You’ve finally got all your paperwork in order. The mortgage is ready to close, the power of attorney is drafted, or your business contract is signed. Then you discover a notarization error has invalidated everything, setting you back weeks or even months.
It happens more often than you’d think. According to the National Notary Association, improper notarization is among the top reasons legal documents get rejected during processing. The good news? Most of these mistakes are completely preventable when you know what to watch for.
If you’re dealing with important documents that require notarization, understanding these common errors can save you significant time, money, and frustration. Many people turn to professional Mobile Notary Services in Middleton ID to ensure their documents are handled correctly from the start.
Let’s walk through the eight mistakes that can derail your important paperwork and exactly how to avoid them.
Mistake 1: Using Expired or Invalid Identification
Here’s what most people don’t realize: your driver’s license needs to be current on the day of notarization. An ID that expired yesterday won’t work, even if you have a renewal in process.
Notaries are required by law to verify your identity using government-issued photo identification. This typically means a driver’s license, passport, or state ID card. The document must be valid and unexpired at the time of signing.
What makes this tricky is that acceptable forms of ID vary by jurisdiction. Some states accept military IDs or tribal identification cards, while others have stricter requirements. Before your notary appointment, confirm these details:
- Your ID expiration date is current
- The photo reasonably resembles your current appearance
- Your signature on the ID matches how you’ll sign the document
- The ID hasn’t been damaged or altered in any way
If your identification recently expired, get it renewed before scheduling notarization. Showing up with an expired ID means rescheduling everything, which delays your real estate closing, loan approval, or legal filing.
Mistake 2: Signing Documents Before the Notary Arrives
This might be the most common mistake people make, especially during real estate transactions. You’re eager to get things moving, so you sign all the papers ahead of time. Then the notary arrives and can’t proceed.
The entire point of notarization is that the notary witnesses you signing the document. They’re verifying that you are who you claim to be and that you’re signing willingly, without coercion. If you’ve already signed, they can’t testify to witnessing that act.
Think about it this way: the notary serves as an impartial witness to your signature. They can’t witness something that already happened. According to notary public standards and regulations, the signing must occur in the notary’s physical presence.
What should you do instead? Leave signature lines completely blank until the notary is physically present and ready to proceed. Yes, it feels inefficient to wait, but it’s the only way to ensure your document holds up legally.
Mistake 3: Failing to Understand Acknowledgments vs. Jurats
Not all notarizations work the same way. The two main types—acknowledgments and jurats—have different requirements, and using the wrong one invalidates your document.
An acknowledgment verifies that you signed the document and that you did so willingly. You can sign before seeing the notary, then appear before them to acknowledge that the signature is yours. This is common for deeds and powers of attorney.
A jurat requires you to sign in the notary’s presence and swear or affirm that the contents of the document are true. This is typically used for affidavits and depositions. You’re not just verifying your signature—you’re vouching for the document’s accuracy under oath.
The problem arises when documents specify one type but receive the other. Your deed might require an acknowledgment, but if the notary administers a jurat instead, the document may be rejected when you try to record it.
Always check what type of notarization your document requires. It’s usually stated on the document itself, often in the notary certificate section. If you’re unsure, ask the entity requiring the notarization.
Mistake 4: Notarizing Documents With Blank Spaces
You’re at the closing table, and a few details haven’t been finalized yet. The loan officer says they’ll fill in the blanks later. The notary proceeds anyway. Months later, you discover the document isn’t enforceable because it was incomplete when notarized.
Notaries should never notarize documents with blank spaces that could be filled in later. This creates an opportunity for fraud or alteration after the fact. Once a document is notarized, it’s supposed to be complete and unchangeable.
Material information must be filled in before notarization. This includes:
- Names of all parties
- Dates and addresses
- Financial amounts or terms
- Property descriptions
- Any other substantive details
Small clerical items like document numbers might be acceptable as blanks in some jurisdictions, but substantive information absolutely must be complete. If you notice blank spaces, ask why they’re empty and whether they need to be filled before proceeding.
Mistake 5: Having the Wrong People Present
Your business partner can’t make it to the signing, so they ask you to sign on their behalf and get it notarized. Or your elderly parent needs documents notarized, so you plan to sign for them since you have their power of attorney.
Neither scenario works. The person whose signature is being notarized must be physically present before the notary. You cannot sign for someone else and have that signature notarized, even with a power of attorney.
