The Notary’s Guide to Avoiding Critical Mistakes: How to Protect Your Reputation & Keep Clients Coming Back
Introduction
As a notary, one mistake can be the difference between keeping a loyal client or never hearing from them again. Errors in signings can lead to funding delays, legal disputes, and a loss of trust. Worse yet, a pattern of mistakes can get you blacklisted by signing services and title companies.
The good news? Most notary mistakes are preventable. This guide will cover the most common errors notaries make, how to avoid them, and what to do if you make a mistake.
1. The #1 Deal-Killer: Missing Signatures & Initials
💡 Why It Matters: A single missing signature can delay funding, force a costly resigning, or even void a loan transaction.
✅ Best Practice:
Double-check every page before leaving the appointment.
Use a checklist for common documents requiring initials (like the 1003 and NORTC).
Before you scan or ship documents, review everything one last time.
🚀 Pro Tip: If possible, flip through the documents while the signer is still at the table to make sure nothing was missed.
2. Misplacing or Smudging Your Notary Seal
💡 Why It Matters: A misplaced or illegible stamp can invalidate a document. If your seal is too close to the edge, it might get cut off during recording.
✅ Best Practice:
Always stamp in a clear, designated area.
Keep your stamp away from the document’s margins.
Let the ink dry before stacking papers to avoid smudging.
🚀 Pro Tip: If the acknowledgment area is too small, attach a separate loose certificate instead of cramming your stamp into the space.
3. Not Verifying Signer Identity Properly
💡 Why It Matters: If you notarize a document without properly verifying the signer’s identity, you’re opening yourself up to fraud and legal trouble.
✅ Best Practice:
Always check a government-issued ID.
Ensure the ID matches the name on the documents.
If the name is different, call the hiring company for instructions.
🚀 Pro Tip: Never accept an expired ID unless your state explicitly allows it.
4. Wrong Notary Certificate or Incorrect Corrections
💡 Why It Matters: The wrong certificate or a messy correction can make a document unrecordable.
✅ Best Practice:
If the wrong county or state is pre-filled, line through it, correct it, and initial.
Don’t cross out, use whiteout, or alter the document in any way.
Know your state’s notarial certificates. Some states require specific wording.
🚀 Pro Tip: If you’re unsure whether an acknowledgment or jurat is required, call the hiring company—don’t guess.
5. Mishandling Right to Cancel Dates
💡 Why It Matters: If the Notice of Right to Cancel (NORTC) has the wrong date, it could extend the rescission period and delay funding.
✅ Best Practice:
Know how to calculate the rescission period (3 business days, excluding Sundays & holidays).
Double-check the pre-filled dates on the form.
If dates are blank, guide the borrower in filling them out correctly.
🚀 Pro Tip: Use a rescission calendar or an app to verify the correct dates.
6. Late or Missing Scanbacks
💡 Why It Matters: Many lenders won’t fund a loan until scans are received. If you take too long, you could hold up an entire transaction.
✅ Best Practice:
Upload scans within 1 hour of the appointment.
Make sure all pages are clear and legible.
If there’s an unavoidable delay, notify the hiring company immediately.
🚀 Pro Tip: Invest in a mobile scanner so you can upload scans on the go.
7. Changing Appointment Time or Location Without Approval
💡 Why It Matters: Some notaries assume they can reschedule or change locations to accommodate the signer—but this can lead to major compliance issues.
✅ Best Practice:
Never change the appointment time or location without written approval.
If the signer requests a change, contact the hiring company before confirming.
Check your emails and texts regularly to ensure you don’t miss any updates.
🚀 Pro Tip: Keep a dedicated notary calendar to track appointments properly.
8. Not Keeping Proper Records
💡 Why It Matters: Your notary journal is your best legal protection if a signing is ever questioned.
✅ Best Practice:
Record every notarization in your journal.
Have signers provide a thumbprint if required by your state.
Retain your journal securely for the required number of years.
🚀 Pro Tip: Some states don’t require a journal—but keeping one is always a smart move.
9. Unprofessional Attitude or Poor Communication
💡 Why It Matters: Clients remember how easy (or difficult) you were to work with. A bad experience = no repeat business.
✅ Best Practice:
Be responsive and professional in all communication.
Confirm appointments and keep clients updated.
Never argue with a signer, even if they’re frustrated.
🚀 Pro Tip: Treat every client like they’re your biggest source of business—because they might be.
10. Mishandling Documents in Rural or Remote Areas
💡 Why It Matters: Rural closings often require extra time for scheduling and document delivery. If you don’t plan ahead, you might miss shipping deadlines.
✅ Best Practice:
Schedule rural signings at least 24 hours in advance.
Drop off documents ASAP to avoid missing FedEx/UPS cutoffs.
Let the hiring company know if shipping delays are possible.
🚀 Pro Tip: If the signer is too far from a notary, suggest Remote Online Notarization (RON) if applicable.
Final Thoughts: How to Be a Notary That Clients Trust
Mistakes happen, but how you prevent and handle them determines your success. By double-checking documents, communicating proactively, and staying professional, you’ll become a notary that clients trust and rely on.
✅ Top 3 Takeaways: 1️⃣ Slow down & review every detail—accuracy beats speed.
2️⃣ Stay responsive—clients appreciate updates & clear communication.
3️⃣ Always ask before making changes—assumptions lead to problems.
💡 Action Step: Pick one mistake from this list and focus on eliminating it from your signings this week.