Common Notary Errors and How to Avoid Liability
Notary errors can create significant liability. Understanding common mistakes and best practices helps you avoid costly problems.
Get the Complete Remote Notary Guide — Only $1.99
50-state coverage. Exact steps, state fees, portal links, and approved RON platforms. Everything you need to launch your notary career.
Buy the Full Guide — $1.99Top Notarization Errors
Most common errors: notarizing without the signer present in person (RON mitigates this), using the wrong notary certificate language, failing to verify identity properly, incomplete journal entries (missing critical information), notarizing outside your state of commission, or notarizing when you have a conflict of interest.
Consequences of Notarization Errors
When you make an error: the recipient may reject the document (costing the signer time and money), you may face civil liability claims from harmed parties, your E&O insurance may refuse to cover it (if negligent), the state may investigate and discipline you, or in extreme cases you may face criminal charges for notary fraud.
Protecting Yourself Legally
Best practices for protection: carry adequate E&O insurance ($100,000+ coverage), maintain meticulous records (detailed journal, RON recordings), refuse notarizations when something seems wrong (better to lose one client than face a lawsuit), keep current on state regulation changes, and educate clients on what you can and cannot do.
When to Refuse a Notarization
It's okay—and necessary—to say no: if you can't verify identity, if the signer seems coerced, if you have a conflict of interest, if documents seem fraudulent, or if you don't understand what's being notarized. Refusal protects you and upholds the integrity of notarization.
Recovering from an Error
If you discover you made an error: notify your E&O insurance immediately, cooperate fully with any investigation, correct the error if possible, and document everything. Early notification increases the likelihood your insurance covers the claim. Proactive transparency is better than defensive silence.
Get the Complete Guide for $1.99
This article covers the overview. The complete guide goes much deeper — state-specific details, exact portal links, platform comparisons, and step-by-step checklists for every state.
Get the Complete Remote Notary Guide — Only $1.99
50-state coverage. Exact steps, state fees, portal links, and approved RON platforms. Everything you need to launch your notary career.
Instant PDF download • 50 states covered • Money-back guarantee
Available Now
Need a Document Notarized Right Now?
Connect with a licensed online notary via secure video call. Available 24/7, starting at $15 per stamp.