Common Notarization Mistakes (and How to Avoid Them)

Notarization looks simple from the outside. Sign, stamp, done. In practice, small mistakes cause big problems, rejected documents, delayed closings, invalidated wills. Here are the errors we see most often and the habits that prevent them.

1. Signing before the notary sees you

The most common mistake of all. Except for some acknowledgments, you must sign in the notary's presence. Signing early usually means printing another copy and starting over.

2. Expired or incorrect ID

Virginia notaries cannot accept expired IDs. They also can't accept an ID with a name that doesn't match the document. If your ID is expired or your name has changed, tell the notary in advance so alternatives (credible identifying witnesses) can be arranged.

3. Wrong notarial certificate

Acknowledgment vs. jurat vs. copy certification, each is a different act. Using the wrong certificate can invalidate the notarization. A professional notary will point out any mismatch, but the person requesting the document (attorney, court, bank) is usually the one who chose.

4. Incomplete documents

Notaries can't fill in substantive fields on your document. Blanks in a document at the time of notarization can cause the document to be rejected later. Fill in every field except signature/date before the appointment.

5. Missing witnesses

Some documents need witnesses in addition to a notary. If witnesses are required and none are present, the notarization can be undone. Ask about witness requirements when you book.

6. Wrong witnesses

Witnesses generally must be adults, disinterested (not benefiting from the document), and not related to the signer or beneficiary. A spouse or heir standing in as a witness on a will can invalidate the whole document.

7. Signer who can't confirm awareness

A notary cannot notarize for someone who is unconscious, doesn't understand the document, or is being pressured. This isn't optional, it's the law. If a signer is heavily sedated or confused, the notarization has to wait.

8. Wrong venue

The notarial certificate must state where the notarization took place. Getting this wrong (or leaving it blank) is a technical error that receiving parties frequently catch.

9. Expired notary commission

A notary whose commission has lapsed cannot perform notarial acts. Reputable notaries track their expirations, but it's worth confirming the commission is current on any critical document.

10. Skipping the journal entry

Virginia notaries are required to keep a journal of every act. A notary who skips the journal is cutting the corner that would protect you if the document is ever challenged.

The best defense

Work with a professional. Confirm ID and document requirements ahead of time. Don't sign in advance. Ask about witnesses. If any part of the process feels rushed, slow it down. Fifteen minutes of care saves months of headache.