NNA Notary Bulletin

Signing Agent Tip: 5 common loan signing mistakes

Mon, 04 May 2026 16:57:39 GMT

George Bernard Shaw once said, "Success does not consist of never making mistakes but in never making the same one twice." We all make mistakes. But as Notary Signing Agents, those mistakes can create significant issues for all parties involved. Fortunately, knowledge is power and knowing what some common errors are could help you to avoid them in the first place:

Something is missing from the loan document package
The Notary stamp is illegible
Missing identification on the Patriot Act Form
Incorrect Notary acknowledgments
Not following directions

Mistake 1: Something is missing from the loan document package

Whether the borrower forgot to sign, you forgot to sign, you forgot to stamp or someone forgot to date, some item is missing. It's easy to miss something when you are in a rush or the circumstances surrounding the signing may be difficult. Try to review the documents before signing and tab anything that is unfamiliar or might be easily missed. Be certain to double-check your work before leaving to confirm you haven't missed anything, and triple-check before mailing the package.

Mistake 2: The Notary stamp is illegible

It is critical to make certain that your Notary seal is legible enough to be easily read by the naked eye and be photographically reproducible. Make certain your stamps are inked. If using an embosser, be certain that it adheres to state standards. Many states require that the embossers now use ink so that when the document is scanned, the seal is legible. More and more counties today are allowing for electronic recording, and lightly inked seals or raised seals from embossers don't make the cut. Having a document rejected for recording could cause funding delays and missed deadlines.

Mistake 3: Missing identification on the Patriot Act Form

Every lender is different. Some require one form of ID while others require two. But it is so important to read the form itself to confirm how many forms are necessary. Also, be certain of the type of ID the lender allows. No one wants to go back out to a borrower's home to verify a second form of ID.�Not sure what other alternate forms of ID the lender will accept? Many times the Patriot Act Form will list examples that can be used in the 'Other' section of the document, so be sure to read the instructions at the top.

Mistake 4: Incorrect Notary acknowledgments

When handling an out-of-state signing, be certain to talk to your customer about what your state requires and what is required in the state where the property is located. Just attaching your state's acknowledgment could cause potential issues, especially when it comes to recording the mortgage or deed of trust. Most states allow you to notarize an out-of-state acknowledgment for purposes of recording a document.

Mistake 5: Not following directions

No two signing companies, title companies or lenders are the same. Some want fax backs, some do not. Some want two forms of ID, some do not. Some want blue ink, some want black. Some want legal, some want letter and some want both. Never assume you know what it is that they want. It is critical to read and follow their instructions to the letter. Always ask questions and write down who you spoke to in case there are discrepancies down the road. Good customer service means providing the service that they ask for.

NNA Notary Ambassador� Marcy Tiberio is an entrepreneur, educator, and Notary advocate and was named as the 2025 Notary of the Year. She owns and operates several businesses: Professional Notary Services, Inc., a nationwide mobile Notary signing service; The Entrepreneur Center at High Falls, a hub for business resources and community events; and The Entrepreneur Shop, an e-commerce store offering swag, digital tools, and promotional items tailored for entrepreneurs. She can be reached at marcy@professionalnotaryservices.biz.

Avoid common Notary certificate mistakes

5 mistakes that cost mobile Notaries time and money

Additional Resources:

NNA Videos: Tips For Using Your Stamp

Notary Basics: Determining a signer's willingness

Mon, 04 May 2026 16:54:15 GMT

When you notarize a customer's signature, the customer must sign the document willingly, without being forced to do so. But determining a signer's willingness can be tricky, especially when pressure comes from a relative or caregiver. These clues can help you tell if a signer is willing or being forced against their will to sign.�

Look for warning signs during the notarization

There are a number of steps you can take to help make the proper judgment call:

Observe the signer's behavior: Do they appear to be distraught, severely withdrawn, excessively nervous, or fearful? Is the signer acting particularly hesitant or distracted? Are you able to pinpoint the reason for their discomfort?

Observe the surroundings: Watch the behavior of others in the room, especially if they have a vested interest in the documents being signed, such as a power of attorney or real property deed. Does someone nearby - a family member, business partner or caregiver - seem to be making the signer uncomfortable? Are they intimidating the signer, or pressuring the person to sign even when the signer appears reluctant?

Speak privately with the signer: If you feel the signer is being pressured by others in the room, ask to be left alone to speak privately with the signer. Observe if the signer's behavior changes, or if they continue to hesitate.�

Ask direct questions: If in doubt, don't be afraid to ask directly: "Are you signing this document of your own free will?" This gives the signer a chance to speak the truth.�

Make eye contact: A signer's ability to look you in the eyes may be telling. However, a lack of eye contact alone isn't a sufficient reason to be suspicious.

