What to Do If You Make a Mistake on a Notarized Document

Mistakes on notarized documents can cause delays, rejections, or even legal issues for your clients. Whether it’s a missing seal, an incorrect date, or an error in the notarial certificate, knowing how to correct mistakes properly is essential for maintaining compliance and professionalism.

This guide will walk you through how to correct a notarization mistake, whether a document can be re-notarized, and best practices to avoid errors in the future.

Identifying Common Notary Errors

Even experienced notaries make occasional mistakes. Recognizing common notarial errors can help prevent them from occurring in the first place.

Most Frequent Notary Mistakes:

• Missing or incorrect notary seal/stamp
• Failure to verify the signer’s identity properly
• Incorrect date or missing date
• Incomplete or missing notarial wording
• Signer’s name mismatch (ID does not match document)
• Using the wrong notarial certificate (acknowledgment vs. jurat)
• Not recording the notarization in the notary journal (where required)

If you catch an error immediately, you may be able to fix it before returning the document to the client. However, if the mistake is discovered later, you’ll need to follow proper correction procedures.

Can a Notary Correct a Mistake After the Document Has Been Notarized?

Notaries cannot alter a document after it has been notarized. If an error is found after the document has been returned to the client, the process for correcting it depends on the type of mistake and state laws.

Always refer to your state’s notary laws before making any corrections.

How to Correct a Notarial Certificate

Notice a minor error in the notarial certificate (such as an incorrect date or typo) before submitting the document. You may be able to correct it without re-notarizing.

Steps for Correcting a Minor Notarial Certificate Mistake:

1. Draw a single line through the incorrect information.
2. Write the correct information above or next to the mistake.
3. Initial and date the correction to confirm the change.
4. Do not use white-out or scribble over the error.
5. Make a note of the correction in your notary journal.

⚠️ Important: The document must be notarized again if a major error is made (such as a missing seal or incorrect notarial act).

When to Use a New Notarial Certificate

If a document contains significant errors in the notarial wording or lacks the proper notary certificate, the best solution is to attach a new, corrected certificate.

How to Attach a Loose Notarial Certificate:

1. Print a new notarial certificate with the correct wording.
2. Complete and sign the new certificate as required.
3. Securely attach it to the original document (stapling is preferred).
4. Make a note in your journal that a loose certificate was used.

Using a loose certificate ensures the document remains legally valid without altering the original text.

Can a Notary Re-Notarize a Document?

Yes, but only under specific circumstances. If a notarization must be re-done due to an error, the notary must follow the same steps as a new notarization.

Guidelines for Re-Notarizing a Document:

• The signer must appear in person before the notary again.
• The notary must re-verify the signer’s identity.
• The notary must complete a new notarial certificate.
• The notary should record the re-notarization as a separate entry in the notary journal.

Never alter or re-use the original notary certificate. If a notarization needs to be redone, it must be treated as a new notarization.

How to Prevent Notary Errors

Preventing mistakes is always better than correcting them. By following best practices, notaries can minimize the risk of errors and ensure smooth transactions for clients.

Best Practices for Error-Free Notarizations:

Notaries can avoid many of the most common mistakes by being thorough and detail-oriented.

What to Do If a Client Reports an Error

If a client contacts you about a notarial mistake, immediately resolve the issue professionally.

Steps to Handle a Notary Mistake Report:

1. Apologize and assess the error. Politely ask for details about the mistake.
2. Review your notary journal. Verify the details of the notarization.
3. Determine if the mistake can be corrected. Follow state laws for handling corrections.
4. Offer a free re-notarization (if possible). If a new notarization is required, waive the fee as a courtesy.
5. Maintain professionalism. Mistakes happen—how you handle them affects your reputation.

A professional and proactive approach builds trust and maintains your credibility as a notary.

Key Takeaways

Mistakes on notarized documents can lead to delays and legal issues, but proper correction procedures can help fix errors without compromising document validity.

Remember These Key Points:

• Notaries cannot alter a document after notarization.
• Minor mistakes in the certificate may be corrected (if allowed by state law).
• For major errors, a new notarization or loose certificate is required.
• Re-notarization must be done in person, following standard procedures.
• Preventing mistakes is more effortless than correcting them—double-check all details.

Notaries can avoid costly errors and maintain their professional integrity by staying diligent and following state guidelines.

For more notary best practices, visit the Notary Public Association for expert guidance and resources.