Florida Notary Public Updates

We all make mistakes—it's part of being human. However, as a notary public, it's important to take precautions to minimize errors. By establishing clear procedures, you can ensure you cover every step of the notarization process and reduce the risk of mistakes. The next key is knowing what to do when a mistake happens.

Here are common notary mistakes and what to do when they occur.

Choosing the Notarial Certificate Without Input 

Sometimes, a document presented for notarization doesn't include the required notarial wording, also known as the notarial certificate, that tells the notary which notarial act needs to be performed. Loose notarial certificates are needed when there is no notarial wording on the document, and there’s no space to add it to the appropriate area of the document.

Some notaries immediately choose the notarial certificate that makes sense to them, and that’s a mistake. Remember, it's the responsibility of the document signer or a party involved in the transaction to decide the type of notarization and the associated certificate. As a notary, you should never make this decision on your own.

When using a loose certificate, take extra steps to ensure it can’t be misused. For example, write on the certificate: "This certificate is attached to a (number of pages) page document titled ________________, dated _______________."  

Changing Anything in a Document That’s Signed by Anyone

Florida’s notary law prohibits a notary from changing anything to a document that has already been signed by anyone, including anything in a notarial certificate. For example, you noticed that the document's notarial certificate wording for an acknowledgment does not comply with Florida's statutory format and has already been signed, you must decline to notarize the document.

Be Thorough and Don't Rush

Errors often happen when you're rushing or when the signer is in a hurry. Even if a notarization seems routine, treat it with care. Every notarization should be handled as if it's your first. Being detailed and thorough can prevent costly mistakes.

Mistakes can be avoided by having a mental or physical checklist, such as this one. If you ever find yourself in a situation where you are confused as to how to proceed, call our Customer Care Team at 800.385.7015 or 850.224.3156.