Don't rush to judgment: Take into account all the circumstances of the signing. Indications of worry, fear or timidity may not necessarily be the result of coercion. The signer may simply be concerned about the documents or circumstances surrounding the transaction. Consider the possible emotional impact before making a judgment.

What to do if your signer appears unwilling or coerced

If, after going through these steps, you have reason to believe the signer is being pressured into signing against his or her wishes, you should refuse to complete the notarization.

Grounds for refusing a notarization vary between states:

Florida does not allow notarizing if the signer appears incapable of understanding the nature of the document at the time of notarization.

Georgia permits Notaries to refuse a notarization if the Notary feels that the signer is being coerced.��

Massachusetts�specifically prohibits Notaries from performing notarizations in which they have a compelling doubt that the signer is acting of his or her own free will.

Mississippi and New Mexico allow Notaries to refuse a notarization if the Notary is not satisfied the signer is voluntarily signing.�

Texas authorizes Notaries to turn down a notarization if the Notary has reasonable grounds to believe the signer is being coerced or the�signing party does not have the capacity to understand the contents of the document.�

In North and South Carolina, the Notary certifies that the signer did not appear to be acting involuntarily, under duress or undue influence. Thus, if a signer appears unwilling to sign, North and South Carolina Notaries should refuse the notarization.

States that have adopted the Revised Uniform Law on Notarial Acts (RULONA), (including Iowa, Montana,�North Dakota, Oregon�and West Virginia), give Notaries the ability to refuse to perform a notarization if they are not satisfied that the signer is willing to sign of their own accord.�

If your state does not provide specific guidelines regarding signer willingness, the Notary Public Code of Professional Responsibility, Article III-C-1, provides the following recommendation: "The Notary shall not perform a notarial act if the Notary has a reasonable belief which can be articulated that the principal or witness identifying the principal, if any, is being coerced, threatened, intimidated, or otherwise unduly influenced into acting against his or her will or interest."

If you have questions about the signer's willingness, make a note in your Notary journal�of the steps you took to decide whether to perform the notarization.

If you do not keep a journal, document your reason and the steps you took to make your decision.

One final word on notarization safety

If you feel you may be in imminent danger if you refuse a notarization request, complete it and report the situation to your local law enforcement immediately afterward.

Notary Basics: Determining a signer's awareness

Additional Resources:

NNA�Hotline

FAQ: Notarizing Proof Of Life documents

Mon, 04 May 2026 16:49:26 GMT

Many Notaries have asked about foreign "Proof of Life" documents that require notarizations not allowed in many U.S. jurisdictions. Here are answers to frequently asked questions that come up with these documents.

What is a Proof of Life document?

A "Proof of Life" document or "Life Certificate" is a form used by foreign governments and institutions to qualify pensioners and other beneficiaries living abroad for financial benefits. These forms often include instructions that the document must be presented to a Notary, and sometimes ask the Notary to certify that the person named in the document is currently living.

Can I notarize a Proof of Life document?

Not always. It depends on what it's asking you to do and the state you are commissioned in. Some proof of life documents simply require the individual named in the document to have their signature notarized with a standard act such as a jurat. If this is the case, you may notarize the signature on the document.

However, if the document asks you to certify that the signer is currently alive, chances are your state law doesn't permit Notaries to do that. However, there are some states with exceptions:

Washington state is an exception, because Washington Notaries are permitted to certify that an event has occurred or an act has been performed - the "event" in this case being that the pensioner is alive on a certain day.

Montana also has a specific notarial act called "certification of life" that authorizes Montana Notaries to certify that an individual is alive.

Notaries in Louisiana and Puerto Rico, who have broader authority and legal powers than Notaries in other jurisdictions, also may certify a signer's status on a life certificate.

Alabama and Florida civil law Notaries, who are also attorneys, are authorized to certify a signer's living status on proof of life documents, but Notaries with regular Notary commissions in these states may not do so.

Can I notarize if someone asks for a signature witnessing on a Proof of Life document?

Other proof of life forms may ask for a "signature witnessing"�where the Notary certifies the document was signed by an identified individual in the Notary's presence. The following jurisdictions authorize Notaries to perform signature witnessings: Colorado, Delaware, District of Columbia, Georgia, Hawaii, Idaho, Illinois, Indiana, Iowa, Kansas, Kentucky, Maryland, Massachusetts, Michigan, Minnesota, Mississippi, Missouri, Montana, New Hampshire, New Mexico, North Dakota, Oklahoma, Oregon, Pennsylvania, Rhode Island, South Carolina, Utah, Vermont, Washington, West Virginia, Wisconsin and Wyoming.

Can I notarize if someone wants me to stamp and sign a Proof of LIfe with no certificate wording?

