When talking about notarial services, precision and attention to detail are key. However, even the most seasoned notaries may occasionally let minor errors slip through the cracks – we’re only human after all. These seemingly insignificant mistakes, while not uncommon, can have more significant consequences than one might think.
In this article, we’ll explore what happens if a notary makes a mistake, writing a list of potential consequences the involved parties might face should anything go amiss. We’ll also cover 8 of the most common pitfalls that notaries must avoid at all costs.
What happens if a notary makes a mistake?
A single mistake by a notary can trigger a devastating series of consequences. Even though many errors may seem minor initially, ignoring or failing to recognize them early on can lead to a series of much bigger problems.
Notary services require strict adherence to rules and procedures because even the smallest oversight might have legal implications. After all, if a notary makes a mistake, it might impact everyone else who relies on the notarized documents. In other words, notary mistakes can quickly become an overwhelming snowball and spiral out of control.
Potential consequences of notarial mistakes
Mobile notary mistakes, like any professional errors, can range from mild to severe in their consequences. Here’s an overview of the potential outcomes:
- Minor inconveniences: in mild cases, such as when the error is caught very early on, a notary mistake could inconvenience the involved parties. This might include having to reschedule appointments, rework documents from scratch, or deal with the hassle of correcting errors. While not ideal, these consequences are very manageable relative to more serious ones;
- Added financial costs: mistakes can lead to financial implications. Parties may need to pay additional fees for notary services to rectify the errors or for legal counsel to sort out the problems. Even minor mistakes, such as typographical errors, can incur additional costs in document revision;
- Document rejection: more significant mistakes, like incomplete or improperly notarized documents, can lead to document rejection by relevant authorities. This could delay legal processes, transactions, and contracts while also causing further expenses;
- Legal challenges: improperly notarized documents may result in legal challenges. For example, if a notary fails to properly identify the signers or verify their identities, the document’s authenticity could be questioned. This might lead to lawsuits and legal disputes, which can be very expensive and time-consuming to resolve;
- Revocation of notarial commission: severe notary mistakes can lead to the revocation of the notary’s commission, which could spell doom and significantly affect the professional’s career and livelihood. Keep in mind this usually happens when errors are frequent or when there are severe breaches of notarial conduct;
- Criminal charges: in extreme cases, notary errors can lead to criminal charges. This typically occurs when a notary knowingly engages in fraudulent practices, such as notarizing a document without the signer’s presence or consent. As we know, criminal charges can result in massive fines and penalties, with imprisonment being a possibility.
8 common notary mistakes to avoid
As a craft requiring meticulous attention to detail, errors are bound to happen one day, and understanding the most common pitfalls is essential for avoiding them. Below are eight common mistakes in notarial services:
- Incomplete notarial certificates: one of the simplest mistakes is failing to fully complete notarial certificates. This usually involves missing essential information, like the date, location, or the notary’s signature and seal, which can render the notarization invalid;
- Identification errors: another common blunder involves the inadequate identification of signers. Notaries must verify the identity of all individuals signing the documents, which often happens through government-issued IDs. Without proper identification, the notary may witness another person’s signature, which can lead to serious trouble down the line;
- Failure to maintain proper records: notaries are typically required by law to keep thorough records of their notarial records. While not a common occurrence, someone could make a claim against the notary. Keeping an updated data record will protect the professional against these claims;
- Confusing notarial acts: notaries must be clear on the distinction between administering oaths and taking acknowledgments. Failing to do so will likely end in the document being re-notarized, but could lead to far more severe consequences;
- Lack of witnesses: some documents, like wills and real estate deeds, require the presence of witnesses in addition to notarization;
- Absent signers: occasionally, notaries may make the mistake of notarizing a document when one or more signers are not present – be it in-person or through digital means;
- Use of whiteouts: using correction fluids or whiteouts to correct clerical mistakes in many documents is a common practice, but should never be used in notarized documents. Doing so will raise questions about the authenticity of the document as this practice is often considered tampering;
- Illegible notary seals: illegible or improperly affixed notary seals can lead to document rejection by the receiving agent. Practicing how to stamp a clean and legible seal is just as important as keeping backup stamps in case your current one runs out of ink. Keep in mind that some states don’t require stamped notary seals on notarized documents.
Conclusion
In conclusion, ensuring the integrity of mobile notary services is essential in the world of document verification and certification. From the most common errors, such as incomplete notarial certificates and using whiteouts for minor corrections, to rarer, but more severe mistakes, like failing to properly identify signers or notarizing documents without their presence, the consequences of notary mistakes can range from mild inconveniences to significant legal headaches.
For this reason, mobile notaries need to understand the potential consequences associated with their work. Even though mishaps are bound to happen at some point, it’s their responsibility to minimize the number of errors in this line of work by exhibiting meticulous attention to detail and strict adherence to notarial rules.
We can help you out!
If you’re looking for reliable and efficient notarization services around Orlando and Central Florida, trust us at Mobile Notary Orlando to simplify the notarization process – after all, your peace of mind is our priority. All you need to do is contact us to schedule a time and a venue where a certified agent will meet you and notarize all your documents.
By the way, our services are available 7 days a week in three different languages: English, Spanish, and Portuguese. Contact us today for all your notarial needs and questions!
