Starting your journey as a notary public is both exciting and rewarding, but it comes with significant legal responsibilities. Even small errors can lead to rejected documents, financial liability, or even the loss of your commission.
The good news? Most common mistakes are completely avoidable with the right knowledge and preparation. Here’s a guide to the top mistakes new notaries make and practical tips to help you steer clear of them.
1. Failing to Properly Identify the Signer
The Mistake:
Accepting expired, incorrect, or insufficient identification does not verify the signer’s identity.
How to Avoid It:
- Always follow your state’s ID requirements.
- Confirm the ID is valid, unexpired, and matches the signer.
- Compare the photo and signature on the ID with the person in front of you.
Why It Matters:
Improper identification can lead to fraudulent transactions and legal trouble for both you and your client.
2. Not Completing the Notarial Certificate Accurately
The Mistake:
Leaving blank fields, missing essential details (like venue, date, or signer’s name), or using the wrong notarial certificate (acknowledgment vs. jurat).
How to Avoid It:
- Double-check every section of the notarial certificate.
- Use state-approved notarial wording.
- Never leave blanks; fill in all required fields.
Why It Matters:
Incorrect or incomplete certificates can result in rejected documents and liability claims against you.
3. Not Using Your Commission Name and Signature
The Mistake:
Signing with a name that doesn’t match your notary commission or using an unofficial signature.
How to Avoid It:
- Always sign exactly as your name appears on your commission.
- Use your official notary signature for every act.
Why It Matters:
Mismatched names or signatures can cause documents to be rejected and may violate state law.
4. Overstepping Notary Authority
The Mistake:
Giving legal advice, explaining documents, or notarizing for yourself or close family members.
How to Avoid It:
- Remember, you are an impartial witness-not a legal advisor.
- Refer legal questions to an attorney.
- Decline to notarize if you have a personal interest in the document.
Why It Matters:
Unauthorized practice of law can lead to fines, criminal charges, and voided transactions.
5. Not Keeping a Proper Notary Journal
The Mistake:
Failing to maintain accurate, thorough records of your notarizations.
How to Avoid It:
- Use a high-quality notary journal.
- Record every transaction in detail, including date, type of document, and signer’s information.
- Review your entries regularly for accuracy.
Why It Matters:
A complete journal protects you in case of disputes and is required by law in many states.
6. Using Your Notary Stamp Incorrectly
The Mistake:
Placing the seal over signatures or text, using a faint or illegible stamp, or forgetting to stamp altogether.
How to Avoid It:
- Place your stamp in a clear, designated area.
- Ensure the impression is dark and fully legible.
- If the seal is unclear, affix a new impression on a separate certificate if necessary.
Why It Matters:
Improper stamping can invalidate the notarization and cause delays or rejections.
7. Rushing Through the Signing
The Mistake:
Trying to speed through appointments, missing details, or not reviewing documents thoroughly.
How to Avoid It:
- Take your time with each signing.
- Carefully review all documents and instructions.
- Don’t overbook your schedule.
Why It Matters:
Attention to detail builds your reputation and prevents costly errors.
8. Not Staying Up to Date with State Laws
The Mistake:
Assuming notary laws are the same everywhere, or failing to keep up with changes.
How to Avoid It:
- Regularly review your state’s notary laws and regulations.
- Participate in continuing education and training.
- Join notary associations or online communities for updates.
Why It Matters:
Staying informed keeps you compliant and protects your business.
9. Underpricing Services or Neglecting Marketing
The Mistake:
Setting fees too low or assuming clients will find you without marketing your services.
How to Avoid It:
- Research competitive pricing in your area.
- Develop a marketing plan to promote your services.
- Value your expertise and time appropriately.
Why It Matters:
Proper pricing and visibility are key to building a sustainable notary business.
10. Ignoring Continuing Education
The Mistake:
Failing to invest in ongoing learning and professional development.
How to Avoid It:
- Take advanced courses and attend workshops.
- Stay current with industry trends and technology (like remote online notarization).
- Seek mentorship or join professional networks.
Why It Matters:
Continuous learning helps you adapt, grow, and offer better services to your clients.
Final Thoughts
Avoiding these common mistakes isn’t just about compliance, it’s the foundation for building a trustworthy, successful notary business. By paying attention to detail, staying informed, and investing in your professional growth, you’ll protect yourself and your clients while opening doors to new opportunities.
Ready to sharpen your skills and avoid rookie errors? Explore comprehensive training and support at Notary2Notary.com and set yourself up for notary success!