1. Failing to Properly Identify the Signer
- Mistake: Not verifying the signer’s ID thoroughly or accepting invalid identification.
- How to Avoid: Always check that the ID is government-issued, unexpired, and matches the name on the document. Follow your state’s guidelines for acceptable forms of ID.
2. Omitting the Notarial Certificate
- Mistake: Forgetting to complete or attach a notarial certificate (e.g., acknowledgment or jurat).
- How to Avoid: Always ensure a notarial certificate is present and completed accurately, with no blanks. Attach a loose certificate if necessary, ensuring it includes all required information.
3. Engaging in Unauthorized Practice of Law (UPL)
- Mistake: Providing legal advice or interpreting documents for the signer.
- How to Avoid: Stick to explaining your notarial act and never offer advice on the document’s content. Direct the signer to an attorney if they have questions.
4. Not Keeping a Proper Notary Journal
- Mistake: Failing to maintain a journal (where required) or recording incomplete information.
- How to Avoid: Use a structured journal and record all required details, such as the date, type of notarization, signer's ID details, and any fees charged. Some states mandate a journal, but it’s a best practice for all notaries.
5. Neglecting to Double-Check Work
- Mistake: Overlooking errors, such as missing signatures, incomplete stamps, or mismatched dates.
- How to Avoid: Always review the document before and after notarizing to confirm that all fields are complete and the notarial act is executed correctly.
Avoiding these common pitfalls will help build your reputation as a reliable, professional notary.
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