificate contains the information specified in [WS 140.15] sub. (1)(b), (c), and (d), an official stamp may be affixed to or embossed on the certificate” (WS 140.15[2]).
Electronic Records: “If a notarial act regarding an electronic record is performed by a notarial officer and the certificate contains the information specified in [WS 140.15] sub. (1)(b), (c), and (d), an official stamp may be attached to or logically associated with the certificate” (WS 140.15[2]).
Certificate Forms
Wisconsin has adopted the Revised Uniform Law on Notarial Acts and the Act’s short-form certificates. These certificate forms appear below.
Acknowledgment by Individual (WS 140.16[1]) State of Wisconsin This record was acknowledged before me on ____________ (date) by ____________ (name[s] of individuals[s]). ____________ (Signature of notarial officer) (Stamp) |
Acknowledgment by Representative (WS 140.16[2]) State of Wisconsin This record was acknowledged before me on ____________ (date) by ____________ (name[s] of individuals[s]) as ____________ (type of authority, such as officer or trustee) of ____________ (name of party on behalf of whom record was executed). ____________ (Signature of notarial officer) (Stamp) |
Verification upon Oath or Affirmation (WS 140.16[3]) State of Wisconsin Signed and sworn to (or affirmed) before me on ____________ (date) by ____________ (name[s] of individual[s] making statement). ____________ (Signature of notarial officer) (Stamp) |
Signature Witnessing or Attestation (WS 140.16[4]) State of Wisconsin Signed [or attested] before me on ____________ (date) by ____________ (name[s] of individual[s]). ____________ (Signature of notarial officer) (Stamp) |
Copy Certification (WS 140.16[5]) State of Wisconsin I certify that this is a true and correct copy of a record in the possession of ____________ (holder of original document). Dated: ____________ ____________ (Signature of notarial officer) (Stamp) |
Remote Notarial Acknowledgment for Estate Planning Document (WS 140.147[7]) State of Wisconsin This record was virtually acknowledged before me pursuant to Wis. Stat. § 140.147 on ____________ (date) by ____________ (name(s) of individual(s)). ____________ (Signature of notarial officer) (Stamp) |
Remote Notarial Certificate
“If a notarial act is performed under [WS 140.145], the certificate of notarial act required by [WS] s. 140.15 and the short form certificate provided in [WS] s. 140.16 must indicate that the notarial act was performed using communication technology” (WS 140.145[4]).
Sufficiency of Certificate
Notarial Acts: “A certificate of a notarial act is sufficient if it meets the requirements of subs. (1) and (2) and satisfies any of the following:
”(a) Is in a short form set forth in s. 140.16.
”(b) Is in a form otherwise permitted by the law of this state.
”(c) Is in a form permitted by the law applicable in the jurisdiction in which the notarial act was performed.
”(d) Sets forth the actions of the notarial officer and the actions are sufficient to meet the requirements of the notarial act as provided in ss. 140.05, 140.06, and 140.07 or law of this state other than this chapter” (WS 140.15[3]).Remote Notarial Acts: “A short form certificate provided in [WS] s. 140.16 for a notarial act subject to this section is sufficient if any of the following applies:
“(a) The certificate complies with rules promulgated under [WS 140.145] sub. (8) (a).
“(b) The certificate is in the form provided in [WS] s. 140.16 and contains a statement substantially as follows: ‘This notarial act involved the use of communication technology’ (WS 140.145[5]).
Representative Capacity Certificate
“When a document is signed in a representative capacity, language indicating that should be included in the notary certificate. Proper language to be added to a notary certificate to indicate a “representative” signature may read like the examples below:
“This instrument was [acknowledged/signed/sworn/affirmed/attested] before me on May 8, 2020, by Sarah Smith, as the duly authorized executrix of the estate of John Smith.
“This instrument was [acknowledged/signed/sworn/affirmed/attested] before me on May 8, 2020, by Robert Jones, as the duly authorized President of the ABC Corporation” (NPH).
Stamp and Sign
“Performing a notarial act requires more than just affixing a notary seal and signature. Simply signing and sealing a document is meaningless” (NPT).
Security of Certificate
Tangible Records: “If a notarial act is performed regarding a tangible record, a certificate must be part of, or securely attached to, the record” (WS 140.15[6]).