Notaries have contacted the NNA Hotline regarding proof-of-life document requests in which the signer asks the Notary to sign and affix a seal to a document lacking any certificate wording. Except in the state of Michigan, Notaries should not accept these requests.�A Notary cannot simply stamp and sign a document without a notarial certificate, though many people mistakenly request it. California�prohibits Notaries from affixing their seals and signatures to a document without completing a certificate. Texas permits its Notaries to refuse a request if the Notary is not familiar with the type of notarization requested.�

Are there alternatives for Proof of Life documents if I have to turn down a notarization request?

If you are unable to notarize a proof-of-life document, the signer may be able to have it notarized at an embassy or consulate of the issuing nation. Consular officers are normally authorized to notarize documents related to their home nation.

David�Thun is the Editorial Manager at the National Notary Association.

Notarizing documents from other countries

How much do I charge for a basic notarization in my state?

Mon, 04 May 2026 16:42:28 GMT

I am confused about how much I should charge for my services. How would I charge if I am doing basic notarizing for one document? - A.B., Illinois

The maximum fee that may be charged by an Illinois Notary for a traditional notarial act is $5 (5 ILCS 312/3-104[a]).

The maximum fee for performing an electronic notarial act (remote notarization on electronic records or in-person electronic notarization) is $25 (5 ILCS 312/3-104[b]).

Notaries in other jurisdictions can look up the maximum fee schedules for notarial acts in their states on our 2026 Notary Fees By State page.

Notaries who need information about charging travel fees can find information in our article, "A guide to Notary travel fees across the United States."

Hotline answers are based on the laws in the state where the question originated and may not reflect the laws of other states. If in doubt, always refer to your own state statutes.�- The Editors

Confronted with a tricky notarization? Unsure how to proceed? NNA members have unlimited access to our expertly trained�NNA Hotline�consultants to help you with all of your notarial questions. Call 1-888-876-0827, Monday through Friday, 5 a.m. to 6 p.m. PST; Saturday, 5 a.m. to 5 p.m. PST.

NNA 2026 Influencer of the Year: Melissa Battle

Mon, 04 May 2026 15:00:46 GMT

The NNA is proud to announce that Melissa Battle, founder and owner of Notarizing Tampa in Florida, has been chosen as the 2026 Influencer of the Year.

With two decades of experience spanning both the legal and Notary professions, Melissa Battle has built a reputation as a dynamic online leader, educator, and advocate for Notaries nationwide. As the 2026 NNA Influencer of the Year, Melissa is recognized not only for her professional accomplishments but also for helping others learn what it takes to succeed in the Notary industry.

More than a Notary: A leader and educator

A decorated U.S. Army Veteran, Melissa brings discipline, resilience, and purpose to every aspect of her work. She is a Florida-commissioned Notary, a wedding officiant, law firm case manager, and senior paralegal with 20 years of experience in both the legal and Notary fields.

Melissa has built her brand around providing leadership, education, and community - not just business transactions. While many Notaries find themselves asking, "What's next?" in their careers, Melissa fills that gap by offering mentorship, practical guidance, and a clear path forward. Through her work, she helps Notaries avoid costly mistakes, grow sustainable businesses, and step confidently into their professional roles.

As the founder and CEO of Notarizing Tampa, she has not only created a service-based business but also built a platform that elevates the Notary profession itself. Her influence extends nationwide, reaching more than 73,000 followers and subscribers who turn to her for insight, motivation, and guidance.

Real-world teaching that resonates with other Notaries

Known for her strong "mentor energy," Melissa delivers practical, direct, and grounded Notary education. She teaches loan document execution, highlights common mistakes, and focuses on real-world situations Notaries encounter in the field. New Notaries benefit from her clarity and insight in an otherwise overwhelming profession, while experienced professionals value the efficiency and error prevention her mentoring and insights provide.

An online brand built on professionalism and confidence

Across her work and client feedback, Melissa is consistently described as organized, confident, responsive, and highly professional. Clients frequently note her ability to stay "on top of everything" while delivering seamless, stress-free experiences.

This consistency has established her reputation as a "safe pair of hands" when performing notarization assignments - a critical distinction in a field where trust and precision are paramount. Her standard of excellence positions her not just as reliable, but as a premium, go-to professional.

What truly sets Melissa apart is her ability to blend high-level professionalism with authentic personality. Clients and mentees alike describe her energy as unmatched, her approach as positive, and her service as deeply personalized.

In her work as a wedding officiant, she creates ceremonies that feel custom, emotional, and memorable. In her Notary services, she brings warmth to what is often a stressful and complex process for customers. This balance - human connection paired with elite execution - is rare, and it's a key reason her brand resonates so strongly.

Leading other Notaries with purpose

Melissa also serves as a National Notary Association Ambassador for the state of Florida, representing and supporting Notaries while fostering community and professional growth.

