Common Notarization Mistakes and How to Avoid Them

Notarizing documents across Western Pennsylvania, I see the same mistakes happen over and over. The good news? Almost all of them are easily preventable. Let me share the most common notarization errors I encounter and how you can avoid them, saving yourself time, money, and frustration.

Mistake #1: Signing the Document Before Meeting the Notary

The problem: Many people think they should sign their documents ahead of time to save time. However, for certain types of notarizations (especially jurats and affidavits), Pennsylvania law requires you to sign in the notary's presence.

Why it matters: If you sign an affidavit before meeting me, I cannot notarize it. You'll need a fresh copy of the document.

How to avoid it:

• For affidavits and sworn statements: DO NOT sign ahead of time
• For acknowledgments (like deeds and POAs): You can sign beforehand OR in front of me
• When in doubt, bring the document unsigned and I'll guide you

Mistake #2: Expired or Invalid ID

The problem: Showing up with an expired driver's license, a photo that doesn't look like you anymore, or no ID at all.

Why it matters: I cannot legally notarize without verifying your identity with acceptable ID. In Pennsylvania, I can accept IDs expired less than one year, but beyond that, it's a no-go.

How to avoid it:

• Check your ID expiration date before scheduling
• If it's expired more than a year, renew it or bring an alternate ID
• Acceptable IDs: driver's license, passport, state ID, military ID, green card
• NOT acceptable: social security card, credit card, employee badge

Mistake #3: Name on Document Doesn't Match ID

The problem: Your document says "Jane Smith" but your driver's license says "Jane Johnson-Smith" or "Jane M. Smith."

Why it matters: I need to confirm you're the person named in the document. Significant name differences require supporting documentation.

How to avoid it:

• Make sure documents use your current legal name exactly as it appears on your ID
• If your name changed (marriage, divorce), bring your marriage certificate or divorce decree
• If there's a typo on the document, get it corrected before notarization
• Small variations (middle initial vs. full name) are usually OK

Mistake #4: Missing or Incomplete Notary Certificate

The problem: Your document doesn't have notary wording, or it has the wrong type (acknowledgment vs. jurat).

Why it matters: Without proper notary certificate language, I don't know what type of notarization to perform. The wrong type can invalidate the document.

How to avoid it:

• Check if your document already has notary wording at the bottom
• If it says "Acknowledged before me," that's an acknowledgment
• If it says "Sworn to and subscribed before me," that's a jurat
• If there's no notary wording, I can attach a loose certificate, but you'll need to know which type

Mistake #5: Documents with Blank Spaces

The problem: Bringing a document that has blank lines or unfilled sections.

Why it matters: Pennsylvania notary law prohibits notarizing incomplete documents. This prevents someone from filling in additional information after notarization.

How to avoid it:

• Fill in ALL blanks before meeting the notary
• If a field doesn't apply, write "N/A" or draw a line through it
• Don't leave spaces for dates, amounts, or names blank
• If you realize something is missing during the appointment, complete it before signing

Mistake #6: Not All Parties Are Present

The problem: One co-owner comes to the notary appointment but the other doesn't, expecting to sign later.

Why it matters: Every person who needs to sign must appear before the notary in person. I cannot notarize absent signers.

How to avoid it:

• If a document requires multiple signatures, all signers must be present
• If someone can't attend, schedule a separate appointment for them
• For joint property owners, both must come to the signing
• No exceptions - even spouses must both appear

Mistake #7: Forgetting Witnesses When Required

The problem: Your document requires witnesses, but you didn't bring any.

Why it matters: Some documents (like wills or certain POAs) require witnesses in addition to notarization. Without them, the document may be invalid.

How to avoid it:

• Read your document carefully - it will specify if witnesses are needed
• Bring disinterested adult witnesses (not family or beneficiaries)
• Witnesses must have valid ID and sign in the notary's presence
• Let me know ahead of time if you need witnesses so I can plan

Mistake #8: Using Photocopies Instead of Originals

The problem: Bringing a photocopy or fax of the document to be notarized.

Why it matters: I can only notarize original documents. Photocopies, faxed versions, or emails don't work unless you're specifically asking for copy certification (which has its own rules).

How to avoid it:

• Bring the original document that will be filed or submitted
• If you only have a PDF or fax, print a fresh copy that you'll sign as the original
• Make copies AFTER notarization if you need them

Mistake #9: Not Understanding What You're Signing

The problem: Asking the notary to explain what your document means or what you should do.

Why it matters: As a notary, I cannot provide legal advice. I can verify your identity and witness your signature, but I can't explain legal documents or tell you what to write.

How to avoid it:

• Read and understand your document before meeting the notary
• If you need help understanding it, consult an attorney first
• Come prepared knowing what you want to sign and why
• I can explain the notarization process, but not the document itself

Mistake #10: Asking the Notary to Backdate

The problem: Requesting that I date the notarization from a previous day or time.

Why it matters: Backdating notarizations is illegal and grounds for losing my notary commission. It's also fraud.

How to avoid it:

• Plan ahead - don't wait until the last minute
• The notarization date will always be the actual date of signing
• Even if you dated your signature earlier, the notary date is today's date
• I will refuse to backdate under any circumstances

Mistake #11: Waiting Until the Last Minute

The problem: Calling for a notary appointment the same day your document is due, with no margin for error.

Why it matters: If there's a problem (wrong ID, incomplete document, missing witnesses), you may not have time to fix it before your deadline.

How to avoid it:

• Schedule notarization at least 2-3 days before your deadline
• This allows time to fix any issues that come up
• While I offer same-day service, it's always safer to plan ahead
• Have a backup plan if something goes wrong

Pre-Appointment Checklist: How to Get It Right

Use this checklist before your notary appointment to avoid common mistakes:

✓ Valid photo ID (not expired, or expired less than 1 year)

✓ Original document (not a photocopy)

✓ Document is complete (no blank spaces)

✓ Name matches ID (or bring supporting docs if it changed)

✓ Notary certificate language is present (or know which type you need)

✓ All signers are present (everyone who needs to sign)

✓ Witnesses if required (bring disinterested adults)

✓ Document is UNSIGNED (for affidavits/jurats) or signed (for acknowledgments - either works)

✓ You understand the document (consulted attorney if needed)

What If I Already Made a Mistake?

Don't panic. Most mistakes can be fixed:

• Signed too early: Get a fresh copy of the document
• Wrong name: Get a corrected document or bring supporting ID documents
• Missing witnesses: Bring witnesses to a follow-up appointment
• Incomplete document: Fill in the blanks before we proceed
• Expired ID: Use an alternate valid ID or schedule after renewal

Call me when you discover the issue, and I'll help you figure out the best solution.