Common Notarization Mistakes (and How to Avoid Them): For Borrowers, Estate Planners & Business Owners

If you’ve ever needed a document notarized—whether for a home purchase, a living trust, or business paperwork—you already know how important it is to get everything right the first time. A single mistake can lead to delays, rejected documents, added costs, or even legal setbacks.

The good news? Most notarization mistakes are completely preventable.

Here are the most common issues borrowers, estate planners, and business owners run into—and how to avoid them so your signing goes smoothly every time.

1. Not Bringing a Valid, Unexpired ID

This is the #1 cause of delayed or canceled notarizations.

What notaries need to see:
✔ A government-issued, unexpired photo ID (in all cases)
✔ Serial number
✔ Your physical description
✔ Your signature
✔ Your name matching (or substantially matching) the document

Every state has slightly different definitions of a valid ID, you need to check with your notary ahead of time.

Common mistakes:

• Bringing a photocopy of an ID
  

• Bringing an expired ID
  

• Using an ID with a different name (a married vs. maiden name issue is very common!)
  

How to avoid it:
Always double-check your ID’s expiration date and make sure your name matches your document. If it doesn’t, tell your notary ahead of time—they may have legal options depending on your state.

2. Signing the Document Before the Notary Arrives

Many people believe they need to sign beforehand to “save time,” but in most cases, that makes the signing invalid.

Why?
A notary must witness the signature when the law requires it. If the document is already signed, the notary may not be able to notarize it.

How to avoid it:
Leave ALL signature fields blank until the notary says it’s time.

(Yes—you should fill out the non-signature parts. Just leave the signature and date lines untouched.)

3. Missing Pages or Incomplete Documents

Notaries cannot notarize:

• Documents with blank required sections
  

• Documents with missing attachments
  

How to avoid it:
Before your appointment:
✔ Print everything in full
✔ Make sure all pages are present
✔ Keep documents in the order your lender or attorney provided
✔ Don’t remove staples from loan documents

If you’re unsure—send the document to your notary for a quick review.

4. Not Understanding the Type of Notarization You Need

Different documents require different notarizations:

• Acknowledgment: You confirm you signed the document willingly.
  

• Jurat: You sign in front of the notary and take an oath.
  

• Oath/Affirmation: You take an oath making a pledge of truthfulness verifying the contents of the document.
  

• Copy Certification: The notary verifies a copy is true to the original (Only allowed in certain states).
  
  

Common mistake:
Choosing the wrong type, which leads to a rejected document.

How to avoid it:
Ask the recipient (lender, attorney, title company, HR, etc.) what notarization they require— and send instructions to your notary ahead of time.

5. Incorrect Names or Missing Signers

If the name on the document doesn’t match the signer—or if all required signers aren’t present—your notarization can’t proceed.

Common examples:

• Business owners forgetting a co-owner must sign
  

• Borrowers missing a spouse on a real estate document
  

• Signers who use nicknames on documents
  

• Individuals who get married but don’t complete the legal name change
  
  

How to avoid it:
Double-check every signature line before the appointment so no one is missing and make sure signature lines match names on IDs.

6. Not Preparing Witnesses (When They Are Required)

Some documents legally require witnesses, such as:

• Wills
  

• Trusts (Depending on state)
  

• Advanced directives
  

• Healthcare forms
  

• Real estate documents in certain states
  
  

Common mistake:
Showing up without witnesses or bringing witnesses who don’t qualify.

How to avoid it:
Ask your attorney or notary how many witnesses you need—and whether the notary can supply them (many do, for an added service).

7. Waiting Until the Last Minute

Whether you're closing on a home, executing a will, or signing business contracts, timing matters.

Last-minute scheduling often leads to:

• Missed deadlines
  

• Rushed signings
  

• Errors
  

• Limited availability
  
  

How to avoid it:
Book in advance whenever possible—especially for real estate, end-of-month and end-of-year legal filings.

Final Thoughts: A Smooth Notarization Starts with Good Preparation

Notarizations don’t have to be stressful. By avoiding these common mistakes, you’ll save time, prevent re-signing, and make sure your documents are executed correctly the first time around.

At Notary Trails, we help borrowers, attorneys, estate planners, and business owners with mobile and remote notarization—done right, done efficiently, and done on your schedule.

Need expert help with your notarization?

Schedule your signing here:
🔗 https://notarytrails.com/book-a-notary