5 Common Notarization Mistakes to Avoid

Notarization seems straightforward, but small errors can make a document invalid, cause delays in time-sensitive transactions, or require you to start the process over. Whether you're signing a power of attorney, closing on a home, or notarizing a business document, avoiding these common mistakes will save you time and frustration.

This is the most common and most avoidable mistake. Many people assume they should sign their document ahead of time to speed things up. In reality, the opposite is true.

A notary's primary job is to witness your signature. If you've already signed, the notary cannot legally notarize the document in most cases. You'll either need to re-sign in front of the notary (if the document allows it) or get a new, unsigned copy.

The fix: Bring your document unsigned. Wait for the notary to verify your identity, then sign in their presence.

A notary must verify your identity using a current, government-issued photo ID. If your ID is expired, even by a single day, most notaries cannot accept it.

IDs that are not accepted include:

• Expired driver's licenses or passports
• Student IDs
• Credit or debit cards
• Social Security cards
• Birth certificates

The fix: Check your ID's expiration date before your appointment. Accepted IDs include a current driver's license, state-issued ID, U.S. passport, military ID, or Permanent Resident Card.

A notary cannot notarize a document that has blank fields. Empty spaces create an opportunity for someone to add information after the fact that the signer never agreed to.

If a field does not apply to you, write "N/A" rather than leaving it empty. If you're unsure what to put in a field, check with the person or organization that issued the document before your appointment.

The fix: Review every field before you arrive. Fill in all blanks, or mark non-applicable fields as "N/A."

Some documents, including healthcare powers of attorney and certain legal agreements, require witnesses in addition to a notary. Witnesses must typically meet specific requirements:

• Must be adults (18 or older)
• Cannot be named as a beneficiary or agent in the document
• Cannot be related to the signer by blood, marriage, or adoption (for some document types)
• Cannot have a financial interest in the document

Bringing the wrong witnesses, or forgetting to bring them at all, means your document may not be legally valid even after notarization.

The fix: Read your document carefully or ask your notary in advance whether witnesses are required and what the qualifications are.

Crossing out text, using correction fluid, or making handwritten changes to a document after it has been prepared can raise questions about its authenticity. Many institutions, including banks, courts, and government agencies, will reject notarized documents that show signs of alteration.

If you notice an error in your document, the safest option is to get a corrected version before your appointment.

The fix: Review your document thoroughly before your appointment. If corrections are needed, request a new copy from the issuing party rather than altering the existing one.

Even if you do everything right, working with an inexperienced notary can introduce errors on their end, such as incorrect wording, a missing seal, or improper acknowledgment language. A certified, experienced notary knows exactly what each document requires and will guide you through the process correctly.

At Mali + Co. Notary, we are certified through the National Notary Association and bring care and precision to every appointment. We will make sure your documents are notarized correctly the first time.

Book your appointment today and come prepared with confidence.