Guided by her personal "T.I.P.S." philosophy - "Teach, Inspire, Partner, and Strengthen" - Melissa Battle's mission is clear: to develop empowered Notaries who build thriving businesses rooted in authenticity and purpose. Her recognition as the 2026 NNA Influencer of the Year reflects not only her success, but the countless professionals she has helped elevate along the way - one stamp at a time.

About the Influencer of the Year Award

The Influencer of the Year award was established in 2023 by the NNA to recognize Notaries who have mentored, inspired and educated Notaries nationwide on one or more social media platforms. The Influencer of the Year is chosen by you and the votes of your fellow Notaries through our nationwide voting system. You can find information about previous Influencer of the Year award recipients here.

Refinance Fraud: Notaries are the last line of defense

Thu, 30 Apr 2026 16:18:43 GMT

Fraud and forgery have turned refinance transactions into the mortgage industry's most dangerous minefield. The numbers are staggering - and the implications for every Notary Signing Agent in America are urgent.

For years in the mortgage finance industry, there has been a general perception of refinance transactions that goes something like this: Refinance transactions are low-risk. The borrower already owns the home. The title is clean. What could go wrong?

As it turns out, quite a bit.

A comprehensive analysis recently released by Milliman, Inc. and commissioned by the American Land Title Association (ALTA), examined more than 161,000 title insurance claims over a decade and arrived at a conclusion that should resonate with every Notary:

"Both refinance transactions and lenders are exposed to significant losses, with historical data indicating that average claim severity is higher for refinances than for purchases. The largest losses are typically associated with fraud and forgery, which cannot be easily identified through a search of public records."

In simpler terms, refinances are more vulnerable to fraud than we realize. The kind of fraud that can't be caught by a records search. The kind that can only be stopped by a trained, vigilant professional who is physically present when documents are signed.

That professional is you. Notaries are the last line of defense against the growing problem of refinance fraud.

How widespread is the problem of refinance fraud?

The data quantifies just how severe the issue has become. Fraud and forgery claims account for approximately 40 percent of the total title insurance claim cost associated with refinance transactions. That figure is more than double the rate seen in purchase transactions, where fraud and forgery represent 20 percent of total claim costs.

Even more sobering: The average cost of fighting refinance fraud in court runs about $207,000 - including loss payments and defense costs. That's nearly seven times higher than the average cost for all other claim types, which average about $30,000.

And critically, approximately 40 percent of all refinance losses and expenses are linked to fraud and forgery issues that cannot be identified through public record searches. No title search can catch a criminal impersonating a homeowner. No database query can flag a synthetic identity assembled using AI-generated documents.

How do Notaries prevent refinance fraud?

One of the best ways to catch these schemes is a Notary doing their duty - carefully, methodically, and without shortcuts.

"Notaries play an important role in preventing real property document fraud," said Brooke Merritt, the NNA's Director of Government & Policy Planning. "A diligent, well-trained Notary exercising a high degree of care is a strong safeguard against harm, providing the human judgment needed to catch red flags that technology and data tools can't always detect."

Real-life cases of refinance fraud

The data points to a national crisis, but some of the most vivid illustrations of mortgage fraud come from court documents, E&O insurance claim reports, and local news reports.

While the following examples are not all related to refinance fraud, they demonstrate the methods criminals use to fool the system, how diligent Notaries helped prevent some cases, and how Notary mistakes or carelessness made things worse in others.

A Charlotte, North Carolina, man was stunned when he learned he was the victim of seller impersonation fraud. An imposter tried to refinance his home - a home he had already paid off - after obtaining his personal information, including his driver's license. The cash-out refinance would have netted the fraudulent actor about $450,000. The fraud was caught when an attorney and his paralegal Notary visited the victim's residence to verify his identity in person, and they discovered the impersonation.
A Notary authorized to perform remote online notarizations completed a signing that turned out to be fraudulent. The video recording of the transaction indicated that the Notary did not follow proper procedures by failing to examine the signer's ID documents properly and permitting a second person in the room to assist the signer with the knowledge-based authentication questions. The case landed in court, and the Notary incurred $75,000 in settlement and legal fees, which were paid out of her $100,000 E&O policy.
A Notary was accused of notarizing a warranty deed fraudulently, though she had never met the signer and had no record of the signing. Later, it came to light that the seal was forged and did not match the Notary's official seal. She promptly reported it to the police and was cleared of wrongdoing, but her E&O policy was hit for $14,000 in attorney and legal fees from her $25,000 limit.
Federal prosecutors are currently investigating a Southern California real estate broker in a $1.5 million case that demonstrates how seller impersonation can slip past lenders, title companies and Notaries. According to a federal criminal complaint, a group of fraudsters allegedly used the stolen identities of the true homeowner and a purported buyer to push through a fraudulent sale, securing about $975,000 in loan proceeds. The case remains under investigation.
Bonus Example: If you haven't read about the 'Graceland' case, check it out here.

