Every so often I arrive at a signing and, within two minutes, I know we have a problem. The pages are already signed. Or the ID expired in March. Or there's a blank line where a name should be. Nobody did anything wrong on purpose — and in nearly every case it's fixable — but it's a frustrating way to spend an evening when you just want it done.
Here are the mistakes I see most often, and how to head them off before I knock on your door.
What Makes a Document “Not Notary-Ready”?
A document is notary-ready when I can complete my part without guessing: the signer is present, the ID is valid, the pages are all there, and nothing is signed or filled in that shouldn't be yet. If any of those are off, I may have to pause or decline, because my job is to verify the person and the process, and I can't skip steps to be nice.
The Six Mistakes I See Most
1. Signing ahead of time. The notarization is me watching you sign. If the signature is already on the page, I can't notarize it. Leave every signature line blank until I'm sitting across from you. A fresh, unsigned copy is almost always the fix.
2. An expired or mismatched ID. I need current, government-issued photo identification, and the name on it should reasonably match the name on the document. A license that expired last month is a real problem. If your ID is a concern, call me ahead of time and we'll talk through what's acceptable.
3. Blank spaces. Empty lines, missing dates, or an unfilled name leave the document open to changes after the fact. I'm not able to fill them in for you, and I'll ask you to complete them (or mark them as not applicable) first.
4. Missing pages or no notary wording. Some documents arrive without the page that carries the notary certificate. I can attach one, but I can't tell you which kind your document needs. That depends on where it's going, and the person or agency asking for it can tell you.
5. The signer isn't there. I can't notarize for someone who isn't in the room, and a spouse can't sign for a spouse. Everyone who signs needs to be present with their own ID.
6. A signer who seems rushed or unsure. If someone doesn't seem to understand what they're signing, or seems pressured, I'll slow down and ask. I'd rather pause kindly at your table than have the document questioned later.
What I can and can't do: I can check IDs, watch signatures, and complete the notary certificate. I can't give legal advice, choose the right document for your situation, explain what its terms mean, or fill in the content for you. If you're not sure what a document should say or whether it's the right one, that's a question for an attorney or the agency that requested it.
Your Notary-Ready Checklist
- Every signature line is blank until I arrive.
- Each signer has a current, government-issued photo ID.
- Names on the document match the IDs.
- Every other blank is filled in or marked “N/A.”
- All pages are there, and you've printed them single-sided if the sender asked.
- Everyone who signs will be present at the appointment.
- You know where the document is going, so you can tell me about any wording it requires.
How Long Does It Take to Fix a Problem?
Usually minutes, if the problem is a blank line or a clean reprint, and sometimes a day if you need a new copy from the sender or a renewed ID. That's the best reason to look everything over the night before. My post on preparing your documents before a signing walks through it step by step.
What If Something Goes Wrong at the Last Minute?
Call or text me. I'm available Monday through Saturday from 6 a.m. to 11 p.m. and Sunday afternoons, and I come to you, so we can usually sort it out the same day. You can see the kinds of documents I handle on my services page, book a time online, or read what other clients have said about working with me.