“If there is not enough room at the end of a document to insert a jurat, you may place it on a separate page and attach it to the sworn statement. When the jurat is not written on the document it applies to, it is advisable to include a statement on the document indicating that the jurat is attached, as well as a statement on the page with the jurat identifying the document to which it is attached” (NPH).Electronic Records: “If a notarial act is performed regarding an electronic record, the certificate must be affixed to, or logically associated with, the electronic record” (WS 140.15[6]).
Rulemaking: If the department has established standards pursuant to [WS] s. 140.27 for attaching, affixing, or logically associating the certificate, the process must conform to the standards
Executing a Certificate
“By executing a certificate of a notarial act, a notarial officer certifies that the officer has complied with the requirements and made the determinations specified in [WS] ss. 140.04, 140.05, and 140.06” (WS 140.15[4]).
“A notarial officer may not affix the officer’s signature to, or logically associate it with, a certificate until the notarial act has been performed” (WS 140.15[5]).
SEAL AND SIGNATURE
Definitions
“‘Official stamp’ means a physical image affixed to or embossed on a tangible record or an electronic image attached to or logically associated with an electronic record” (WS 140.01[10]).
“Stamping device” means any of the following: (a) A physical device capable of affixing to or embossing on a tangible record an official stamp. (b) An electronic device or process capable of attaching to or logically associating with an electronic record an official stamp” (WS 140.01[10]).
Official Stamp Requirement
Notarial Acts
Notaries Public: Required.
“If a notarial act regarding a tangible record is performed by a notary public, an official stamp must be affixed to or embossed on the certificate” (WS 140.15[2]).Other Notarial Officers: Permitted.
“If a notarial act is performed regarding a tangible record by a notarial officer other than a notary public and the certificate contains the information specified in sub. (1)(b), (c), and (d), an official stamp may be affixed to or embossed on the certificate” (WS 140.15[2]).
“Other notarial officers specifically authorized by statute to perform notarial acts without a commission – such as judges, court commissioners, and county clerks – should state their title, and use their seals of office if they are required to have one” (NPH).
In-Person Electronic Notarial Acts
Notaries Public: Permitted.
“If a notarial act regarding an electronic record is performed by a notarial officer and the certificate contains the information specified in [WS 140.15] sub. (1)(b), (c), and (d), an official stamp may be attached to or logically associated with the certificate” (WS 140.15[2]).Other Notarial Officers: Permitted (WS 140.15[2]).
Remote Notarial Acts
Notaries Public: Permitted.
Other Notarial Officers: Notarial officers other than Notaries Public are not authorized to perform remote notarial acts under Wisconsin law.
Electronic Real Property Records: Not required.
“A physical or electronic image of a stamp, impression, or seal need not accompany an electronic signature” (WS 706.25[2][c]).
Official Stamp Format
Notarial Acts
Inked Embosser or Inked Rubber Stamp: An official stamp must be impressed or imprinted on a tangible record, or impressed upon wafer, wax or other adhesive substance and affixed to or embossed on a tangible record (WS 140.02[3][a]).
“The official stamp of a notary public must … [b]e capable of being copied together with the record to which it is affixed or attached or with which it is logically associated” (WS 140.17[2]).
Attorneys who are Notaries are not exempted from the official stamp requirement (“Instructions for Wisconsin Attorneys’ Permanent Notary Public Application”).
A Notary may use both an embosser and a rubber stamp if samples of both are on file in the Wisconsin Department of Financial Institutions prior to use, and if the names are exactly the same on both (NPH).Shape/Size: “The official stamp may be of any size or shape …” (NPH).
Components: WS 140.17 prescribes only the following elements for the official stamp:
Name of Notary;
“Notary Public”;
“State of Wisconsin”;
OPTIONAL: Notary commission expiration date.
In the Notary seal, “[y]ou may use initials, or a shortened first name if you wish, but you must use your current last name in full” (NPH).
“Only the name you give and the seal or stamp you provide for filing with Department of Financial Institutions may be used for notarization purposes. No other name, seal, or stamp may be used when performing notarial acts unless the Wisconsin Department of Financial Institutions is notified in writing prior to usage” (NPH).
In-Person Electronic Notarial Acts: Not prescribed.
Remote Notarial Acts: Not prescribed.
Examples
The below typical, actual-size examples of official Notary official stamps and electronic Notary official stamps which are allowed by Wisconsin law. Formats other than these may also be permitted.