How AI and synthetic identity fraud make the Notary's job more difficult

If the ALTA/Milliman data describes an emerging pattern, the threat environment that Notaries are navigating today has grown considerably more complex.

Synthetic identity fraud - in which criminals use AI tools to combine real and fabricated information to create convincing counterfeit identities and documents - has become one of the fastest-growing categories of financial crime. AI-generated ID documents can now reproduce security features that previously served as reliable fraud detection checkpoints. A driver's license that would have looked obviously fake five years ago may today be nearly indistinguishable from a genuine document to the casual eye.

Seller impersonation fraud has also spiked dramatically, with criminals targeting vacant land and debt-free properties specifically because those transactions are less likely to involve lenders with robust verification systems - and more likely to flow through a signing table without a second look.

This is precisely why Notaries are more important than ever to prevent fraud.

The shift toward AI-enhanced fraud doesn't diminish the value of the human expert in the room - it magnifies it. Sophisticated software can be fooled by sophisticated forgeries. A trained, engaged Notary who asks the right questions, examines ID documents carefully, and trusts their instincts when something feels wrong is still the mechanism the system depends on most.

What Notaries need to watch for at the signing table to stop fraud

The NNA's educational resources at NationalNotary.org offer a robust framework for Notaries navigating high-risk transactions.

Common warning signs at the signing table include:

Requests by signers to avoid personal appearance before the Notary.
Presentation of fake IDs, or stolen IDs from other individuals.
Signers who can't answer questions about their identity.
Parties who pressure another person to sign, or fail to have awareness of what they are signing.

If property deeds or financial powers of attorney are part of the closing package, especially if the signers are elderly. Each of these scenarios calls for a specific, practiced response from Notaries: slow down, verify identity, and never allow urgency - from any party - to compromise you from following proper notarization procedures. Your role as a Notary is not merely ceremonial. If you do your job correctly, you become one of the most powerful fraud prevention tools in the entire transaction chain.

For refinance fraud specifically, certain warning signs of possible fraud occur regularly, according to the study:

A signer who seems confused about the property they supposedly own.
A "borrower" who can't describe their own address when asked a simple, neutral question.
Pre-signed documents - a serious red flag, since in most cases the Notary personally brings the documents from the lender for the borrower to sign.
A third party who controls the flow of the appointment and answers questions before the signer can.
Pressure to skip standard ID verification for the sake of speed.
A signer pushing you to urgently notarize a document without common standards of care.
And increasingly, ID documents that pass a cursory glance but fail closer examination - slightly off fonts, edges that look digitally altered, security features that don't quite hold up.

Cash-out refinances on debt-free properties deserve particular scrutiny. As the North Carolina case described earlier illustrates, a paid-off home represents exactly the kind of target that organized fraud rings seek out - a property with substantial equity, no lender in the loop, and proceeds that will flow directly to whoever walks away from the closing table as the "borrower."

Important takeaways for Notaries involved in refinance transactions

The ALTA/Milliman report is a document that the entire mortgage industry should study. For Notaries, it provides something even more specific: evidence, in the form of hard statistical data, that the work you do at the signing table carries enormous financial and human consequences.

The fraud landscape is evolving. AI tools are lowering the barrier to sophisticated identity crimes. Seller impersonation rings are growing more organized and ambitious. And refinance transactions - long assumed to be the safer, simpler side of the mortgage business - have emerged as the highest-severity category of title insurance loss in the industry.

Notaries are more important than ever. The data confirms it. The headlines confirm it. And every signing table you walk up to - with your ID credential technology, your journal, your training, and your judgment - is a small piece of the line that holds.

Frequently asked questions

Why are refinance transactions considered high risk for fraud?

Refinance transactions are increasingly high risk because they often involve properties with significant equity and fewer verification checkpoints. According to data from the American Land Title Association, fraud and forgery account for about 40% of total title insurance claim costs in refinances - double the rate seen in purchase transactions.

Why are Notaries critical in preventing refinance fraud?

Notaries serve as the final checkpoint in the transaction. They verify signer identity, witness signatures, and ensure proper procedures are followed. Because they interact directly with the signer, Notaries are uniquely positioned to detect red flags that automated systems and document reviews cannot catch.

How do Notaries help prevent mortgage and refinance fraud?

Notaries help prevent fraud by:

Verifying government-issued identification
Ensuring the signer personally appears
Refusing to notarize incomplete or suspicious documents
Maintaining detailed journal records of the signing

For additional guidance on fraud prevention in mortgage signings, visit the NNA's Knowledge Center and The National Notary Bulletin news blog at NationalNotary.org.

