GUIDE · UPDATED NOVEMBER 2026
Glossary of Notary, Apostille and Document Terms
Clear definitions of more than 125 terms across notarization, apostilles, translation, I-9 verification, estate planning, real estate and corporate documents.
Plain-language definitions of the terms you will see when notarizing, apostilling, translating and authenticating documents, verifying employment and signing estate plans in Massachusetts. Each definition links to a fuller guide or service page. Search, jump to a letter or filter by category.
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6(d) certificate
Real estate and loan signingsA Massachusetts condominium certificate confirming unit owner charges are paid, required at sale and recorded with the deed. Learn more →
A
Acknowledgment
NotaryA notarial act in which the signer appears before the notary, is identified, and declares that they signed the document voluntarily for its stated purpose. Used for deeds, powers of attorney, trusts and contracts. The document may be signed before the appointment. Learn more →
Affidavit
NotaryA written statement the signer swears or affirms is true, usually completed with a jurat before a notary. Learn more →
Affirmation
NotaryA solemn promise that a statement is true, made without religious reference. It has the same legal effect as an oath. Learn more →
Agent (attorney-in-fact)
Estate planning and trustsThe person authorized to act under a power of attorney. Learn more →
American Translators Association (ATA)
TranslationThe largest professional association of translators and interpreters in the United States. BMNAS is an ATA corporate member. Learn more →
Apostille
Apostille and authenticationA certificate that authenticates the signature, capacity and seal on a public document so it can be used in another country that is a member of the Hague Apostille Convention. It does not certify the document's content. Learn more →
Articles of incorporation
Corporate documentsThe document that forms a corporation, called articles of organization for Massachusetts corporations. Learn more →
Articles of organization
Corporate documentsThe document that forms a Massachusetts limited liability company. Learn more →
Asseverazione
TranslationThe Italian procedure for swearing to a translation before a court official, notary or consulate. Learn more →
Attestation
Apostille and authenticationA term used in some countries, including the UAE and India, for the authentication or legalization of documents. Learn more →
Attorney closing
Real estate and loan signingsIn Massachusetts, residential real estate closings are conducted by attorneys. Learn more →
Authentication
Apostille and authenticationVerification of the signature and seal on a document by a higher authority. For non-Hague countries, documents are authenticated by the state and the U.S. Department of State before embassy legalization. Learn more →
Authorized representative
I-9 verificationA person an employer designates to complete Form I-9 Section 2 on its behalf, often for remote hires. It is not a notarial act. Learn more →
B
Board resolution
Corporate documentsA formal decision of a company's board of directors, often certified and apostilled for use abroad. Learn more →
C
Certificate of free sale
Corporate documentsA certificate confirming a product is legally sold in the country of origin, often requested for registration abroad. Learn more →
Certificate of good standing
Corporate documentsA state-issued certificate confirming a company exists and is current with state filings. Learn more →
Certificate of incumbency
Corporate documentsA document identifying a company's current officers or directors and their authority. Learn more →
Certificate of translation accuracy
TranslationThe signed statement that makes a translation certified, identifying the translator, languages and document and confirming completeness and accuracy. Learn more →
Certificate of trust
Estate planning and trustsA summary document confirming a trust exists and identifying the trustees, used with banks and the Registry of Deeds instead of the full trust. Learn more →
Certification (Massachusetts)
Apostille and authenticationThe certificate the Secretary of the Commonwealth issues instead of an apostille when a document is going to a country outside the Apostille Convention. It is followed by federal authentication and embassy legalization. Learn more →
Certified copy
Immigration and vital recordsAn official copy of a public record issued by the office that holds it, such as a city clerk. Required for apostilles on vital records. Learn more →
Certified translation
TranslationA complete translation with a signed statement from the translator or company confirming its accuracy and the translator's competence. Required by USCIS for foreign-language documents. Learn more →
Citizenship by descent
Immigration and vital recordsCitizenship claimed through a parent or ancestor, which requires records across generations. Learn more →
Closing disclosure
Real estate and loan signingsThe document showing final loan terms and closing costs. Learn more →
Commission
NotaryThe appointment that authorizes a person to act as a notary public. A Massachusetts commission lasts seven years. Learn more →
Consular legalization
Apostille and authenticationAnother term for embassy legalization, performed by a country's consulate. Learn more →
Consular Report of Birth Abroad
Immigration and vital recordsThe U.S. Department of State document recording the birth of a U.S. citizen abroad. Learn more →
Copy certification
NotaryA notarial act confirming that a copy made or supervised by the notary is a true copy of an original document presented in person. Not available for public records such as birth certificates, which must be ordered as certified copies. Learn more →
CORI
Immigration and vital recordsMassachusetts Criminal Offender Record Information, a state background check apostilled by Massachusetts. Learn more →
Corporate power of attorney
Corporate documentsA power of attorney granted by a company authorizing someone to act for it. Learn more →
Credential evaluation
TranslationA review of foreign academic credentials by an organization such as WES or ECE to determine U.S. equivalency. Requires word-for-word translations. Learn more →
Credible witness