There’s one exception: if you have a properly executed power of attorney that specifically grants you authority to sign certain documents on someone’s behalf, you can sign as their attorney-in-fact. But you’d sign your own name in that capacity, and you’re the one appearing before the notary—not signing as if you were the other person.
Additionally, notaries cannot notarize documents for themselves or for family members in most jurisdictions. The notary must be an impartial third party with no financial or beneficial interest in the transaction.
Mistake 6: Using an Expired or Improper Notary Seal
You probably won’t catch this error yourself, but it’s worth understanding. Notaries have commission expiration dates, just like your driver’s license. If a notary’s commission has expired, any notarizations they perform are invalid.
Similarly, the notary seal itself must meet specific requirements. It needs to be legible, include certain information (like the notary’s name and commission expiration date), and be placed properly on the document. Smudged, incomplete, or improperly placed seals can cause rejection.
What can you do to protect yourself? Ask to see the notary’s commission certificate before proceeding. Verify that their commission is current and that their seal matches their commission information. Reputable notary services keep their credentials up to date, but it never hurts to verify.
If you’re working with a mobile notary service, they should provide this information upfront. For more resources on professional notarization services, you can explore additional helpful guides and information about document handling best practices.
Mistake 7: Notarizing Documents Without Proper Witnesses
Some documents require witnesses in addition to notarization. Wills are a common example. The legal requirements might specify that two or three disinterested witnesses must be present when you sign.
The notary’s presence doesn’t substitute for required witnesses. If your will requires two witnesses and notarization, you need all three people present—the notary and two separate witnesses who meet the legal requirements.
Witnesses typically cannot be:
- Beneficiaries named in the document
- Related to you by blood or marriage
- Financially interested in the transaction
- The notary public (in most cases)
Before your notary appointment, confirm whether your document requires witnesses beyond the notarization. If so, arrange for appropriate people to attend. Don’t assume your notary will bring witnesses—that’s typically your responsibility.
Mistake 8: Rushing Through the Process
You’re on a tight deadline. The notary arrives, and you want to sign everything as quickly as possible. You barely glance at the documents, don’t read the acknowledgment statement, and hurry the notary along.
This is how mistakes happen. Notarization isn’t meant to be rushed. The notary needs time to verify your identity, ensure you understand what you’re signing, and confirm you’re acting willingly without pressure.
When you rush, you risk:
- Signing the wrong version of a document
- Missing errors or incomplete sections
- Not understanding what you’re agreeing to
- Creating an environment where the notary might overlook procedural requirements
Quality notarization takes time. Build that into your schedule. If you’re under time pressure, communicate that clearly when scheduling the appointment, but don’t let it compromise the process itself.
How to Ensure Proper Notarization
Now that you know what can go wrong, here’s your action plan for getting it right:
First, schedule your notarization with enough lead time. Don’t wait until the last minute when pressure might cause shortcuts. Give yourself buffer time in case issues arise.
Second, gather and verify your identification ahead of time. Make sure it’s current, matches your name on the documents, and will be acceptable to the notary.
Third, review your documents before the notary arrives. Check for blank spaces, verify all names are spelled correctly, and confirm you understand what type of notarization is required.
Fourth, prepare any required witnesses in advance. Make sure they understand their role and meet the legal requirements for your specific document type.
Finally, don’t sign anything until the notary is present and ready. Leave all signature lines blank until you’re in front of the notary, even if it feels inefficient.
Frequently Asked Questions
Can I use a photocopy of my ID for notarization?
No, you must present an original, physical identification document. Photocopies, even certified copies, are not acceptable. The notary needs to examine the original ID to verify its authenticity and your identity.
What happens if I discover a notarization error after the fact?
Contact the entity that required the notarization immediately. Depending on the error’s severity and the document type, you may need to have the document re-notarized correctly. Some errors can be corrected, while others require starting over with a new document.
Do I need to notarize every page of a multi-page document?
Usually not. Typically, only the signature page requires notarization. However, some documents may require the notary to witness initials on each page or to notarize multiple signature pages. Check your specific document requirements.
Can a notary refuse to notarize my document?
Yes, and they should refuse if something isn’t right. Notaries must refuse service if you lack proper ID, appear to be signing under duress, don’t understand the document, or if the document has blank spaces that should be filled. This protects both you and them.
How long does a notarization remain valid?
The notarization itself doesn’t expire, but the underlying document might have time limits for filing or recording. For example, some states require notarized deeds to be recorded within a certain timeframe. Check the requirements for your specific document type and jurisdiction.
