Common Notarial Errors and How to Avoid Them in 2025
Feeling overwhelmed? Avoid common notarial mistakes with our latest blog post!
As a notary, your role is essential in upholding the integrity of legal transactions. But let’s be honest—no one’s perfect, and even the best notaries can occasionally slip up. The good news? With the right mindset and tools, these errors are completely avoidable. Here’s a breakdown of common notarial mistakes in 2025 and practical tips to keep your work flawless.
1. Misidentifying the Signer
Properly identifying signers is a cornerstone of notarial work. Getting it wrong can lead to significant issues, including fraud.
How to Avoid It:
Always check for valid, government-issued photo ID.
Double-check that the ID is current and matches the signer.
Use resources like the NNA ID Guide to verify less common IDs.
2. Skipping the Oath or Affirmation
For certain notarial acts, such as jurats, administering an oath or affirmation is non-negotiable. Forgetting this step could invalidate your work.
How to Avoid It:
Review the types of notarizations that require an oath or affirmation.
Keep a simple script on hand to guide you through the process every time.
3. Incomplete or Incorrect Notarial Certificates
An accurate notarial certificate is your official record. Missing or incorrect details can cause unnecessary complications.
How to Avoid It:
Carefully check the venue (state and county), date, and seal for accuracy.
Use trusted templates or pre-printed certificates.
Stay familiar with your state’s notary handbook requirements.
4. Using a Faded or Expired Notary Seal
A worn-out or expired seal doesn’t just look unprofessional; it could result in the rejection of your document.
How to Avoid It:
Regularly inspect your stamp for legibility and replace it if needed.
Confirm your seal’s expiration date well in advance.
Double-check each impression to ensure it’s clear and complete.
5. Neglecting Your Notary Journal
Even in states where journals aren’t required, keeping one is a best practice. It’s your first line of defense if a transaction is ever questioned.
How to Avoid It:
Log every notarial act with details like document type, date, time, and signer’s information.
Consider a structured journal, like JuratInc’s Notary EJournal, for added efficiency.
6. Forgetting to Update Venue Details
If you’re using pre-filled certificates, it’s easy to overlook venue changes, but this can cause major headaches.
How to Avoid It:
Always verify the state and county information before completing a certificate.
Use a checklist to catch errors before the appointment ends.
7. Not Staying Current on State-Specific Laws
Each state has unique notary regulations. Overlooking these differences can lead to unintentional mistakes.
How to Avoid It:
Attend regular state-approved trainings or webinars.
Keep your state’s notary handbook handy for quick reference.
8. Mismanaging Remote Online Notarizations (RON)
RON is here to stay, and not understanding the tech or legal requirements can create unnecessary problems.
How to Avoid It:
Use only state-approved platforms that prioritize security.
Complete any required RON certifications or training.
Communicate clearly with clients to manage expectations.
9. Overlooking Document Completeness
Notaries must ensure documents are complete before notarizing. Missing pages or unsigned sections can invalidate the entire process.
How to Avoid It:
Take a moment to review the document for completeness.
If anything is missing, explain that notarization must wait until it’s corrected.
10. Skipping Thumbprints When Required
Certain transactions, like those in California, require a signer’s thumbprint. Forgetting this can result in penalties or compliance issues.
How to Avoid It:
Familiarize yourself with thumbprint requirements in your state.
Keep an inkless thumbprint pad in your notary kit.
Store thumbprint records securely in your journal.
Wrapping It Up
Mistakes happen, but they don’t have to define your notary career. By staying informed and following these best practices, you’ll not only prevent errors but also build a reputation for professionalism and reliability. Remember, every appointment is an opportunity to shine!
Looking to level up your notary game in 2025? Check out our courses and mentorship programs designed to help you succeed.