Purchasing Seal
“Do I purchase the stamp/seal before or after I receive my commission? – Purchase the stamp/seal before you receive your commission. A sample of the seal/stamp is required as part of the Notary Public application process” (website, “Frequently Asked Questions”).
Preprinted Seal
“[E]ach notarial act must be attested by an original impression of your notary seal/stamp. Do not preprint or photocopy your notary stamp/seal onto documents you will notarize” (NPT).
Security of Stamping Device
“A notary public is responsible for the security of the notary public’s stamping device and may not allow another individual to use the device to perform a notarial act” (WS 140.18[1][a]).
Exclusive Use of Seal
“Even if another person has power of signature to sign your name for various purposes, that person does not have the authority to perform notarial acts in your name. Do not allow anyone else to use your notary seal” (NPT).
Lost or Stolen Stamping Device
“If a notary public’s stamping device is lost or stolen, the notary public or the notary public’s personal representative or guardian shall promptly notify the department on discovering that the device is lost or stolen” (WS 140.18[2]).
What if my notary seal is lost or stolen? – Notify the Wisconsin Department of Financial Institutions in writing immediately. Then, order a new seal or stamp that has a different appearance than your previous one. When the new seal/stamp is received, send samples to the Wisconsin Department of Financial Institutions before using it. The WDFI will notify you when the new stamp/seal may be used” (NPH).
Disposition of Stamping Device
Resignation, Revocation or Expiration of Commission: “On resignation from, or the revocation or expiration of, the notary public’s commission, or on the expiration of the date set forth in the stamping device, if any, the notary public shall disable the stamping device by destroying, defacing, damaging, erasing, or securing it against use in a manner that renders it unusable” (WS 140.18[1][b]).
Death or Adjudication of Incompetency of Notary: “On the death or adjudication of incompetency of a notary public, the notary public’s personal representative or guardian or any other person knowingly in possession of the stamping device shall render it unusable by destroying, defacing, damaging, erasing, or securing it against use in a manner that renders it unusable” (WS 140.18[1][c]).
Notary Signature
Handwritten or Electronic: “Every official act of a notary public shall be attested by the notary public’s written signature or electronic signature, as defined in Section 137.11(8)” (WS 140.02[4][a]). “‘Electronic signature’ means an electronic sound, symbol, or process attached to or logically associated with a record and executed or adopted by a person with the intent to sign the record” (WS 137.11[8]).
Commission Expiration Date
“In addition to satisfying the applicable requirement under s. 140.15 (2), a notary public who performs a notarial act within this state shall include on the certificate either the day, month and year when the notary public’s commission expires or that such commission is permanent. This information may be part of the official stamp affixed to or embossed on the certificate, written on the certificate if it is a tangible record, or attached to or logically associated with the certificate” (WS 140.02[4][b]).
Notary Electronic Signature
“Every official act of a notary public shall be attested by the notary public’s written signature or electronic signature, as defined in Section 137.11(8)” (WS 140.02[4][a]).
“‘Electronic signature’ means an electronic sound, symbol, or process attached to or logically associated with a record and executed or adopted by a person with the intent to sign the record” (WS 137.11[8]).
RECORDS OF NOTARIAL ACTS
Records Requirement
Journal
Notarial Acts: Not required.
In-Person Electronic Notarial Acts: Not required.
Remote Notarial Acts: Not required.
Recording of Remote Notarial Acts: Required.
A Notary may perform notarial acts for remotely located individuals if, in addition to other requirements, “[t]he notary public, or a person acting on behalf of the notary public, creates an audiovisual recording of the performance of the notarial act” (WS 140.145[3][c]).
Journal Recommendation
“Keeping a notarial log book, or journal, is not required in Wisconsin, although you are encouraged to do so. Depending on the amount and types of documents you are handling, recording your notarial acts in a journal may prove useful later if you need to recall specifics of a particular case” (NPH).
Journal Entries
“If you decide to keep a notarial log book, include items such as the date and type of notarial act, names and signatures of persons involved, and numbers from identification cards and driver’s licenses presented” (NPH).
Confidentiality of Records
See “Privacy and Confidentiality,” above under “Standards of Practice,” regarding the Notary’s statutory obligation to keep confidential all “documents and information provided to the notary public....” The Notary is permitted to release the documents or the information to a 3rd person only with the written consent of the person who requested the services of the notary public (WS 140.02[5m][b]).
