Key Forms and Procedures under Notaries Rules, 1956

---

1. Application for Appointment as Notary

• Purpose: To request official appointment as a notary.

• Form Contents:

  • Personal details (Name, age, address)

  • Legal qualifications and proof of practice (usually minimum 7 years as advocate)

  • Declaration of no criminal record or misconduct

  • Undertaking to perform duties honestly

• Procedure: Submit to the State or Central Government (depending on jurisdiction).

• Outcome: If approved, government issues Certificate of Appointment specifying territorial jurisdiction.

---

2. Certificate of Appointment

• Purpose: Official authorization enabling an advocate to act as a notary.

• Details Included:

  • Notary’s name

  • Date of appointment

  • Territorial jurisdiction

• Issuing Authority: State or Central Government.

• Legal Effect: Allows notary to perform acts under the Notaries Act within specified area.

---

3. Notarial Seal

• Purpose: Authenticate all notarial acts.

• Details: Name of notary and title, circular or oval shape as per government specifications.

• Procedure: Must be procured or approved by government.

• Use: Affixed on every notarized document to prove official validation.

---

4. Register of Notarial Acts

• Purpose: Maintain a record of all acts performed by the notary.

• Details to Record:

  • Date of the act

  • Nature of act (e.g., affidavit, attestation, oath)

  • Description of the document or transaction

  • Names and addresses of parties involved

• Maintenance: Register must be bound, securely kept, and open for government inspection.

• Legal Importance: Used as official evidence if the authenticity of a notarized document is challenged.

---

5. Fee Structure and Collection

• Purpose: Standardize fees for notarial services.

• Procedure:

  • Notaries must charge fees strictly as prescribed by government notification.

  • No additional or arbitrary fees permitted.

• Common Fee Examples: Fees for affidavits, attestations, administering oaths, protests, certifying copies.

• Accountability: Fees collected must be properly accounted for, maintaining transparency.

---

6. Suspension or Removal Process

• Purpose: To discipline notaries guilty of misconduct or unfitness.

• Procedure:

  • Complaint or report triggers an inquiry by the government.

  • Notary is given a chance to respond.

  • After inquiry, government may suspend or remove the notary from the register.

• Legal Basis: Section 8 of the Notaries Act and Rules 9 & 10.

• Result: Suspension/removal officially notified and notary’s powers cease.

---

7. Renewal of Appointment (if applicable)

• Purpose: Ensure continued compliance with standards.

• Procedure: Submit application or declaration for renewal before expiry of current appointment.

• Outcome: Renewal certificate issued if criteria met.

• Note: Renewal requirements vary by state or government instructions.

---

Summary Table of Key Forms/Procedures

Form/Procedure	Purpose	Key Details	Authority Involved
Application for Appointment	Request official notary status	Personal/legal details, qualifications	State/Central Government
Certificate of Appointment	Authorize to act as notary	Name, date, jurisdiction	State/Central Government
Notarial Seal	Authenticate notarial acts	Name/title seal approved by government	State/Central Government
Register of Notarial Acts	Record all notarial acts	Date, act nature, parties, documents	Notary (subject to inspection)
Fee Collection	Standardize fees	Government-fixed fees, no extras	Notary / Government
Suspension/Removal	Discipline misconduct	Inquiry, hearing, official notification	Government
Renewal of Appointment	Maintain eligibility	Application for renewal	Government