Common Notary Mistakes

As I'm growing my professional service business, I've noticed some common notary mistakes I'd like to share.

Being a visual learner, identifying these errors helps me remember what to avoid.

Here are some key points I've encountered:

1. **Notarizing Without Proper Notarial Wording**

Many new notaries may mistakenly believe they can stamp any document and call it notarized. However, a document can be invalid if it is notarized incorrectly and lacks the proper notarial wording. Notaries should always verify the notarial certificate and determine what type of notarization the document requires. The most common types are acknowledgments and jurats.

2. **Overlooking Proper Identification of the Signer**

It is crucial for notaries to always check the valid identification of the signer(s) and/or witness(es) before performing any notarial act. Acceptable forms of ID include a driver's license, state ID, passport, or another valid form of identification. Signers should never use an expired ID.

3. **Failing to Secure Notary Tools and Stamps**

Currently, I can access my supervisor's notarial stamps simply by looking into a cabinet in our shared office, as there is no lock on the case. This is an improper way to store your notary tools and stamps because anyone could use your seal to notarize documents without your knowledge, jeopardizing your commission. Your notary stamps should always be stored in a safe and secure area, such as a lockbox or a locked drawer.

4. **Neglecting to Make Journal Entries**

I have observed this issue far too often. Regardless of whether you know the signer(s) and/or witness(es), if you make a mistake during the notarization or notarize a document for free, it should always be documented in a notary journal. This record serves as your defense in case any issues arise in the future.

I hope this helps you avoid some pitfalls as you navigate your work!