An exemplar (often referred to or spelled as an "examplar") is an official sample notarized document containing your drawn electronic signature, official electronic notary seal, and digital certificate provider information required by the Secretary of State (SOS) when registering for Remote Online Notarization (RON).
Direct Tool Link: https://app.notarycentral.org/sample-notarized-document
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How to notarize a document for a New York (NYS) exemplar
New York Department of State (NY DOS) requires a sample notarized document (also called an exemplar or digital signature exemplar) when you apply to become a remote online notary. The exemplar must show your drawn electronic signature, official electronic notary seal, and digital certificate provider information.
To create your New York exemplar with NotaryCentral:
- Set up your digital certificate and seal first. Configure your New York digital X.509 certificate and electronic notary seal in NotaryCentral before opening the exemplar tool. See Digital Notary Certificates, Seal & Stamp for New York.
- Open the Sample Notarized Document tool. Go to Create Sample Notarized Document (Settings → RON Settings → Create sample notarized document).
- Step 1 — Asset Setup: Upload the PDF you want to use as your sample notarized document, enter your digital certificate (.p12/.pfx), certificate passphrase, and electronic notary seal image, then click Proceed to Practice Document.
- Step 2 — Place seal and signature: In the document editor, use the Notary Seal tool to place your official electronic seal and the Signature tool to draw your signature. Do not paste images — NY DOS routinely rejects pasted seal or signature images. Click Finalize document to apply your certificate-backed electronic signature.
- Step 3 — Download your exemplar: Your signed PDF downloads automatically. Click Download Signed PDF again if needed, then upload the file to the NY DOS online notary application when it requests your sample notarized document.
For the full New York submission checklist, see the New York RON submission guide.
Steps to generate and download your exemplar (examplar)
These steps apply to any state that requires a sample notarized document for RON registration (including New York, Texas, Florida, Virginia, Oregon, and South Dakota):
Prerequisites
Before you open the exemplar tool, configure your digital X.509 certificate, certificate passphrase, and official electronic notary seal in NotaryCentral. You cannot finalize the exemplar without them.
Step 1 — Asset Setup
- Open the Sample Notarized Document & Exemplar Generator.
- Click Upload PDF and choose the PDF you want to notarize as your exemplar (any blank or practice document is fine).
- Enter your digital certificate, certificate passphrase, and electronic notary seal image in the form below the upload area.
- Click Proceed to Practice Document.
Step 2 — Practice Document (notarize the PDF)
- Select the Notary Seal tool and place your official electronic seal on the document.
- Drag a Signature field onto the document and draw your signature using the Signature tool.
- Click Finalize document to apply your certificate-backed electronic signature and trigger the download.
Important: Always use the Notary Seal and Signature tools. Do not paste an image of your seal or signature — pasted images are routinely rejected by the Secretary of State.
Step 3 — Finalize & Deliver
- Your signed PDF exemplar downloads automatically when finalization completes.
- Click Download Signed PDF on the confirmation screen if you need another copy.
- Upload the downloaded PDF to your state's online notary application portal when it requests a sample notarized document or exemplar.
What is a Notary Exemplar (Examplar)?
A notary exemplar (sometimes spelled "examplar") is a test or sample document that demonstrates:
- Your official electronic signature image (drawn with the Signature tool)
- Your official electronic notary seal (placed with the Notary Seal tool)
- Information about your digital certificate provider (e.g., NotaryCentral / IdenTrust)
- Proof that your electronic signature and seal conform to state RON standards
Frequently Asked Questions
How do I notarize a document for a NYS exemplar?
Upload a PDF to the Sample Notarized Document tool, configure your digital certificate and electronic seal in Step 1, place your seal and draw your signature in Step 2 using the built-in tools (not pasted images), click Finalize document, then download and submit the signed PDF to NY DOS with your remote online notary application.
Is an "examplar" the same as an "exemplar"?
Yes. "Examplar" is a common phonetic spelling variation of "exemplar". In notary registration contexts, both terms refer to the electronic signature sample submitted to the Secretary of State.
Which states require a digital signature exemplar?
Most state notary commissioning authorities—including New York, Texas, Florida, Virginia, Oregon, and South Dakota—require an exemplar submission during the Remote Online Notary (RON) registration or approval process. Arizona and New Jersey do not require a sample notarized document.
What button do I click to create the exemplar?
There is no single "Generate Exemplar" button. The tool uses a three-step wizard: Upload PDF → Proceed to Practice Document → place seal and signature → Finalize document → Download Signed PDF.
Can I paste my seal or signature as an image?
No. Always use the Notary Seal tool and Signature drawing tool in the document editor. Pasted images are routinely rejected by New York and other state authorities.