Retention of Recordings
“A notary public, a guardian, conservator, or agent of a notary public, or a personal representative of a deceased notary public shall retain the audio-visual recording created under [WS 140.145] sub. (3) (c) or cause the recording to be retained by a repository designated by or on behalf of the person required to retain the recording. Unless a different period is required by rule promulgated under sub. [WS 140.145] (8) (d), the recording must be retained for a period of at least 7 years after the recording is made” (WS 140.145[6]).
“Notaries can meet the retention requirements either by personally retaining the recordings or by arranging for them to be retained in a repository where they can later retrieve them. Many technology providers perform retention services for those notaries who utilize their platforms to perform remote online notarial acts. Notaries should inquire with their technology providers for information on how and whether recordings are stored by the provider, for how long, and how those files may later be accessed and retrieved by the notary. Even though technology providers or other agents may provide a repository for retaining records on the notary’s behalf, the notary is ultimately responsible for ensuring compliance with the recording and seven-year retention requirements” (website, “Guidance for Notaries Seeking to Perform Remote Online Notarial Acts” [December 23, 2020]).
Disposition of Records
“When any notary public ceases to hold office, the notary public, or in case of the notary public’s death the notary public’s personal representative, shall deposit the notary public’s official records and papers with the department. If the notary or personal representative, after the records and papers come to his or her hands, neglects for 3 months to deposit them, he or she shall forfeit not less than $50 nor more than $500. If any person knowingly destroys, defaces, or conceals any records or papers of any notary public, the person shall forfeit not less than $50 nor more than $500, and shall be liable for all damages resulting to the party injured. The department shall receive and safely keep all such papers and records” (WS 140.02[7]).
FEES FOR NOTARIAL ACTS
Maximum Fees
Notarial Acts: “Except when the department has established different fees as provided in [WS] s. 140.27(1)(a)1.,” the fees that may be charged by Wisconsin Notaries are (WS 140.02[9]):
“For taking the acknowledgment of deeds, and for other services authorized by law, the same fees as are allowed to other officers for similar services, but the fee per document shall not exceed $5”;
“For drawing any affidavit, or other paper or proceeding for which provision is not herein made, not more than $5 for each folio” and 12 cents per folio copy;
Executing a protest: For drawing and copy of protest for nonpayment or nonacceptance, when protest required by law, not more than $5; for drawing and copy of other protests, not more than $5; for drawing, copying and serving notice of nonpayment or nonacceptance, not more than $5.
Remote Notarial Acts: The same fees authorized for all other notarial acts may be charged for a remote notarization.
Technology Fee: Officials in the Department of Financial Institutions have told the NNA that since a separate fee for using a technology system is not mentioned in the law, such a fee is not regulated and may be charged by the Notary Public.
Voting Oath
“No fee shall be charged by any officer for administering or certifying any official oath, or any oath to any person relative to his right to be registered or to vote” (WS 887.02[2]).
REAL ESTATE PRACTICES
Notary Signing Agents
Currently, there are no statutes, regulations or rules expressly governing, prohibiting or restricting the operation of Notary Signing Agents within the state of Wisconsin.
Recording Requirements
Document Formatting: “[N]o document may be recorded in the office of a register of deeds unless it substantially complies with all of the following:
“1. The paper is white and is at least 20 pound weight.
“2. The page width is 8.5 inches and the page length is either 11 inches or 14 inches. The maximum deviation from any of these measurements may not exceed 0.25 inch.
“3. A multipage instrument is not hinged or otherwise joined completely at the top or sides.
“4. The entire document is clear and the letters, numbers, symbols, diagrams and other representations in the document are large enough and dense enough to be reproduced or read by a copy machine and a microfilm camera or optical scanner to the extent that the image captured is legible.
“5. The ink is black, blue, or red, except that signatures and coded notations on maps may be other colors.
“6. The top margin of each page is 0.5 inch, except that company logos may appear within this margin if they do not interfere with any of the other requirements of this subsection.
“7. The bottom and side margins of each page are at least 0.25 inch” (WS 59.43[2m]b]).Notarization: “Any instrument may be acknowledged, or its execution otherwise authenticated by its signators, as provided by the laws of this state; or as provided in this section or s. 706.07” (WS 706.06[1]).