NotaryA person unaffected by the document who personally knows the signer, is personally known to the notary, and swears to the signer's identity when the signer has no acceptable ID. Learn more →
D
Declaration of conformity
Corporate documentsA manufacturer's statement that a product meets applicable standards, often notarized and apostilled for registration abroad. Learn more →
Deed
Real estate and loan signingsA document that transfers ownership of real estate. A Massachusetts deed must be acknowledged before a notary to be recorded. Learn more →
Deed to trust
Real estate and loan signingsA deed transferring real estate into a trust. Learn more →
Digital MoFA legalization
Apostille and authenticationLegalization completed through a foreign ministry's online system, used by countries such as the United Arab Emirates. Learn more →
Document route
Apostille and authenticationThe sequence of steps a document must go through for its destination country: notarization or certified copy, apostille or certification, authentication and legalization. Learn more →
Durable power of attorney
Estate planning and trustsA power of attorney that remains in effect if the principal becomes incapacitated. Notarized in practice for banks and real estate. Learn more →
E
e-Apostille
Apostille and authenticationAn apostille issued electronically with a secure digital signature. Acceptance depends on the receiving office. Learn more →
e-Register
Apostille and authenticationAn online register where recipients verify that an apostille is genuine. Learn more →
E-Verify
I-9 verificationThe federal online system some employers use to confirm employment eligibility after completing Form I-9. Learn more →
Embassy legalization
Apostille and authenticationThe final step for documents going to countries outside the Apostille Convention, in which the destination country's embassy or consulate confirms the U.S. authentication. Learn more →
Errors and omissions insurance
NotaryInsurance that protects a notary if an unintentional mistake causes financial loss. Massachusetts does not require a notary bond, but E&O coverage is strongly recommended. Learn more →
Estate plan signing
Estate planning and trustsThe appointment at which a client signs a will, trust, powers of attorney and health care documents with witnesses and a notary. Learn more →
F
FBI Identity History Summary
Immigration and vital recordsThe FBI background check, apostilled by the U.S. Department of State, never notarized. Learn more →
FDA export certificate
Corporate documentsA certificate issued by the U.S. Food and Drug Administration for exported products. A federal document apostilled by the U.S. Department of State. Learn more →
Federal apostille
Apostille and authenticationAn apostille issued by the U.S. Department of State for documents signed by federal officials, such as FBI background checks. Learn more →
Foreign subsidiary
Corporate documentsA company owned by a parent company in another country. Learn more →
Form I-9
I-9 verificationThe federal Employment Eligibility Verification form every U.S. employer must complete for each new hire to verify identity and work authorization. Learn more →
H
Hague Apostille Convention
Apostille and authenticationThe 1961 international treaty that replaced multi-step legalization with a single apostille among member countries. More than 125 countries are members. Learn more →
Health care agent
Estate planning and trustsThe person appointed in a health care proxy. Learn more →
Health care proxy
Estate planning and trustsThe Massachusetts document appointing a health care agent to make medical decisions if a person cannot. Requires two adult witnesses, not the agent. Learn more →
HELOC
Real estate and loan signingsA home equity line of credit, a revolving loan secured by a home. Learn more →
HIPAA authorization
Estate planning and trustsA form allowing named people to receive a person's protected health information. Learn more →
Homologación
Immigration and vital recordsSpain's process for recognizing foreign academic credentials. Learn more →
I
IRS Form 6166
Corporate documentsA certification of U.S. residency for tax treaty purposes, apostilled by the U.S. Department of State. Learn more →
J
Jurat
NotaryA notarial act in which the signer signs in the notary's presence and swears or affirms that the contents of the document are true. Used for affidavits and sworn statements. Learn more →
L
Letter of authorization
Immigration and vital recordsA signed letter allowing a third party to request or retrieve documents for you, such as academic records. Learn more →
List A documents
I-9 verificationDocuments that establish both identity and employment authorization for Form I-9, such as a U.S. passport or permanent resident card. Learn more →
List B documents
I-9 verificationDocuments that establish identity only for Form I-9, such as a driver's license, presented with a List C document. Learn more →
List C documents
I-9 verificationDocuments that establish employment authorization only for Form I-9, such as an unrestricted Social Security card, presented with a List B document. Learn more →
Loan signing agent
Real estate and loan signingsA notary who guides borrowers through signing mortgage loan documents and notarizes those that require it. Also called a notary signing agent. Learn more →
Long-form birth certificate
Immigration and vital recordsA birth certificate that includes parents' information and annotations, often required abroad. Learn more →
M
Mobile notary
NotaryA notary who travels to the signer's home, office, hospital or other location rather than requiring the signer to come to them. Learn more →
MOLST
Estate planning and trustsMedical Orders for Life-Sustaining Treatment, a Massachusetts medical order completed with a clinician, not a notary. Learn more →
N
Naturalization certificate
Immigration and vital recordsThe document proving U.S. citizenship by naturalization. Federal law restricts copying it. Learn more →
No record of marriage certificate
Immigration and vital recordsA Massachusetts certificate stating no marriage is on record, used for marriage abroad. Learn more →
Non-Hague country
Apostille and authenticationA country that is not a member of the Apostille Convention and requires authentication and legalization instead of an apostille. Learn more →
Notarial act
