Notary Services Glossary beginning with E

An embassy is a permanent diplomatic mission that one country establishes in another country. Its role is to protect the interests of the sending state in the receiving state and in the states to which the embassy is accredited. An embassy is normally headed by an ambassador.

The residence of an ambassador. In recent years, also inaccurately used to denote the building which contains the offices of the ambassador and other key members of his staff. The proper term for the latter, as noted above, is the "chancery". As also noted above, confusion is nowadays avoided through the practice of using the two terms "embassy residence" and "embassy office".

A pliers-like device, that when squeezed together with paper between the jaws, makes raised areas and indentations on paper. 

Embossing is a technique used to create a raised, or 3-dimensional, image on a piece of paper. Commonly used for corporate and notary seals. Please see 'Seal' for more information.

The placing of one's signature, instructions, etc., on a document. Also, the application of a stamp to a document, such as a certified copy.

Putting documents, property, or funds in the hands of an independent third party, known as the 'Escrow Agent'.

Please see 'Personal Planning' or 'Will'.

What is presented in court to prove an alleged fact.  Evidence can include oral testimony, expert opinions, documents, clinical records, photographs, maps, and video tapes.  Evidence can also be presented by way of affidavit or solemn declaration.

A latin term meaning 'by virtue of office'. The mere fact that a person holds a specific title or position gives them privileges, power, and authority. For example, Section 14(3) of the B.C. Legal Profession Act grants practising lawyers the ex officio right to use the style and title of "Notary Public in and for the Province of British Columbia," and allows them to exercise all the powers, rights, duties and privileges of the office of notary public.

An archaic but still much-used title for addressing an ambassador. 

To perform all formalities necessary to make a document fully effective; often a matter of signing, but may require delivery or other elements.  See 'Execution of a Contract'.

To sign a document or agreement.  The performance of all acts necessary to render a contract complete, valid and binding.  For example, if there is a legal requirement that the signature on the document be witnessed, the person executes the document by signing it in the presence of the required number of witnesses.

The individual(s) appointed to carry out the provisions of a will.

An official copy of a document from public records under seal.

An exemplified copy (or exemplification) is an official attested copy or transcript of a public instrument, made under the seal and original pen-in-hand signature of a court or public functionary. Exemplifications can only be attested and executed by either the authority holding the record or the issuing authority. Exemplified copies are also usually an extract or transcript made directly from the original. They can be contrasted with certified copies which are attested by a public authority who does not necessarily execute the copy; are signed and sealed by the certifier, not necessarily the issuing authority or recorder; and are a facsimile.

The term can refer to a triple certificate or 3-way certificate in legal proceedings, where the triple authentication is called the exemplification. Exemlified copies are sometimes required by other countries when copies are being submitted for filing in their local court.

An exequatur is an official authorisation letter issued by the receiving state. The head of the consular post can only perform his or her consular duties when such letter has been issued.

An archaic but still much-used title for addressing an ambassador. 

If an affidavit or statutory declaration contains a reference to an attached schedule or exhibit, the attachment must be stamped with appropriate wording for identification purposes, and signed by the commissioner.

An 'eyelet' (a small grommet) is a small metal ring inserted into a hole through thin material. Eyelets are generally flared or collared on each side to keep them in place. Some notaries use staples, but Brosgall Legal relies on eyelets to permanently attach documents to our notarial certificates, thereby preventing tampering and fraud. This method is far more reliable than using simple staples, as staples can easily be removed.

To insert an eyelet, a document corner is fitted to your set of papers, a small 3/16" hole is made through the corner of the entire document with a punch tool, a fresh eyelet is inserted, and the eyelet is then set (flared) using a dedicated eyeletter press. Once an eyelet has been set, it is almost impossible to remove. Any attempt to separate, add, or remove the attached papers will result in damage to the papers themselves. The combination of the eyelet technique, along with the application of an embossed notarial seal on every page, is the best way to prevent fraud.

Brosgall Legal uses these secure methods for all notarial certificates, authentications, and legalizations (apostilles).