“Any public officer entitled by virtue of his or her office to administer oaths, and any member in good standing of the State Bar of Wisconsin, may authenticate one or more of the signatures on an instrument relating to lands in this state, by endorsing the instrument ‘Acknowledged,’ ‘Authenticated,’ or ‘Signatures Guaranteed,’ or other words to similar effect, adding the date of authentication, his or her own signature, and his or her official or professional title. The endorsement, unless expressly limited, shall operate as an authentication of all signatures on the instrument; and shall constitute a certification that each authenticated signature is the genuine signature of the person represented; and, as to signatures made in a representative capacity, shall constitute a certification that the signer purported, and was believed, to be such representative” (WS 706.06[2]).
RECOGNITION OF NOTARIAL ACTS
Notarial Acts in Wisconsin
“(1) A notarial act may be performed within this state by any of the following persons of this state:
“(a) A notary public of this state.
“(b) A judge, clerk, or deputy clerk of a court of record.
“(c) A court commissioner.
“(d) A register of deeds or deputy register of deeds.
“(e) A municipal judge.
“(f) A county clerk or deputy county clerk.
“(2) The signature and title of an individual performing a notarial act in this state are prima facie evidence that the signature is genuine and that the individual holds the designated title.
“(3) The signature and title of a notarial officer described in sub. (1) conclusively establish the authority of the officer to perform the notarial act.” (WS 140.10).
Public Officers and Attorneys: “Any public officer entitled by virtue of his office to administer oaths, and any member in good standing of the state bar of Wisconsin, may authenticate one or more of the signatures on an instrument relating to lands in this state, by indorsing the instrument ‘Acknowledged’, ‘Authenticated’ or ‘Signatures Guaranteed’, or other words to similar effect, adding the date of authentication, his own signature, and his official or professional title. Such indorsement, unless expressly limited, shall operate as an authentication of all signatures on the instrument; and shall constitute a certification that each authenticated signature is the genuine signature of the person represented; and, as to signatures made in a representative capacity, that the signer purported, and was believed, to be such representative” (WS 706.06[2]).
Seal and Title Required: “(N)otarial officers specifically authorized by statute to perform notarial acts without a notary public commission – such as judges, court commissioners, and county clerks – should state their title, and use their seals of office if they are required to have one” (NPH).
Notarial Acts in U.S. State or Jurisdiction
“(1) A notarial act performed in another state has the same effect under the law of this state as if performed by a notarial officer of this state, if the act performed in that state is performed by any of the following:
“(a) A notary public of that state.
“(b) A judge, clerk, or deputy clerk of a court of that state.
“(c) Any other individual authorized by the law of that state to perform the notarial act.
“(2) The signature and title of an individual performing a notarial act in another state are prima facie evidence that the signature is genuine and that the individual holds the designated title.
“(3) The signature and title of a notarial officer described in [WS 140.11] sub. (1)(a) or (b) conclusively establish the authority of the officer to perform the notarial act” (WS 140.11).
Notarial Act Under Authority of Federally Recognized Indian Tribe
“(1) A notarial act performed under the authority and in the jurisdiction of a federally recognized Indian tribe has the same effect as if performed by a notarial officer of this state, if the act performed in the jurisdiction of the tribe is performed by any of the following:
“(a) A notary public of the tribe.
“(b) A judge, clerk, or deputy clerk of a court of the tribe.
“(c) Any other individual authorized by the law of the tribe to perform the notarial act.
“(2) The signature and title of an individual performing a notarial act under the authority of and in the jurisdiction of a federally recognized Indian tribe are prima facie evidence that the signature is genuine and that the individual holds the designated title.
“(3) The signature and title of a notarial officer described in [WS 140.12] sub. (1)(a) or (b) conclusively establish the authority of the officer to perform the notarial act” (WS 140.12).
Notarial Acts Under Federal Law
“(1) A notarial act performed under federal law has the same effect under the law of this state as if performed by a notarial officer of this state, if the act performed under federal law is performed by any of the following:
“(a) A judge, clerk, or deputy clerk of a court.
“(b) An individual in military service or performing duties under the authority of military service who is authorized to perform notarial acts under federal law.
“(c) An individual designated a notarizing officer by the federal department of state for performing notarial acts overseas.
“(d) Any other individual authorized by federal law to perform the notarial act.
“(2) The signature and title of an individual acting under federal authority and performing a notarial act are prima facie evidence that the signature is genuine and that the individual holds the designated title.
