7 Notarization Mistakes That Get Documents Rejected
· Notary Basics
Why Small Notarization Mistakes Cause Big Delays
Most notarizations go smoothly, but a handful of preventable errors cause documents to be refused or rejected by the office that receives them. A county recorder, court, lender, or employer may send a document back, and that can mean lost time, repeat fees, and missed deadlines.
This guide covers the seven mistakes we see most often in the Evansville area. It is general information only, and a notary is not an attorney, so questions about what a document should say belong with a licensed attorney or the agency that requested it.
1. Signing Before the Notary Arrives
For most notarial acts, the signer must sign in front of the notary, or at minimum personally appear and acknowledge the signature. If a document is already signed, the notary may need you to sign a fresh copy or may only be able to perform an acknowledgment, depending on the notarial certificate. For a jurat, you must sign in the notary's presence.
The safest approach: leave the signature line blank until your appointment. If you have already signed, tell the notary right away so they can explain your options.
2. Showing Up Without Valid Photo ID
A notary must be able to confirm who you are. Expired, damaged, or unreadable identification is a common reason an appointment cannot be completed. Bring a current, government-issued photo ID, and make sure the name on it reasonably matches the name on the document.
If you are unsure whether your ID will work, call us at 812-205-3322 before the appointment. Checking ahead is much easier than rescheduling.
3. Leaving Blank Spaces in the Document
Notaries are generally trained to avoid notarizing documents with significant blank spaces, because blanks can be filled in later without the signer's knowledge. Fill in dates, names, and amounts before the appointment, or write N/A where something truly does not apply.
If you do not know what to enter, ask the person or agency that gave you the form. A notary cannot tell you what to write, because that would drift into giving legal advice.
4. Expecting the Notary to Choose the Notarial Certificate
Some documents include notarial wording, called a certificate, and some do not. Acknowledgments and jurats are different acts, and the notary cannot decide which one you need for you. The requesting agency or your attorney can tell you. See our guide to the difference between an acknowledgment and a jurat if you want background.
If the document has no certificate and you do not know which one is required, ask the receiving party before your appointment so the correct wording can be attached.
5. Forgetting Every Signer Has to Appear
If a document has two signers, each person who signs generally needs to appear before the notary with their own ID. Having one spouse sign for the other, or planning to send the paper around for a signature later, can lead to a refusal. When signers are in different places, remote online notarization may help, and a mobile notary can also travel to each location separately.
A mobile notary can come to your home, office, hospital, or care facility around Evansville and Vanderburgh, Warrick, Gibson, and Posey counties, with travel fees quoted up front.
6. Using the Wrong Notary Type or Method
Not every notary handles every kind of job. Loan documents, for example, are best handled by a notary who is also a loan signing agent. Out-of-state or international use may also require an apostille after notarization, and a document headed overseas has extra steps. Indiana also allows remote online notarization for many documents, but the receiving party must accept it.
Before you book, confirm what type of notarization the receiver requires. We will happily point you in the right direction.
7. Not Knowing the Fees Beforehand
In Indiana, the maximum fee for an in-person notarial act is $10 per act, and remote online notarization can be up to $25 per act. Mobile travel is a separate charge, quoted before we come to you, so there are no surprises.
Ready to schedule, or not sure whether your document is set? Call Jason at 812-205-3322 or email jason@southernindiananotary.com, and we will walk you through what to bring.
Jason Dicken is a commissioned Indiana notary public serving Evansville and the Tri-State. This article is general information, not legal advice.
Need this handled in person? See our mobile notary service page, review mobile notary pricing, or contact Southern Indiana Notary to schedule.