10 tips to help you avoid common notary signing agent errors

As a notary signing agent, ensuring that you provide high-touch service is crucial for both your clients and your reputation within the industry. However, even the most experienced notary signing agents can make mistakes from time to time. In this blog post, we'll share valuable tips on how to avoid some of the most common notary signing agent errors, to help ensure your signings run smoothly and professionally.

Common signing errors

With many rules to follow, it's no wonder that mistakes can happen from time to time. While these common notary errors might seem small, they can cause inconveniences for all parties involved in the transaction. So whether you're an experienced notary professional or just starting your journey, it's smart to stay on top of these potential errors and learn how to avoid them.

One frequent mistake is neglecting to verify the signer's identity thoroughly, leading to potential fraud or misrepresentation. Another potential error is failing to maintain an organized and accurate notary journal, which can create difficulties in tracking and validating past transactions. 

Additionally, some notaries might need to pay more attention to essential details in the document, such as missing signatures or incomplete fields, which can nullify the document's legality. 

Misunderstanding state-specific notary signing agent laws or improperly affixing the notary seal are other common oversights that may result in severe consequences. It is crucial for the notary signing agent to be diligent and well-informed to avoid these pitfalls and ensure the integrity of the documents they handle.

What happens if a notary makes a mistake?

If a notary makes a mistake, it may make the document invalid, causing delays or even legal disputes. In some cases, the notary may be held liable for any damages arising from their negligence. Therefore, it is of utmost importance for a notary signing agent to exercise diligence and double-check their work to avoid any potential errors that may jeopardize the integrity of the documents they are entrusted with.

Avoiding notary signing agent mistakes

By following ten easy and practical tips, notaries can significantly reduce errors and provide highly professional, accurate services during signing appointments. 

10 tips for a smooth signing

1. Thorough preparation: Review the documents and requirements ahead of time to ensure you have a clear understanding of what is needed for each signing appointment.
   
   
2. Verify identification: Always double-check the signer's identification, making sure it is valid and matches the name on the documents being signed.
   
   
3. Use checklists: Create a checklist for each type of notarization you perform, and refer to it during the signing appointment to ensure you don't miss any steps.
   
   
4. Take your time: Don't rush through the process. Take your time to read through each document and ensure all necessary fields are filled out correctly.
   
   
5. Stay organized: Keep all documents and materials in a neat, orderly fashion to avoid misplacing or overlooking essential items.
   
   
6. Know your state's laws: Stay up-to-date with your state's notary laws and regulations to ensure you're compliant with all requirements.
   
   
7. Ask questions: If you need clarification on something, feel free to ask the signer or seek guidance from a reputable source, such as your notary association or mentor.
   
   
8. Maintain proper records: Keep a detailed and accurate notary journal for every notarial act performed, including the date, time, type of notarization, and other required information.
   
   
9. Stay within your scope: Only perform notarial acts that you're authorized and qualified to do. If you're unsure if you can perform a specific notarization, consult your state's guidelines or seek legal advice.
   
   
10. Continuing education: Regularly participate in notary training courses and workshops to stay current on best practices and industry updates.

By adopting such practices, notaries can instill trust, confidence and build their reputation as distinguished and reliable professionals in the industry. 

Jot helps notaries complete successful signings by giving them the platform they need to grow their earnings and deliver high-touch service with ease. As part of Jot's commitment to keeping notaries up-to-date, we offer quarterly webinars featuring industry insights. Learn more about the benefits of working with Jot.