Updated 9-30-24. Minor errors on a Notary certificate can lead to major headaches later — including rejection of the documents by a recording office or other receiving agency.
The good news is that many of the most common errors made on Notary certificates are easily avoided. The key is spotting — and fixing — the mistake before it becomes a problem.
Mistake #1: Not reading the certificate wording carefully
Read all notarial certificates carefully to make sure you understand what you are being asked to do, and then enter the information accurately. If you don’t, you won’t know how to complete the certificate. One common mistake occurs when a Notary writes his/her own name in a blank that is meant for the signer’s name.
Mistake #2: Not entering the correct venue
The venue space on a certificate refers to where the notarization took place. Always make sure this space is filled in accurately. If the certificate comes to you pre-printed with the wrong location, cross it out and write in the correct location where the notarization occurred.
Mistake #3: Not printing or signing your name as it appears on your Notary commission
The name you write on a Notary certificate must exactly match the name on your official Notary commission. Also, you must sign each Notary certificate with the signature that you filed with your commissioning official. Don’t leave out or add an initial to your signature if it doesn’t match your commission name on file. Florida, for example, prohibits Notaries from using any name or initials other than the name appearing on the Notary's commission when signing certificates. Texas also specifies that Notaries must sign certificates with the name listed on the Notary commission.
Mistake #4: Improperly dating a Notary certificate
Mistakenly entering the wrong date or post-dating a certificate is a serious error. The date you enter on the Notary certificate must be the same day you notarize the signature of the signer.
With that said, the date in the main body of the document and the date of notarization on the certificate don’t always have to be the same. For example, the main part of a document may say it takes effect on “December 3, 2023” but the document is notarized on May 12, 2023. If so, you would enter “May 12, 2023” as the date of notarization in the Notary certificate.
Mistake #5: Improper placement of your Notary seal or stamp
Documents containing upside down, blurred, or partial Notary seal or stamp impressions are likely to get rejected.
Mistake #6: Stamping over wording or signatures
In this case, the seal or stamp impression covers other parts of the document, including the notarial wording or signature, making them illegible.
Mistake #7: Crossing out the commission expiration date on the stamp and handwriting in a new commission date
Sometimes Notaries think they can use a seal with an expired Notary commission date. If your state requires your seal to include the expiration date, you must obtain a seal with your current commission expiration date. Even if not required by law, correcting a commission expiration date in a seal impression could cause the document to be rejected. Either way, it’s time to order a new stamp.
Bonus mistake: Not including your title
California Notaries must include their title in the California acknowledgment form after printing their commission name: “Notary Name, Notary Public.” This problem isn’t unique to California. Notaries in other states may encounter widely circulated Notary certificates that may require them to print their title after their name.
Tips for avoiding common errors on Notary certificates
- Know Your State Requirements: Certificate wording varies from state to state. Stay current with your state-required certificate wording and other Notary laws.
- Don’t Rush: Take the time to read the certificate to make sure you know how to complete it. Double-check each entry before you complete the notarization, to catch any issues or errors.
- Be Prepared: Make sure your Notary tools are current, especially your official seal.
Be prepared for any situation by calling the NNA Hotline. As an NNA Member, you can have your questions answered by an expert in the field.
Related Articles:
A Notary certificate in 4 simple parts