Phillip Browne is Vice President of Communications at the National Notary Association.

Quiz: Notary Certificate Do's and Don'ts

Tue, 28 Apr 2026 16:14:39 GMT

Quiz Maker - powered by Riddle

Answers

1. What information goes in the venue section of a Notary certificate?

A. The county and city where the Notary's commission is filed

B. The state and county of the Notary's residential address

C. The state and county of the Notary's business address

D. The location where the notarization takes place

Show Answer

Answer: D.�When completing the venue section of a certificate, the Notary always records the location where the notarization takes place. Typically, the venue section specifies what type of location information to enter. For example, if the certificate venue says "State of ____" and "County of ____" and the notarization takes place in Dade County, Florida, the Notary would write "State of Florida" and "County of Dade" in the venue section.

2. Is it acceptable to affix your Notary seal so that it covers text on the document or Notary certificate wording?

A. Yes, but only if there is no other way to affix your stamp. Every certificate requires you to affix your Notary seal.

B. No, you should never cover certificate wording or document text with the seal impression.

Show Answer

Answer: B.�You should never affix your official seal in a way that covers the document or the Notary certificate wording. If you can't place your seal without covering text or signatures on the document or certificate, you will need to complete and attach a separate certificate form.

3. What date should the Notary enter on the notarial certificate wording?

A. The date the Notary was commissioned

B. The date the Notary's commission expires

C. The date the notarization takes place

D. The date the notarized document takes effect

Show Answer

Answer: C.�The Notary must always enter the actual date the notarization takes place in the certificate wording. A Notary must never pre-date, backdate or enter a false date on a certificate, because doing so is illegal and could result in losing your commission as well as civil and criminal penalties.

4. When the Notary signs the certificate wording, how should the name be signed?

A. The Notary's name should exactly match the name on file with your state's commissioning official.

B. The Notary should always sign their full name, regardless of what's on the commission.

C. The Notary may choose to omit their middle name or use an initial instead.e

D. The Notary may sign however they wish, as long as the signature doesn't cover any other text.

Show Answer

Answer: A.� When signing a notarial certificate, the Notary's name should exactly match the name that is on file with the state commissioning official. Depending on your state, this may be the name signed on the Notary commission application, or the Notary's oath of office form.

For more guidance, please see our article and video on how to complete a Notary certificate.

David Thun is the Editorial Manager at the National Notary Association.

Beyond loan signings: Niches for Mobile Notaries to consider

Mon, 27 Apr 2026 17:34:23 GMT

Loan signing work isn't always as plentiful as many Notary Signing Agents would like. That's why most successful mobile Notaries find ways to branch out. More often than not, that means finding new business niches and specialties. Here are examples of niches that Notaries have found:

Family and adoption document notarizations
Notarizations for seniors
Notarizing at jails and prisons

Family and adoption document notarizations

While mobile Notaries who primarily work on loan signings are used to helping families achieve their dreams of homeownership, Rebecca Ruben discovered other ways to help families. The Kansas-based Notary assists people when they need adoption papers notarized.

Just as couples are excited about buying their first home, the clients Ruben works with are overjoyed about adding a new addition to their family - and they often have to do a lot of legwork to make it happen. For example, with foreign adoptions, clients may be tasked with traveling to different doctors to ensure that immunization records are up to date so Ruben can notarize the paperwork.

"If you're adopting from a different country, there are a lot of hoops they want you to jump through, and several things they want notarized," she said.

Ruben also has experience helping people who have made the painful decision to sign away their parental rights. This can be extremely challenging work in these cases because Notaries may be at the signing assignment for a couple of hours. That's because some clients still might be weighing their decision when you are there.

"When the Notary comes with the paperwork saying, 'Here it is in black and white,' it's difficult," said Ruben. "It's hard to watch, so you can't be an emotional type of person when you do it."

Notarizations for seniors

California Notary Marla Christiansen got her first assignment in a healthcare facility when a client called her after seeing her advertisement in the Yellow Pages. She realized that this could be a lucrative niche, so she started leaving her business cards at the front desk of area hospitals and nursing homes.

Now, this work makes up about 25 percent of her business. She is typically called by the families of elderly patients to notarize a financial power of attorney or trust document.

The nature of this type of work means that Notaries should expect to spend extra time on a job, but Christiansen - who works in the Fairfield, Suisun City, Vacaville, and Vallejo areas near San Francisco Bay - plans ahead to make things go as smoothly as possible.

"I always prequalify signers," she said. "When I'm talking to family members, I want to make sure the signer is mentally able to sign. I ask if they are heavily medicated, if they have Alzheimer's or dementia, or if there are any physical disabilities where we need to take a little more time. It cuts down on a lot of confusion and hassle at the signing."

