Top 5 Mistakes to Avoid When Preparing Documents for Notarization

A good notary public will make the notarization process seem incredibly straightforward, but don’t be fooled. Even the smallest of notarization mistakes can cause painful delays and even lead to the rejection of your documents and the agreements they describe.

Fortunately, you can help notaries do their job quickly and accurately by taking a few simple precautions. To make sure that the entire notarization process goes smoothly, take care to avoid these all-too-common mistakes:

1. Bringing Incomplete Documents

   People might leave blank spaces in documents for any number of reasons, but these spaces can wreak havoc on the notarization process. In fact, the presentation of incomplete documents is the most common mistake that most people make when seeking to notarize a document. Notaries are NOT allowed to notarize forms that contain blank spaces because these can be exploited for fraud. For example, a loan document for notarization that contains blank spaces for interest rates can be unfairly manipulated after it is signed and notarized.

   How to Avoid This Mistake: Make sure that every section of your document is entirely filled out — except for the signature areas, which must be filled out in the notary’s presence. If you don’t know what to place in specific fields, you should seek the advice of a qualified document preparer or legal counsel before your notarization date.

2. Failing to Provide Proper Identification

   Beyond your properly composed and fully complete documents, you must remember to bring a valid ID to your notarized signing. Notaries are required to verify your identity before they can notarize a document. If you come to them with an ID that is unacceptable or expired, your notarization will almost certainly be denied. Other problems can arise if the name on your ID and the name on the document do not perfectly match.

   How to Avoid This Mistake: Bring a valid, government-issued photo ID, such as a driver’s license or passport, to your notarized signing. The specific list of acceptable ID types will vary from state to state, but U.S. military IDs and permanent resident cards are generally permissible. No matter what form it takes, your ID must be current and valid. If you recently changed your name or if the name on the document differs from the name on your ID for any reason, you will want to bring additional documentation to explain and verify these discrepancies.

3. Signing the Document Before Meeting the Notary

   Many people mistakenly sign their documents before the notarization appointment. However, as mentioned above, most notarial acts require you to sign in the presence of the notary. This allows the notary to verify your identity and confirm that you are signing willingly and without coercion.

   How to Avoid This Mistake: Leave all signature areas blank until you are in front of the notary. The notary must witness the signing to notarize your document.

4. Ignoring the Type of Notarization Required

   There are different forms of notarization. Acknowledgments attest to identity, jurats administer oaths, and copy certifications confirm documents. Not knowing which of these types you need can waste time and lead to invalid notarization.

   How to Avoid This Mistake: Before your appointment, ask the document’s recipient or preparer what type of notarization is required. (Unless notaries are also licensed attorneys, they cannot advise you on this subject.)

5. Failing to Have All Signers Present

   If your document requires multiple signatures, all signers should be present for their signatures to be notarized. Trying to notarize individual signatures at different times can lead to additional fees and inconvenience.

   How to Avoid This Mistake: Coordinate with all signing parties to attend the notarization appointment together. You can better accommodate everyone’s schedules by using remote online notary (RON) or mobile notary services that can gather people in virtual space or in the physical location of your choice.

Get Completed Documents Notarized With First Class Signing Service

While signing a notarized document doesn’t have to be nerve-wracking or time-consuming, a little pre-planning can eliminate a whole host of unforeseen notarization problems. Is your document ready to be notarized? Schedule a remote or in-person appointment with First Class Signing Service today.