Avoid Common Notary Mistakes: Tips for a Smooth Signing
Getting documents notarized should be straightforward, right? You show up, sign a few papers, and walk away with everything sealed and official. But here’s the thing: even small mistakes can cause big headaches—like delays, rejected documents, or the need to start the entire process over. Yikes. The good news? Most of these errors are completely avoidable with a little preparation. So, before you pick up that pen, check out these tips to make sure your next notary appointment goes off without a hitch.
1. Don’t Sign Until the Notary Says So
One of the biggest rookie mistakes? Signing your document before the notary is present. It may feel like you’re just getting a head start, but notaries are legally required to witness the signature in person (or via video for remote notarizations). If you sign it beforehand, you’ll need to reprint the document and start again.
The Fix: Wait until you’re in front of the notary, and don’t worry—they’ll guide you through where to sign and what to fill out. It’s their job to make sure it’s done correctly!
2. Bring a Valid, Government-Issued ID
A notary can’t stamp anything until they’ve verified your identity. Showing up with an expired ID or a non-government ID (like a work badge or student ID) is a surefire way to put the brakes on your signing session. Even if you have a perfectly good driver’s license, double-check that it’s up-to-date and matches the name on your document.
The Fix: Bring a government-issued ID like a driver’s license, passport, or military ID. And make sure it’s current! If your name has recently changed due to marriage or divorce, bring supporting documents like a marriage certificate or name change order.
3. Make Sure the Document is Complete
Notaries aren’t allowed to notarize incomplete documents, and for good reason. Any missing pages or blank spaces could lead to fraudulent alterations later on. Showing up with half-filled forms or missing information is a no-go.
The Fix: Double-check that your document is 100% complete before your appointment. If the document requires you to fill out sections in front of the notary, ask for clarification before your session to save time.
4. Know Who Needs to Be Present
If your document needs multiple signers, everyone has to be present (or available online for remote notarizations) at the same time. Missing just one person? That’s a recipe for an incomplete transaction. For real estate closings, loan agreements, or documents that require witnesses, coordinating everyone’s availability is crucial.
The Fix: Confirm that all signers and required witnesses will be present before booking your appointment. If you’re using a mobile notary, let them know how many people will be signing so they can allocate enough time for everyone.
5. Check for Special Notary Requirements
Some documents have specific notarization requirements—like needing witnesses in addition to the notary or requiring a “jurat” (an oath or affirmation). These are more common in real estate transactions and legal documents, so don’t assume a basic acknowledgment will always suffice.
The Fix: If you’re not sure which type of notarization is needed, ask ahead of time or check with the organization that provided the document. Notaries are trained to perform various notarizations, but knowing the type required will save you time and hassle.
6. Use Your Legal Name
This might seem obvious, but using nicknames or abbreviations instead of your full legal name can cause issues. If your document says “Jonathan A. Smith,” and you sign as “John Smith,” it’s likely to be rejected. The notary’s role is to confirm that the person signing matches the name on the document exactly.
The Fix: Always sign using your full legal name, as it appears on your ID and the document. If there’s a mismatch, talk to the document issuer to see if they can amend it before your notary appointment.
7. Review the Document Before You Arrive
The notary’s job is to confirm your identity and witness your signature—not to explain the contents of your document. That means showing up unsure of what you’re signing can lead to delays or the need to reschedule. If you have questions about your document’s legal implications, consult with a lawyer beforehand.
The Fix: Read through your document thoroughly before meeting with the notary. If you’re confused about any part of it, get clarification ahead of time. You don’t want to be figuring things out on the spot.
8. Understand the Notary’s Limitations
Notaries are bound by strict legal guidelines and can’t provide legal advice, draft documents, or tell you how to complete forms. They’re neutral parties who verify identity, witness signatures, and ensure that everything is above board. Asking them to “just tell me what to put here” is putting them in an awkward position (and it’s probably not legal).
The Fix: Know what the notary can and can’t do. They can verify identity, witness your signature, and administer oaths—but they can’t help you fill out your forms or offer legal guidance.
9. Avoid Cross-Outs or Alterations
Tempted to make a last-minute change to your document? Stop right there. Adding handwritten notes, cross-outs, or corrections can invalidate the notarization. Even a minor edit could raise red flags, making the document unusable.
The Fix: If you spot an error, print a new copy of the document. It’s better to have a clean version than to risk your notarization being rejected.
Final Thoughts: A Little Prep Goes a Long Way
Avoiding these common mistakes will save you a ton of time, hassle, and potential frustration. By making sure your documents are complete, your ID is valid, and everyone’s present and ready, you’ll breeze through your next notary appointment. Need more help or have questions before your appointment? Feel free to contact me—I’m always here to help make the process as smooth and stress-free as possible!
Ready to schedule your notarization? Book your appointment today!