“(3) The signature and title of an officer described in [WS 140.13] sub. (1)(a), (b), or (c) conclusively establish the authority of the officer to perform the notarial act” (WS 140.13).
Notarial Acts in Foreign State
“(1) In this section, ‘foreign state’ means a government other than the United States, a state, or a federally recognized Indian tribe.
“(2) If a notarial act is performed under authority and in the jurisdiction of a foreign state or constituent unit of the foreign state or is performed under the authority of a multinational or international governmental organization, the act has the same effect under the law of this state as if performed by a notarial officer of this state.
“(3) If the title of office and indication of authority to perform notarial acts in a foreign state appear in a digest of foreign law or in a list customarily used as a source for that information, the authority of an officer with that title to perform notarial acts is conclusively established.
“(4) The signature and official stamp of an individual holding an office described in [WS 140.14] sub. (3) are prima facie evidence that the signature is genuine and the individual holds the designated title.
“(5) An apostille in the form prescribed by the Hague Convention of October 5, 1961, and issued by a foreign state party to the convention conclusively establishes that the signature of the notarial officer is genuine and that the officer holds the indicated office.
“(6) A consular authentication issued by an individual designated by the federal department of state as a notarizing officer for performing notarial acts overseas and attached to the record with respect to which the notarial act is performed conclusively establishes that the signature of the notarial officer is genuine and that the officer holds the indicated office” (WS 140.14).
AUTHENTICATION OF NOTARIAL ACTS
Secretary of Financial Institutions
For documents that will be sent to foreign nations, apostilles, are issued by the Secretary of the Department of Financial Institutions (WS 140.02[6a]). According to the Department, the Secretary of State issues authenticating certificates destined for nations not party to the Hague Apostille Convention. See “Secretary of State” below.
Fees: $10 per certificate for a regular authenticating certificate or an apostille. For expedited service, the fee is $35 per certificate. Checks payable to “Department of Financial Institutions” are accepted.
Credit card payments at the WDFI’s website also are acceptable.Address for Mail
Apostille and Authentication Section
WI Department of Financial Institutions
PO Box 7838
Madison, WI 53707-7838Address for Express Mail/Courier/Walk-in Service
Apostille and Authentication Section
WI Department of Financial Institutions
201 W Washington Ave, Suite 300
Madison, WI 53703Phone: 608-266-8915
Procedure: There are two ways to apply for an Apostille or authentication. The first is an “Online Apostille/ Authentication Form” which may be completed and paid for online with a credit card, and the original notarized document(s) mailed or hand-delivered to the Department.
The second is n “Apostille/Authentication Form” (fillable PDF) may be completed online, downloaded and printed for submission to the Department with the original notarized document(s), along with the appropriate fee for standard or expedited service ($10 or $35 per certificate) and an addressed, stamped envelope large enough for the documents to be sent back or a prepaid courier label for FedEx, UPS or DHL. The documents may also be picked up in person.
Standard service processing time takes up to 7 business days. Expedited service processing time takes up to 2 business days (website, “Apostille Request Form”).
Secretary of State
Authentications, including apostilles, also are issued by the Secretary of State.
Fees: $10 per certificate for a regular authenticating certificate or an apostille. Payable to “Secretary of State.” Checks, money orders and cash are acceptable. For expedited service, the fee is $35 per certificate.
Address for Mail:
Secretary of State Certification Desk
P.O. Box 7848
Madison, WI 53707-7848Address for Express Mail/Courier/Walk-in Service
Apostille Section
Division of Corporate & Consumer Services
WI Department of Financial Institutions
4822 Madison Yards Way, North Tower
Madison WI 53705Phone: 608-266-8915
Email: DFIApostille@wosconsin.gov.
Procedure: An “Authentication & Apostille Certificate Request Form” may be completed, and the original notarized document(s) mailed or hand-delivered to the Secretary along with the appropriate fee for standard or expedited service ($10 or $35 per certificate), and an addressed, stamped envelope large enough for the documents to be sent back or a prepaid courier label for FedEx, UPS or USPS. The documents may also be picked up in person. The information submitted must include the contact information for the person submitting the request and the name of the foreign country involved; if documents are being sent to more than one country, a separate form for each country is required. For documents being sent to Argentina or Venezuela, an apostille or authentication must be selected as the appropriate certificate. Standard service processing time takes 3-10 business days. Expedited service processing time takes 1-3 business days.
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