5 Common Notary Errors & How to Avoid Them

Even small errors can lead to big problems when it comes to notarizations. Whether you're new to notarizations or a seasoned Notary Public, it's important to understand the common mistakes that can happen and how to avoid them. In this guide, I’ll highlight 5 frequent notary errors and offer practical solutions. Let’s get started!

1. Failing to Verify Identification Properly

Error: One of the most frequent notary errors is not carefully confirming the signer’s identity. Notaries are legally obligated to verify that the individual signing the document is indeed who they claim to be.

How to Prevent It: Always ask for valid, government-issued photo ID—such as a driver's license or passport. If the ID appears expired or questionable, request an additional form of identification to verify their identity. You can even purchase ID Checking Guides, such as I.D. Checking Guide, U.S. & Canada Edition 2025.

Why It Matters: Thoroughly checking ID helps prevent fraud and ensures that the notarization is legally binding. This simple step ensures everything is on track and safe.

2. Overlooking Signatures

Error: Notaries sometimes overlook the need to confirm that all required signatures are present. It’s important that each person signing a document has done so in the right places.

How to Prevent It: Always review the document with the signer before completing the notarization. Confirm that all necessary parties have signed and that they’ve signed where indicated. Beth Hathoot, Lead Instructor over at Notary Stars, said recently to try to train our eyes to look for acts, not ink! In other words, an effective notary doesn't just glance at what’s been signed; they focus on the actions that need to be completed.

Why It Matters: An incomplete document is legally ineffective and can delay processing. Verifying signatures is a crucial part of ensuring the document’s validity.

3. Skipping the Notary Journal

Error: Many notaries neglect to keep a notary journal or don’t update it correctly. This journal serves as a critical record of every notarization performed.

How to Prevent It: Make sure to record every notarization in your journal, including the date, signer details, type of document, and the fee you’ve charged. While some states, including mine, may not legally require this, it’s still worth doing. Keeping a detailed record provides an extra layer of protection and can be helpful if you ever need to reference the notarization in the future.

Why It Matters: A well-maintained journal acts as both a legal safeguard and a record-keeping tool. It's essential for protecting both the notary and the signer.

4. Not Notarizing in the Signer's Presence

Error: A common mistake is notarizing a document without the signer being physically present. In most cases, notaries are required to witness the signer in person to complete the notarization. However, certain states allow remote notarization or notarization with credible witnesses under specific circumstances.

How to Prevent It: Always ensure the signer is present with you when notarizing their document. If in-person notarization is not possible, explore options like Remote Online Notarization (RON) or notarization with credible witnesses, depending on the laws of your state.

Why It Matters: Notarizing a document without the signer present may invalidate the notarization and cause legal complications.

5. Using the Incorrect Notary Seal

Error: Using the wrong or outdated notary seal is an easily avoidable mistake. Notary seals must comply with state regulations, and using the wrong one could invalidate your notarization.

How to Prevent It: Be sure to check your notary seal for accuracy and legality, especially after any changes such as an expiration. Make sure your seal includes all state required details.

Why It Matters: An invalid seal can lead to significant issues down the road. Ensuring your seal is accurate guarantees that the notarization is legally sound.

Final Thoughts:

Avoiding these common notary errors is essential to providing a smooth, stress-free experience for your clients. If you’re looking for a professional, reliable notary service in Sebring, Florida, Bee & Barb Notary is here to assist. Book your appointment todayhttps://calendly.com/savannahcthenotary and make sure your documents are handled with the utmost care!