6 Common Notary Mistakes That Can Invalidate a Document (and How to Avoid Them)

Notarization is meant to provide trust and assurance—but even a small mistake can render a document invalid. Whether you're a new notary or a client preparing for an important signing, being aware of these common missteps can save time, money, and legal headaches.

1. Not Identifying the Signer Properly

Using an expired or unacceptable ID is one of the biggest pitfalls. In California, the ID must be current or issued within the last 5 years and include a photo, description, signature, and unique identifying number.

🛡️ Pro Tip: Always verify ID against your state’s approved list before proceeding.

2. Allowing the Document to Be Signed Before the Appointment (for Jurats)

In a jurat, the signer must sign in front of you. If they sign beforehand, the notarization is invalid.

📌 Solution: Politely ask them to re-sign in your presence, or bring a clean copy.

3. Using the Wrong Certificate

Some documents don’t specify whether an acknowledgment or jurat is needed, and notaries can't legally decide for the signer.

📄 Pro Tip: Provide both options as California-compliant loose certificates and let the client or document preparer choose.

4. Leaving Out Required Language or Fields

State-specific verbiage (like California’s consumer disclosure for certain documents) is mandatory. Omitting it could lead to rejection.

✍️ Fix: Always carry updated templates with state-approved language.

5. Failing to Fill Out the Journal Correctly

Your notary journal protects you—and your license. Missing entries, vague descriptions, or lack of thumbprints can create liability.

📘 Reminder: Always record full details, including ID type and serial number, document type, and signature.

6. Overstepping Legal Boundaries

Notaries are not attorneys. Offering legal advice—like telling someone which certificate to choose—is unauthorized practice of law.

⚠️ Stay compliant: Explain, don’t advise. When in doubt, recommend they consult the document’s issuing agency or a lawyer.

✅ Final Thoughts

Notarization is more than a stamp—it’s a safeguard. At Riqueza Business Ventures™ LLC, we specialize in accurate, compliant mobile notary services for estate plans, legal documents, and more. We serve Palo Alto, Menlo Park, and the entire SF Peninsula with professionalism and care.

📅 Ready for a smooth signing?
🔗 www.riquezabusinessventures.com/appointments