Always insist on in-person appearance
Master the identification requirements
Avoid being rushed into notarizations
Thoroughly scan and correctly complete the Notary certificate
Be prepared to handle emotional signers
1. Always insist on in-person appearance
Prior to notarizing a signature, the signer must appear in person before you. In most states, this is defined as a face-to-face meeting in the same room. This is essential for verifying the signer's identity, ensuring their willingness to sign, and confirming their understanding of the process.
[Note: Some states have regulations for remote online notarizations. Visit our NNA Knowledge Center Remote Notarization page for details on remote notarization requirements by state.]
New Notaries may struggle with this requirement, especially when asked for exceptions. It's important to remain firm and explain that all signers must be present at the time of notarization. Politely but firmly uphold this rule.
An Important Message For Notaries.
Notaries may face requests to bend rules due to health issues or other reasons. However, it is crucial to follow state laws and not ignore proper procedures to prevent fraud and legal consequences. If unsure, seek guidance from your state Notary agency or the NNA Hotline.
2. Master the identification requirements
Most states outline acceptable forms of identification for signers, so ensure you are familiar with these guidelines. Some states, like Florida and California, specify acceptable identification documents. Others allow various forms of government-issued IDs. Refer to your state's Notary handbook or the NNA’s online U.S. Notary Reference Manual for details.
Once you know which IDs are acceptable, carefully verify that the information matches the signer's description. Stay vigilant for any inconsistencies and take your time. The NNA Hotline is available for assistance.
3. Avoid being pressured to rush notarizations
Even experienced Notaries can feel rushed when notarizing numerous signatures for stressed individuals. Rushing can lead to mistakes that invalidate the notarization and pose legal risks.
“Do not let signers rush you,” advises Kathy Fletcher, the NNA 2013 Notary of the Year. “As a Notary, maintain control. Review each document after signing and before leaving the signer’s location to minimize errors.”
4. Scan and complete the Notary certificate accurately
When completing the certificate, ensure all details are correct. Scan the document to:
Check for any blank spaces, as some states prohibit them.
Record any required details in your journal entry, such as the document title.
Scanning does not require reading the document in detail; a quick review for necessary information suffices.
5. Be prepared to handle emotional signers
Notarizations involving significant financial transactions can be stressful for signers. If a signer is unable to communicate clearly or seems unaware, you must decline notarization. Some may react negatively to this refusal.
“When dealing with anxious clients, implement calming strategies,” suggests Laura Biewer, an NNA seminar instructor. Her tips include:
Take time to settle in and ensure comfort.
Listen attentively, make eye contact, and offer reassurance.
Acknowledge their emotions and be sensitive to their concerns.
Attentive communication and addressing any confusion can alleviate anxieties, leading to a successful and pleasant appointment.
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