Common Mistakes to Avoid as a Maryland Notary Public — And How to Prevent Them

Serving as a Maryland Notary Public is an important public trust. Every notarization carries legal significance, and even small oversights can lead to serious consequences for signers, institutions, and the notary. Understanding common pitfalls and actively strengthening your skills through ongoing education can dramatically reduce errors and protect your professional reputation. 

The Notary Public Association remains one of Maryland’s strongest resources for staying informed, compliant, and prepared.

Missing Or Incorrect Oath Or Affirmation Wording

Administering a proper oath or affirmation is one of the areas where Maryland notaries most frequently make mistakes. The law requires a clear, verbal oath when notarizing sworn documents such as affidavits or jurats. Many notaries skip this step unintentionally because they assume the document itself conveys the oath. In reality, the spoken component is required and essential. Practicing a consistent script makes this critical duty simple and reliable.

Why This Is a Problem

Maryland requires a verbal oath or affirmation for any act involving sworn statements. Without it, the notarization is incomplete.

Common Mistakes

• Forgetting to administer the oath
  
• Using incomplete or incorrect wording
  
• Allowing signers to “self-swear”

Correct Example

“Do you solemnly swear or affirm under the penalties of perjury that the statements in this document are true?”

Prevention Tips

• Keep an oath script accessible
  
• Pause before signing to confirm you gave the oath
  
• Administer the oath clearly and verbally

Using the Wrong Notarial Certificate

Choosing the proper certificate determines the legal meaning of the notarization. Maryland notaries often make mistakes because documents sometimes lack certificates or contain outdated formats. A mismatch between the notarial act and the certificate can invalidate the document or delay processing. Careful review and knowledge of the correct certificate formats prevent these unnecessary issues.

Why This Happens

Different notarial acts require specific certificates, and using the wrong one can alter a document’s legal effect.

Common Mistakes

• Using an acknowledgment instead of a jurat
  
• Leaving out the venue
  
• Using non-compliant or outdated language

Incorrect Example

Attaching an acknowledgment when the signer must swear to the truth of the content.

Correct Example

“Subscribed and sworn to (or affirmed) before me on this ___ day of _, 20, by ___.”

Prevention Tips

• Keep Maryland-approved certificate templates
  
• Ask the signer or document issuer which act they need
  
• Attend certificate-focused training

Misapplied Or Non-Compliant Notary Seals

The seal is a key indicator of a valid Maryland notarization. If it is smudged, faint, placed over text, or missing required elements, the document may be rejected. These errors usually occur when notaries are hurried or fail to inspect their impression. Simple preparation and careful placement significantly reduce seal problems.

Why This Is Serious

Maryland requires a legible and reproducible seal, and poor impressions often result in document rejection.

Common Mistakes

• Stamping over text
  
• Smudging or fading
  
• Missing mandatory details
  
• Forgetting to apply the seal

Incorrect Example

A faint seal that partially overlaps the signer’s name.

Prevention Tips

• Test your stamp before use
  
• Replace ink or stamps promptly
  
• Place the seal in a clean blank area
  
• Store your seal securely

Failing To Properly Identify The Signer

Proper identification is a core responsibility. Maryland notaries must use personal knowledge or acceptable ID to confirm a signer’s identity. Mistakes often stem from rushing through the ID check or accepting expired documents. Strengthening identification procedures protects notaries from fraud, disputes, and liability.

Why It Matters

Improper identification undermines the reliability and legality of the notarization.

Common Mistakes

• Accepting expired ID
  
• Allowing improper vouching
  
• Ignoring inconsistencies

Prevention Tips

• Use valid, government-issued ID
  
• Compare appearance, signature, and details
  
• Decline the notarization if uncertain

Not Keeping a Detailed Notary Journal

Even though Maryland does not require a journal for every in-person notarization, it is strongly recommended and extremely valuable. A complete journal protects the notary in disputes, supports memory, and adds accountability. As remote and electronic notarization expands, maintaining a consistent record becomes even more important.

Why This Matters in Maryland

A journal provides documented proof of what occurred during the notarization.

Common Mistakes

• Incomplete fields
  
• Skipped entries
  
• Using loose notes instead of a bound or digital journal

Prevention Tips

• Use structured journal formats
  
• Record all key details, including ID type and document name
  
• Never leave empty spaces

Not Consecutively Completing The Notarial Act

A proper notarization must be completed in the signer’s presence, including signing, sealing, and filling out the certificate. Some notaries incorrectly complete documents later or overlook essential details due to interruptions. Maintaining a consistent step-by-step process ensures full compliance.

Why Timing Matters

Maryland requires the certificate to be completed at the time the act takes place.

Common Mistakes

• Finishing the certificate later
  
• Forgetting the venue or date
  
• Leaving the signer’s presence too soon

Prevention Tips

• Complete the entire certificate in front of the signer
  
• Double-check all key fields
  
• Follow a consistent workflow

Stay Informed, Prepared, And Protected

Mistakes such as missing oaths, incorrect certificates, weak identification procedures, and poor seal practices can cause long delays and expose notaries to preventable risk. Ongoing education through the Notary Public Association helps notaries remain current with Maryland laws, sharpen their skills, and perform every notarization with confidence, precision, and compliance. With continued development and professional training, Maryland notaries protect the public, themselves, and the integrity of every document they handle.s and ensures recordable, enforceable documents. Enhanced training strengthens your skills and reduces risk in every closing.