NotaryAn official act a notary is authorized to perform. Massachusetts recognizes acknowledgments, oaths and affirmations (including jurats), signature witnessings and copy certifications. Learn more →
Notarial certificate
NotaryThe wording a notary completes, signs and seals to record a notarial act, such as an acknowledgment or jurat certificate. Massachusetts law prescribes the forms. Learn more →
Notario
NotaryA term that in some countries refers to a legal professional. Massachusetts prohibits non-attorney notaries from using it, to avoid misleading the public. Learn more →
Notarized translation
TranslationA certified translation in which the translator's signature on the certificate of accuracy is notarized. The notary verifies the translator's identity, not the translation. Learn more →
Notary journal
NotaryThe record a Massachusetts notary must keep of each notarial act, including the date, type of act, document, signer's information, identification method and fee. Learn more →
Notary public
NotaryA public official commissioned by the state to identify signers, administer oaths and perform notarial acts. A notary is impartial and, unless also an attorney, cannot give legal advice. In Massachusetts, notaries are appointed by the Governor with the consent of the Governor's Council. Learn more →
Notary seal
NotaryThe official stamp a Massachusetts notary uses, showing the notary's name, the words "Notary Public" and "Commonwealth of Massachusetts," the commission expiration date and a facsimile of the state seal. Learn more →
O
Oath
NotaryA solemn promise, sometimes made with reference to a higher power, that a statement is true. Required for a jurat and for sworn testimony. Learn more →
One and the same person affidavit
Immigration and vital recordsA sworn statement that different names or spellings refer to the same person. Learn more →
P
Personal representative
Estate planning and trustsThe person appointed to administer a Massachusetts estate, similar to an executor. Learn more →
Pour-over will
Estate planning and trustsA will that transfers any assets left outside a trust into the trust at death. Learn more →
Power of attorney
Estate planning and trustsA document authorizing an agent to act for the principal in financial, legal or other matters. Learn more →
Principal
Estate planning and trustsThe person who grants authority in a power of attorney.
Probate
Estate planning and trustsThe court process for validating a will and administering an estate, handled in Massachusetts by the Probate and Family Court. Learn more →
Public document
Apostille and authenticationA document issued by a government authority, court or public official, including a notary. Only public documents can be apostilled. Learn more →
R
Recency requirement
Apostille and authenticationA rule set by a receiving office that documents must be issued within a certain time, often three to six months, even though apostilles do not expire. Learn more →
Registry of Deeds
Real estate and loan signingsThe county office where Massachusetts real estate documents are recorded. Learn more →
Registry of Vital Records and Statistics
Immigration and vital recordsThe Massachusetts state office that maintains birth, marriage and death records. Learn more →
Remote online notarization (RON)
NotaryNotarization performed over a live audio-video connection with electronic documents. Authorized by Massachusetts law but not yet available while the Secretary of the Commonwealth finalizes training and platform approvals. Learn more →
Reverification
I-9 verificationUpdating Form I-9 when an employee's temporary employment authorization expires. Learn more →
Revocable living trust
Estate planning and trustsA trust the creator can change or revoke during life, used to manage assets and avoid probate. Learn more →
Right to cancel
Real estate and loan signingsA notice giving borrowers a period to cancel certain refinances and home equity loans. Learn more →
Rush apostille
Apostille and authenticationExpedited apostille processing for urgent deadlines. Learn more →
S
Satisfactory evidence of identity
NotaryThe identification Massachusetts law requires for a notarization: a current government-issued photo ID with a signature, the oath of a credible witness, or the notary's personal knowledge. Learn more →
Scanbacks
Real estate and loan signingsScanned copies of signed loan pages returned to the title company or lender before the originals arrive. Learn more →
Secretary of the Commonwealth
Apostille and authenticationThe Massachusetts office that issues apostilles and certifications for Massachusetts documents and commissions notaries. Other states call this office the Secretary of State. Learn more →
Secretary's certificate
Corporate documentsA certificate signed by a corporate secretary confirming resolutions, officers or governing documents. Learn more →
Section 1
I-9 verificationThe part of Form I-9 the employee completes, attesting to identity and employment authorization, no later than the first day of work. Learn more →
Section 2
I-9 verificationThe part of Form I-9 the employer or its authorized representative completes after physically examining the employee's documents, within three business days of the start date. Learn more →
Self-attested copy
Immigration and vital recordsA copy signed by the document owner certifying it is a true copy, often requested by Indian offices. Learn more →
Self-proving affidavit
Estate planning and trustsA sworn statement by the testator and witnesses, signed before a notary, confirming a will was properly executed. It can simplify probate. Learn more →
Signature by mark
NotaryA signature made with a mark, such as an X, by a person unable to write their name, in the presence of the notary and two witnesses who sign beside it, as Massachusetts law allows. Learn more →
Signature on file
Apostille and authenticationA signature the apostille authority has on record for an official, such as a town clerk, court officer or notary. An apostille can only certify a signature on file. Learn more →
Signature witnessing
NotaryA notarial act in which the notary watches a signer sign a document and confirms the signer's identity, without an oath. Learn more →
Single status affidavit
Immigration and vital recordsA sworn statement that a person is free to marry, often required for marriage abroad. Learn more →
Source language
TranslationThe language of the original document.
