Avoid These 7 Common Notary Mistakes That Could Cost You Clients

Avoid These 7 Common Notary Mistakes That Could Cost You Clients

Even experienced notaries can make small errors that have big consequences. The good news? Most are completely avoidable once you know what to watch for. Whether you’re brand new or have been notarizing for years, here are the seven most common mistakes — and how to make sure they never happen again.

We have done tens of thousands of notarizations between the two of us, so we have made mistakes along the way. Use our lessons to start off on the right foot.

1. Not verifying ID properly Always confirm that the ID matches the signer’s appearance and signature. Check for expiration dates and compare physical description details carefully. If something feels off, pause the notarization until you’re certain, it’s always better to delay than risk an invalid signing.

2. Missing signatures or initials This one’s simple but common. Before finishing, take one last scan of each page to ensure every signature, date, and initial is complete. We have a few handy tricks you'll learn in our course that can help you ensure nothing is missed.

3. Forgetting your notary seal It happens! A missing seal can invalidate an entire document. Always double-check that your seal is legible, accurate, and on the correct page.

4. Using the wrong notarial wording Each state has its own approved acknowledgment and jurat wording. If your client brings a document with another state’s language, confirm whether you can use it or must attach a loose certificate.

5. Incomplete journal entries Every entry matters. Record the date, type of notarization, ID details, and signatures.

This came up for us once when a former client tried to dispute our signature with the state. Because Aaron had clear signatures, ID details, and dates in his logbook, the state reviewed the entry and immediately dismissed the client’s dispute.

That single, detailed entry protected both our business and Aaron’s notary commission, proof that your logbook is more than just paperwork. It’s your protection.

6. Giving legal advice Notaries are not attorneys. If a signer asks what document they need or which notarial act to choose, you can describe options, but never decide for them.

7. Not setting clear expectations around fees and travel Clients value transparency. Always share your fees upfront, confirm travel costs before leaving, and send a receipt.

We often get calls where an ID is missing or a signer doesn’t show up — meaning the notarization can’t be completed. Because we clearly outline our travel fee policy on our website, appointment setter, and pre-call reminders, we’re able to collect the travel fee for our time most of the time.

Clear communication = confident clients and fewer disputes.

Sometimes it's just as important to know what NOT to do to keep doing what's correct. This is where notary training comes in as critical, even if it's not required in your state.

Ready for more expert advice and training? Our Notary Essentials course walks you through every step — from ID checks to journal entries — with pro tips and real time strategies from 10,000+ successful signings.