By Amanda Dolph, Owner of Dolph Notary Services

When you need something notarized, it can seem pretty simple:

Sign the document. Get the notary stamp. Done.

But there are a few things that can bring a notarization to a halt.

Sometimes the problem is as simple as missing identification. Other times, a document isn't complete, the person who needs to sign isn't available, or the document doesn't contain the notarial certificate needed to tell the notary which notarial act to perform.

The good news?

Many common notarization problems can be avoided with a little preparation.

Here are nine mistakes to watch for before your next notary appointment.

1. Signing Before You Know Whether the Notary Needs to Witness the Signature

This is one of the biggest sources of confusion.

Whether you can sign a document before meeting with the notary depends on the type of notarial act required.

For an acknowledgment, you may have signed the document previously and then acknowledge your signature before the notary.

For a jurat, however, the signer generally signs in the notary's presence while making an oath or affirmation.

If you're unsure, the safest approach is simple:

Wait to sign until you're with the notary.

That way, you don't accidentally create a situation that requires another copy of the document.

2. Not Having Acceptable Identification Ready

One of a notary's most important responsibilities is establishing the identity of the person appearing for the notarization.

Don't wait until the notary arrives to start looking for your identification.

Before your appointment, check what identification you have available and let your notary know ahead of time if you have an unusual ID situation.

Different transactions may also impose their own identification requirements beyond Indiana's general notary requirements. Loan signings, for example, may have lender or title-company requirements that are stricter than those for general notary work.

Have your ID ready before the appointment begins.

3. Bringing an Incomplete Document

A notary isn't there to complete the contents of your legal document for you.

Before your appointment, look through the document and make sure the portions that are supposed to be completed before notarization have been filled in.

That doesn't necessarily mean you should fill every blank. Some spaces may intentionally be left blank based on the document's instructions.

If you're unsure what information belongs in a legal document, contact the person, agency, attorney, or organization that provided it.

A notary cannot decide what information you should enter.

4. Asking the Notary Which Document You Need

This comes up frequently with estate documents.

Someone may call and say:

“I need a Power of Attorney. Which one should I use?”

That's a legal question—not a notary question.

A notary can explain the notarization process, but cannot select a legal document for you, draft your document, or tell you which legal provisions you should choose.

The same applies to wills, trusts, deeds, healthcare directives, and other legal documents.

Have the appropriate document prepared before your notary appointment.

Once it's ready for notarization, that's where your notary comes in.

5. Assuming the Notary Can Choose the Notarial Act for You

You may encounter terms such as:

• Acknowledgment
• Jurat
• Verification
• Oath or affirmation

These aren't simply different versions of the same notary stamp. They represent different notarial acts.

If your document already contains a notarial certificate, that often indicates what is required.

If it doesn't and you're unsure which notarial act you need, the notary can explain the differences between the available acts—but cannot make a legal decision for you about which one your document requires.

You may need to contact the document's receiving agency or an attorney for instructions.

6. Forgetting About Required Witnesses

A notary and a witness aren't automatically the same thing.

Some documents may require witnesses in addition to notarization.

If your document requires witnesses, determine:

• How many are required
• Whether there are restrictions on who may serve
• Whether they must be present when the document is signed

Do this before the appointment.

Dolph Notary Services does not provide witnesses, so clients who need them should arrange for appropriate witnesses to be present.

7. The Person Who Needs to Sign Isn't Available

A notary generally needs the person whose signature is being notarized to personally appear for the notarial act.

A spouse, adult child, caregiver, friend, or other person usually cannot simply bring someone else's document and ask the notary to notarize that person's signature.

This is particularly important when scheduling notarizations at:

• Hospitals
• Nursing homes
• Assisted living communities
• Rehabilitation facilities
• Private residences

Make sure the signer will be available when the notary arrives.

8. Waiting Until the Last Minute

“I need this notarized today” is something mobile notaries hear regularly.

Sometimes a same-day appointment is possible.

Sometimes it isn't.

Last-minute notarizations become particularly difficult when you also need witnesses, multiple signers, document corrections, printing, special identification arrangements, or travel to a hospital or care facility.

If you know a notarization deadline is coming, schedule as early as possible.

A little extra time gives you an opportunity to resolve problems before they become emergencies.

9. Assuming Notarization Makes a Document “Legal”

This may be the biggest misconception of all.

A notary doesn't determine whether your document is legally valid, enforceable, properly drafted, or appropriate for your situation.

The notary performs the required notarial act.

That can include identifying the signer, witnessing a signature when required, administering an oath or affirmation, completing the appropriate notarial certificate, and affixing the notary's signature and seal.

Notarization is an important fraud-deterrence and authentication process—but a notary stamp doesn't magically make the underlying document “legal.”

Frequently Asked Questions

Should I sign my document before my notary appointment?

If you're unsure, wait.

Some notarial acts require the signature to be made in the notary's presence, while others may permit a previously made signature to be acknowledged. Waiting until your appointment helps avoid problems.

Can my notary tell me what document I need?

No.

A notary who isn't also acting as your attorney cannot provide legal advice, select legal documents for you, or tell you what legal provisions your document should contain.

What happens if my document doesn't have a notary section?

Don't automatically assume that means something is wrong.

If a notarization is required but the document doesn't contain a notarial certificate, your notary can explain the available types of notarial acts. However, the signer or document recipient must determine which act is required.

Can my mobile notary provide witnesses?

Policies vary among notaries.

Dolph Notary Services does not provide witnesses. If your document requires witnesses, please arrange for them to be present before your appointment.

Can a mobile notary come to a hospital or nursing home?

Yes. Mobile notarization can be particularly helpful when someone can't easily travel.

However, the signer must still be able to participate appropriately in the notarization. Indiana's Notary Guide specifically advises additional care in medical settings, including evaluating whether the signer appears aware of and understands what they're signing.

Why Choose Dolph Notary Services?

Notarization shouldn't be more complicated than it needs to be.

Dolph Notary Services brings professional mobile notary services directly to homes, businesses, hospitals, nursing homes, assisted living communities, and other convenient meeting locations throughout Central Indiana.

Before your appointment, I can help explain what to expect from the notarization process so you can be better prepared when I arrive.

Services include:

• General mobile notary services
• Estate document notarizations
• Hospital and nursing-home appointments
• Real estate and loan document signings
• Business document notarizations
• Apostille facilitation assistance
• I-9 verification assistance

Have Notary, Will Travel.

Need a Mobile Notary in Central Indiana?

Don't wait until the last minute to discover something is missing.

If you have a document that needs to be notarized, contact Dolph Notary Services or schedule a mobile notary appointment online.

Mobile appointments are available throughout Indianapolis, Avon, Plainfield, Brownsburg, Camby, Mooresville, and surrounding Central Indiana communities.

Call or text: 317-527-1086

Dolph Notary Services provides notarial services and is not a law firm. I do not provide legal advice, draft legal documents, select legal documents for clients, or determine the legal validity or effect of a document.

Have Notary, Will Travel.