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The Ultimate Checklist for Notary Publics

Notarizing documents comes with great responsibility and every step matters. Whether you’re a seasoned notary public or just starting, having a clear, actionable checklist can help ensure that every notarization is handled professionally and error-free. Below, we’ve compiled the ultimate checklist covering everything you need to do before, during, and after every notarization. We highlight some of the most common mistakes you should avoid to protect yourself and your clients.

Before the Notarization

✅ 1. Verify the Signer’s Identity

Always request an acceptable form of ID, such as a government-issued passport or driver’s license. Check that the name, photo, and identifying details match the signer. This step is critical to preventing fraud.

✅ 2. Confirm the Signer’s Understanding

Ensure the signer fully understands the document they are signing. If they appear confused or coerced, you must halt the notarization. Your role ensures the signer is acting willingly and knowingly.

✅ 3. Confirm Notary Requirements

Check if the document requires an oath or affirmation. Certain documents, such as affidavits, necessitate this step. Skipping this process can render the notarization invalid.

During the Notarization

✅ 4. Administer the Oath or Affirmation (if required)

Have the signer take an oath or affirmation if the document requires it. Use clear and appropriate language, for example, “Do you solemnly swear [or affirm] that the contents of this document are true and correct?”

✅ 5. Complete the Notarial Certificate Accurately

Every detail on the notarial certificate must be accurate and legible. Double-check dates, names, and other pertinent information. Use appropriate language and avoid errors that could lead to legal disputes.

✅ 6. Apply Your Notary Seal and Signature Properly

Ensure your notary seal is up-to-date and visible. Sign your name exactly as it appears on your notary commission. Position your seal and signature where required to avoid rejecting the document.

After the Notarization

✅ 7. Record the Notarization in Your Notary Journal

Always document each notarization in your notary journal, even if your state doesn’t require it. Include details such as the signer’s name, the type of document, the date, and any fees you charged. This serves as a vital record for legal protection and tracking.

✅ 8. Return the Document

Hand the notarized document back to the signer or the authorized party responsible for the transaction. Confirm that the correct individual receives it to prevent delays or disputes.

Common Mistakes Notaries Should Avoid

Even seasoned notaries can make mistakes. Here are the most common ones and how to avoid them:

  • Failing to Identify the Signer Properly

Not verifying the signer’s ID can lead to fraud and liability. Make this your first priority.

  • Neglecting to Administer an Oath or Affirmation

Overlooking this critical step can invalidate the notarization.

  • Errors in the Notarial Certificate

Mistakes in dates, names, or other details can cause legal or transactional delays.

  • Not Keeping a Detailed Notary Journal

Omitting entries leaves you exposed to legal challenges and makes it harder to recall specifics when needed.

  • Using an Expired Notary Commission or Seal

Always check the expiration dates on your commission and seal before starting any notarization.

  • Providing Legal Advice or Services

Never offer legal advice or step into the role of lawyer—this is beyond your authority and could lead to lawsuits.

Why Having a Checklist Matters

Using a checklist isn’t just about staying organized—it’s about ensuring every notarization you perform is accurate, compliant, and efficient. By following the steps outlined above and avoiding common mistakes, you’ll build trust, ensure legal compliance, and enhance your reputation as a reliable notary public.

Need Help Refining Your Notary Practice?

Stay sharp, confident, and prepared with American Notary USA’s resources for notaries and signing agents. Bookmark this checklist and refer to it often. Sign up for our newsletter or explore for more professional tips and updates tailored to notaries.

With this checklist, you’re equipped to handle any notarization with confidence and precision. Go forth and notarize like a pro!