Top 5 Common Mistakes to Avoid When Using Remote Notarization

Remote notarization has become a convenient way to get documents notarized without visiting a notary in person. It saves time, reduces travel, and allows people to complete important paperwork from anywhere. However, this process comes with its own challenges. Many users make avoidable mistakes that can delay or invalidate their notarizations. Understanding these pitfalls helps ensure a smooth and successful remote notarization experience.

Remote notarization session on laptop screen

Not Preparing Documents Properly Before the Session

One of the most common mistakes is not having documents ready or properly organized before starting the remote notarization. Unlike in-person notarizations, you cannot simply hand over missing pages or correct errors on the spot.

• Make sure all pages are complete and in the correct order.

• Remove any blank pages or unrelated documents.

• Check that signatures and dates are left blank if they need to be signed during the session.

• Have a clear copy of your ID ready for verification.

  
  

Failing to prepare documents can cause delays or require rescheduling, which defeats the purpose of using remote notarization for convenience.

Using Unsupported Devices or Poor Internet Connections

Remote notarization relies heavily on technology. Using an unsupported device or having a weak internet connection can interrupt the session or reduce video quality, making it difficult for the notary to verify your identity and witness signatures.

• Use a laptop, desktop, or tablet with a reliable webcam and microphone.

• Avoid smartphones unless the platform explicitly supports them.

• Test your internet speed beforehand; aim for a stable connection of at least 5 Mbps.

• Choose a quiet, well-lit space to avoid distractions and ensure clear video.

  
  

Technical issues can cause frustration and may lead to incomplete notarizations or the need to repeat the process.

Ignoring State-Specific Remote Notarization Laws

Remote notarization laws vary by state, and not all states allow it or have the same requirements. Users often assume the process is the same everywhere, which can lead to invalid notarizations.

• Verify that your state permits remote notarization.

• Check if the notary is authorized to perform remote notarizations in your state.

• Understand any specific rules, such as required technology platforms or identity verification methods.

• Some states require witnesses in addition to the notary, so confirm if this applies.

  
  

Ignoring these legal details risks having your documents rejected by courts, banks, or other institutions.

Failing to Properly Verify Identity

Identity verification is a critical step in remote notarization. Notaries must confirm the signer’s identity to prevent fraud. Many users underestimate the importance of this step or do not follow instructions carefully.

• Use a government-issued ID that is current and clearly visible.

• Follow the notary’s instructions for showing your ID on camera.

• Some platforms require additional identity proof, such as knowledge-based authentication questions or credential analysis.

• Avoid using expired or damaged IDs.

  
  

If identity verification fails, the notarization cannot proceed, wasting time and effort.

Not Understanding the Signing Process and Notary’s Role

Remote notarization involves more than just signing documents in front of a camera. Some users do not fully understand the process or the notary’s responsibilities, leading to mistakes.

• Know when and where to sign during the session; do not sign documents beforehand unless instructed.

• Listen carefully to the notary’s instructions and ask questions if unclear.

• The notary will confirm your willingness and awareness before notarizing.

• Understand that the notary’s role is to verify identity, witness signatures, and apply the official seal electronically.

  
  

Misunderstanding these steps can cause invalid notarizations or require repeating the process.

Remote notarization offers great convenience but requires careful attention to detail. Avoiding these common mistakes ensures your documents are notarized correctly the first time. Prepare your documents, use the right technology, follow your state’s rules, verify your identity properly, and understand the signing process. Taking these steps will save time and prevent frustration.