Be Sure to Check These Items Before You Leave Your Signer

As a notary public, your professionalism and attention to detail are critical. Whether you're notarizing a simple affidavit or an intricate real estate document, your role is to ensure accuracy and compliance. Before you leave your signer, here are essential items to double-check to maintain a flawless process.

1. Verify All Signatures

Ensure that every required signature is present and correctly placed. Missing a signature can invalidate a document and require you to revisit the signer—an inconvenience for both you and your client. Check the document thoroughly to confirm that all parties have signed in the correct areas.

2. Confirm Proper Identification

Verify that you have reviewed and logged the signer’s valid, government-issued ID. Ensure that the name on the ID matches the name on the document, and record any pertinent details in your notary journal for your records.

3. Check for Dates

Dates are often a critical part of legal documents. Ensure that any date fields, such as the execution date or dates for acknowledgment, are properly completed. Double-check the format and consistency across all pages.

4. Confirm Your Notarial Certificate

Make sure your notarial certificate is complete and accurate. This includes:

• The type of notarial act (acknowledgment or jurat)

• Your signature

• Your stamp or seal

• The correct venue (state and county)

• The date the act was performed Incomplete notarial certificates can lead to rejection of the document.

5. Verify Document Completeness

Scan the document to ensure no pages are missing, no fields are blank (unless explicitly allowed), and no sections have been altered or crossed out improperly. A complete document is critical to its validity.

6. Provide Copies if Required

Some signers may request a copy of the notarized document. While it’s not always your responsibility to provide copies, ensure they have the information they need to access a copy from the relevant party.

7. Record the Notarization in Your Journal

Your notary journal is a critical tool for record-keeping and liability protection. Log the following:

• The date and time of the notarization

• The signer’s name

• The type of document notarized

• The type of ID provided

• Your fee, if applicable

8. Return Any IDs or Supporting Documents

Before leaving, return the signer’s ID and any other documents they may have handed you. Losing these can create unnecessary complications for your client.

9. Ask If the Signer Has Questions

Before wrapping up, confirm with the signer that they understand the process and that everything has been completed to their satisfaction. This helps ensure a positive experience and avoids potential errors.

10. Confirm Contact Information for Follow-Up

Finally, make sure you and your signer have exchanged contact information in case follow-up is required. This is especially important for more complex documents or multi-step transactions.

By taking a few extra moments to review these items, you’ll not only avoid potential errors but also ensure a seamless experience for your clients. At Pho3nix Solutions, we’re committed to providing professional, detail-oriented notary services that our Tampa and St. Petersburg clients can rely on. If you’re looking for a trusted notary service, contact us today!