Common notarisation mistakes and how to avoid them
By Jeremy Arhab, Founder · Published 19 May 2026 · Updated 30 June 2026
Avoid the most frequent errors that delay or invalidate notarisations, from document preparation to post-session delivery, with practical prevention tips at every step.
Common notarisation mistakes and how to avoid them
A notarisation is meant to give a document the highest possible level of legal certainty. Yet a surprising number of notarised documents end up rejected, delayed, or invalidated — and the cause is almost never the notary public's skill. It is a small procedural slip that happened before, during, or after the session.
Document preparation mistakes
| Mistake | Impact | How to avoid |
|---|---|---|
| Blank fields left unfilled | Receiving party rejects the document | Complete every field before the session |
| Missing dates or wrong date format | Legal uncertainty about timing | Use the format expected by the destination |
| Inconsistent names across the document | Identity cannot be matched | Use the exact name on your ID throughout |
| No certified translation when required | Document not accepted abroad | Confirm language requirements in advance |
| Wrong document template | Receiving party refuses non-standard wording | Use the template provided by the receiving authority |
Identity and verification mistakes
- Using an expired ID, even by a single day
- Presenting a damaged document where security features cannot be read
- Choosing the wrong type of ID for the act (some notarisations require a passport specifically)
- Submitting low-resolution scans that prevent verification
- Failing the liveness check because of poor lighting or camera positioning
Procedural mistakes during the session
| Mistake | Why it happens | Prevention |
|---|---|---|
| Signing in the wrong field | Multi-page document with similar signature blocks | Let the notary public guide your placement |
| Reading too quickly to confirm understanding | Pressure to finish fast | Ask questions whenever wording is unclear |
| Background distractions on camera | Raises doubt about capacity to sign | Choose a private, quiet location |
| Missing witnesses when required | Notarisation incomplete | Confirm witness requirements before booking |
Post-notarisation mistakes
- Submitting the document without checking additional requirements when it is destined for use abroad.
- Delivering the wrong file format. Receiving authorities expect the original tamper-evident PDF, not a printed scan.
- Losing the audit trail. The session recording, identity verification logs, and cryptographic hashes are part of the legal proof.
- Waiting too long to use the document. Some receiving parties require documents to be presented within three to six months.
Ready to notarise your document with a platform built to prevent these mistakes? My Notary guides you through every step, from document review to final delivery.
Got questions? We’re on it.
Most questions are answered here, drawn from what people actually ask before booking. If yours isn’t, our team is in chat.
The most common document preparation mistakes are: leaving blank fields unfilled — the receiving party will reject the document; missing or incorrectly formatted dates; inconsistent names across the document that cannot be matched to your ID; missing a certified translation when the destination requires one; and using the wrong document template instead of the format specified by the receiving authority.
Last updated: