Florida Notary Public Updates

Mistakes happen, even to the most experienced notaries. When you’re new to being a notary, each step of the notarial process requires close attention. But over time, these steps become routine, which can sometimes lead to accidental oversights. Knowing about common mistakes will help you stay alert and give you a checklist to ensure every detail is correct. Here are some of the most frequent errors notaries make—and how to avoid them.

Common Mistakes:

Incorrect or Missing Venue Information 

The venue section on a notarial certificate tells where the notarial act took place. It’s usually at the top of the certificate and includes spaces to fill in “State of ___” and “County of ___.” This information needs to reflect the actual location where the notarial act happened, not necessarily where the document was created or will be filed. For example, if you’re in Hillsborough County, Florida, when you notarize a document, “State of Florida” and “County of Hillsborough” should be in the venue section, even if the document is meant for a different location.

Notary Seal is Not Photographically Reproducible

Florida law requires that notary seals be photographically reproducible, meaning that copies or scanned images of the seal should be clear and readable. When buying your supplies, make sure your notary stamp is suitable for making photocopies. If it isn’t, the document might be rejected. All of Troy Fain’s notary stamps meet this requirement.  

Using Correction Fluid

Florida prohibits the use of correction fluid, like White-Out, on the notarial certificate. If you make an error, don’t try to cover it up. Instead, make a single strikethrough over the error and write the correct information next to it. Avoid using multiple lines to cross it out, as this may look like tampering.

Incorrect Date on the Notarial Certificate

The date on the notarial certificate should match the date the notarization was performed. Although the document itself may have a prior date, the notarial certificate must always reflect the actual date of the notarization. Some people might ask you to “backdate” or set the notarial date to match the document’s date, but this is against notary regulations. Always ensure the date on your notarial certificate is accurate.

Not Printing or Signing Your Name as It Appears on Your Notary Commission

One of the most common mistakes that notaries make is not printing or signing their name exactly as it appears on their notary commission. Your name on a notary certificate must match precisely with the name listed on your notary certificate and stamp. For example, if you’re commissioned as “Jane M. Doe,” you can’t simply sign as “Jane Doe” on official documents. Make sure your name and signature match the name listed on your notary commission to avoid potential issues.

Being aware of these common mistakes helps you avoid them. With a little extra care and attention, you can avoid unnecessary complications for both you and your client.