Still, there are times when you show up for an appointment and the signer is not in a condition to proceed, which can cause frustration for the family as well as the signer.

"It's difficult, but you have to explain that you can't notarize somebody's signature on a legal document if they don't understand what they're signing," said Carol Graves, a California mobile Notary who works on health care directives for clients in San Mateo and Northern Santa Clara Counties. "They have to understand what they're signing, and they have to be coherent."

Despite this challenge, Notaries can still make this a positive experience for their client by creating a good rapport with their sick loved one. Christiansen says that she will chat with the person after attempting to do an unsuccessful signing so there are no hard feelings when she leaves.

"I'm soft-spoken, easygoing, and patient, and that's how I want the signing to be-never stressed, never under duress, and always wanting to end on a good note," she said. I feel that what I do for a stranger is what I would want done for my own family members."

Notarizing at jails and prisons

Although some Notaries may be reluctant to accept requests from inmates in jails and prisons, Christian Ergueta of Santa Ana, California, has found this work to be rewarding since the first client called him for help. The caller's son had been arrested for drunk driving, and she desperately needed paperwork notarized to get the impounded car back.

"When I got the call, I didn't want to say no if it was something we could do. Someone needed some help," said Ergueta. "As a Notary Public, we are civil servants first."

One of the challenges of doing this service is getting access to the facility where the inmate is housed. Every jail and prison has its own procedure for access. Some require Notaries to undergo a background check, while others may let people in as long as they have a current Notary credential. In addition, Notaries should keep in mind that working in these situations comes with the unexpected - like getting stuck at a facility during an emergency lockdown.

Although Notaries may need to jump through hoops to do this type of work, it can open them up to new and rewarding ways to help people in their community and earn more income.

"I like the fact that I'm able to help family members get done what they need to get done, whether it's power of attorney, permission for a child to travel, or permission to get a passport for a child," said Christiansen, who also does this type of work. Inmates' families aren't the only ones to call her. Requests also come from chaplains who perform marriage ceremonies for people behind bars. "It's gratifying that I can help on both sides."

The more respect a Notary shows the signer, the more likely that person is to give their name to others in the facility.

"Guilty or not guilty, people are still human," said Ergueta. "In jail, people are generally treated like an inmate, not like a person. Because I treat every inmate like a human being, they see that and will talk amongst themselves and refer me."

Business niches can be anywhere - in hospitals, in jails or even in people's homes. You just have to be open to finding them.

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Notary tip: Requests to serve as a document witness

Mon, 27 Apr 2026 17:32:14 GMT

"Someone asked me if I can notarize his signature and also act as a witness for the document. Is that OK?"�

It's a question frequently posed to our NNA Notary Hotline: Can a Notary serve as a document witness while notarizing a person's signature at the same time? Generally, it's better to say no - even when allowed by state law - because it's easy to confuse acting as a Notary with being a document witness, creating a possible conflict of interest.�

What is a document witness?

A "document witness" is an individual who watches another individual sign a document. Usually, state law will specify when document witnesses are required.

In�Connecticut, Florida, Georgia, Louisiana and South Carolina, for example, a deed or mortgage related to real property must have witnesses present when someone signs before it can be recorded. In many jurisdictions, powers of attorney or last wills and testaments may also require one or more witnesses to be present at the signing. Witnesses typically sign the document as well.

Witnesses to these documents are not Notaries - they are private individuals. And the witnessing of a signature in this context is not considered a notarization.

Depending on the requirements for the document being signed:

Witnesses may need to be at least 18 years of age.
Close relatives might be prohibited from being witnesses.
More than one witness may be needed.

Can a Notary be a document witness?

If you are notarizing a signature on the document, can you also be a document witness? The answer is yes if you're a Connecticut or�Florida Notary.�

Georgia and North Carolina prohibit Notaries from also acting as document witnesses.

Maine strongly advises against notarizing a signature and being a document witness for the same transaction.

In other states where specific rules are not provided, such as California, Oregon and Texas, the safest course is to turn down requests to both notarize the signature and act as a document witness.

Witnessing a document may require you to sign the document - which could create a conflict of interest if you are asked to notarize other signatures on the same document. The easiest way to avoid potential conflicts is to act officially as a Notary or privately as a document witness - but not both for the same transaction.

"Witnessing a signature" vs. being a document witness: What's the difference?

Some Notaries confuse a type of notarization known as "attesting a signature" or "signature witnessing" with being a document witness. It's easy to mix them up because both refer to "witnessing" and require you to be present when the document is signed. There are two important differences:

First, when you witness or attest a signature as a Notary, you are performing an official act authorized by your state law that only a Notary may do. And second, unlike document witnesses, Notaries must satisfy several requirements for a signature witnessing:

Notaries must identify the individual signing the document.
Notaries must complete a notarial certificate for the signature witnessing.
Notaries must sign the notarial certificate for the signature witnessing with their official signature and authenticate it with their Notary seal (in most states).
Notaries may be required to record a journal entry for the act.
Notaries may charge a fee if permitted by statute. �

Attesting a signature and signature witnessings are different acts from an acknowledgment, and not every state authorizes its Notaries to perform them.