State apostille
Apostille and authenticationAn apostille issued by a state for documents issued or notarized in that state. In Massachusetts, it is issued by the Secretary of the Commonwealth. Learn more →
Successor trustee
Estate planning and trustsThe person named to take over as trustee when the original trustee dies, resigns or becomes unable to serve. Learn more →
Sworn statement
NotaryA statement made under oath or affirmation; often used interchangeably with affidavit. Learn more →
Sworn translation
TranslationA translation by a translator officially appointed or sworn by a foreign government or court, such as a traductor jurado in Spain. Learn more →
T
Target language
TranslationThe language into which a document is translated.
Title company
Real estate and loan signingsA company that researches title, insures it and often coordinates closings and signings. Learn more →
Traductor jurado
TranslationA sworn translator appointed by Spain's Ministry of Foreign Affairs whose translations are official in Spain. Learn more →
Translator's affidavit
TranslationA certificate of translation accuracy sworn before a notary. Often requested by courts and foreign offices, and can be apostilled. Learn more →
Transliteration
TranslationWriting names or words from one alphabet in another, such as Cyrillic or Devanagari into Latin letters. Names should match the person's passport. Learn more →
Trust amendment
Estate planning and trustsA document that changes specific terms of an existing trust. Learn more →
Trust delivery agent
Estate planning and trustsA notary who presents and oversees the signing of trust and estate packages for an estate planning attorney. Learn more →
Trust restatement
Estate planning and trustsA document that rewrites the terms of an existing trust in full while keeping the original trust in place. Learn more →
Trustee
Estate planning and trustsThe person or institution that manages trust property for the beneficiaries. Learn more →
U
U.S. Department of State Office of Authentications
Apostille and authenticationThe federal office in Washington, D.C., that apostilles and authenticates federal documents and authenticates state certifications for countries outside the Apostille Convention. Learn more →
Unauthorized practice of law
NotaryGiving legal advice, selecting legal documents or preparing legal documents for others without being an attorney. Non-attorney notaries must avoid it. Learn more →
USCIS
Immigration and vital recordsU.S. Citizenship and Immigration Services, the federal agency that processes immigration and naturalization applications. Learn more →
V
Venue
NotaryThe state and county where a notarization takes place, stated at the top of a notarial certificate. Learn more →
Vital records
Immigration and vital recordsOfficial records of births, marriages and deaths. Learn more →
W
Will
Estate planning and trustsA document directing how a person's property is distributed after death. A Massachusetts will must be signed by the testator and two witnesses. Learn more →
Word-for-word translation
TranslationA literal translation that preserves the order and content of the original, required by credential evaluators such as WES. Learn more →
No terms match your search.
Official sources
- M.G.L. c. 222: notaries public
- Massachusetts Secretary of the Commonwealth: apostilles and certifications
- U.S. Department of State: Office of Authentications
- Hague Conference: Apostille Convention status table
- Code of Federal Regulations: 8 CFR 103.2(b)(3), translations
Definitions are provided for general information and are not legal advice. Notaries public are not attorneys.
Frequently asked questions
What is the difference between a notary and an apostille?
A notary identifies signers and performs notarial acts. An apostille is a certificate issued by the state or the U.S. Department of State that authenticates a public official's signature, including a notary's, for use abroad.
What is the difference between an acknowledgment and a jurat?
An acknowledgment confirms identity and voluntary signing. A jurat confirms the signer swore or affirmed the contents are true and signed in front of the notary.
What is a certified translation?
A complete translation with a signed statement of accuracy and the translator's competence.
Is I-9 verification a notarization?
No. An authorized representative completes Form I-9 Section 2 for the employer; it is not a notarial act.
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