More than a dozen states authorize Notaries to witness signatures as a notarial act, including Colorado,�Delaware�and�Pennsylvania.

While Florida permits Notaries to act as document witnesses as private individuals, it does�not authorize them to attest signatures as an official notarial act. Before signing as a document witness, a Florida Notary should ensure that the document does not require the notarization of the witnesses' signatures.

If you are asked to act as an individual document witness, you are�not performing an official notarization. You watch the signature being made and then sign the document as a private individual - not as a Notary. You do not complete a notarial certificate as a document witness, and you may not charge a fee.

Notaries in other states should check their official state Notary website for guidance on acting as an individual witness and Notary on the same document.

David Thun is the Editorial Manager at the National Notary Association.

Different types of witnesses (and witnessing) Notaries may encounter

Additional Resources:

NNA Hotline

How to fill out a Notary certificate

Mon, 27 Apr 2026 17:25:25 GMT

Completing Notary certificate wording correctly is an important part of the notarization process and critical in establishing the trustworthiness of the notarial act. This article and video will show you the information you need to write in each part of the Notary certificate wording, and common mistakes to avoid.

Filling out the venue

The venue shows where the notarization takes place. Typically, this is the county and state where the notarization is performed. However, some venue forms may ask you to write information such as the city rather than the county.

When completing the venue:

Always write the location where the notarization actually took place. For example, if the notarization took place in Los Angeles County, California, you would write "State of California" and "County of Los Angeles."
Do not write a different location other than where the notarization was performed! For example, Notaries sometimes mistakenly write the county where their Notary commission is filed instead of the location where the notarization took place.

Filling out the main body of the Notary certificate

The body of a certificate provides the details of the notarial act. While the language varies depending on the type of notarization and the law of the state in which you are commissioned, the main body of a certificate will require you to note the date of the notarization, the name of the signer appearing before you, and your official name as the Notary.

When completing the main body of a certificate:

Enter the correct date. This must be the actual date the notarization takes place. Never pre- or backdate the certificate or falsify a date on a certificate, even if you are asked to do so. Falsifying a certificate is illegal and could result in you losing your commission and facing civil or criminal penalties.
Write the signer's and your name in the correct locations on the certificate! Sometimes, careless Notaries will write their own names in a space intended for the signer's name. This can lead to the document being rejected by a receiving agency.

Signing the certificate

You must sign each Notary certificate. When signing the certificate:

How you sign your name matters. Your signature should match the name that is on file with your commissioning official. In some states, this is the signature that you signed on your Notary application or oath of office form.
Depending on your state's rules, you may also be asked to print your name, your title "Notary Public," or your commission expiration date.
Make sure all signers are present if only one acknowledgment certificate appears at the very end. If the certificate is not present, the decision to use one or more certificates should be made by the party issuing the document. If not all signers are present, you'll need to use additional certificates if you notarize the signatures of these individuals later.

Affixing your Notary seal to the certificate

Most states require you to affix your Notary seal to the certificate to authenticate the notarial act. Typically, the seal will be affixed next to your signature.

When affixing your seal on the certificate:

Be sure the seal impression is clear and legible. If the seal is smudged or blurry, affix a second seal impression near the first.
Do not place the seal where it would cover any text or signatures on the document.

The NNA can help you with certificate questions

If you're an NNA member and you have questions about filling out a notarial certificate, the NNA's Notary Hotline is available to answer your questions by phone or email. Non-members will be provided with a one-time courtesy call.

David Thun is the Editorial Manager at the National Notary Association.

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Additional Resources:

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Mistake 4: Incorrect Notary acknowledgments

Mistake 5: Not following directions

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Quiz: Notary Certificate Do's and Don'ts

Answers

1. What information goes in the venue section of a Notary certificate?

2. Is it acceptable to affix your Notary seal so that it covers text on the document or Notary certificate wording?

3. What date should the Notary enter on the notarial certificate wording?

4. When the Notary signs the certificate wording, how should the name be signed?

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Related Articles:

Notary tip: Requests to serve as a document witness

What is a document witness?

Can a Notary be a document witness?

"Witnessing a signature" vs. being a document witness: What's the difference?

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Additional Resources:

How to fill out a Notary certificate

Filling out the venue

Filling out the main body of the Notary certificate

Signing the certificate

Affixing your Notary seal to the certificate

The NNA can help you with certificate questions

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