Common Mistakes New North Carolina Notaries Make (And How to Avoid Them)

Published March 17, 2026

New North Carolina notaries often make avoidable mistakes that can invalidate a notarization, understanding these errors early can help you perform your duties correctly from the start.

Becoming a notary public is an important responsibility. Notaries help protect the integrity of legal and financial documents by verifying identities, witnessing signatures, and ensuring documents are executed properly.

However, new notaries sometimes make mistakes that can invalidate a notarization or create legal issues for the signer or the notary.

Understanding these common mistakes can help you perform notarizations correctly and confidently.

If you are new to the profession, you may also want to read our Complete Guide to Becoming a Notary in North Carolina, which explains the full commissioning process.

Failing to Properly Identify the Signer

One of the most important duties of a notary is verifying the identity of the person signing the document.

Notaries must confirm that the signer is who they claim to be using acceptable identification.

Common mistakes include:

• accepting expired identification

• failing to examine identification carefully

• notarizing documents for someone they cannot properly identify

Proper identification helps prevent fraud and ensures the notarization is legally valid.

Not Completing the Notarial Certificate Correctly

The notarial certificate is the official section of the document where the notary records the details of the notarization.

Errors in the certificate can invalidate the notarization.

Common mistakes include:

• leaving blank fields in the certificate

• forgetting to sign the certificate

• failing to apply the notary seal

• using incorrect or incomplete certificate wording

Always review the certificate carefully before completing the notarization.

Misunderstanding Personal Appearance Requirements

In most notarizations, the person whose signature is being notarized (the principal) must personally appear before the notary.

Personal appearance allows the notary to verify the identity of the signer and ensure the signer understands the document they are signing.

However, North Carolina law also allows a specific type of notarial act known as a verification or proof.

During a verification or proof, a subscribing witness or non-subscribing witness may appear before the notary instead of the principal.

In these situations, the witness may:

• attest that they witnessed the principal sign the document, or

• attest to the genuineness of the principal’s signature on the document

The witness must appear before the notary and take an oath or affirmation confirming the facts related to the document.

Because verifications and proofs are less common than acknowledgments or jurats, notaries should ensure they fully understand the procedures before performing this type of notarial act.

Not Understanding the Type of Notarial Act Required

Different documents require different types of notarizations.

Examples of notarial acts in North Carolina include:

• acknowledgments

• jurats

• oaths or affirmations

• verifications or proofs

Notaries cannot choose the notarial act for the signer, but they must understand how to properly perform the act indicated on the document.

Proper training helps ensure the correct procedure is followed.

Notaries who are unsure of the differences between notarial acts should review proper procedures before performing a notarization. You can also learn more in our guide on How to Become a Notary in North Carolina.

Failing to Maintain a Notary Journal

While maintaining a notary journal is not required for every notarization in North Carolina, it is widely considered a best practice.

A notary journal records important details about each notarization, including:

• date and time

• name of the signer

• type of notarization performed

• identification used

Maintaining accurate records can help protect the notary if questions arise later about a notarization.

Performing Notarizations Outside Your Authority

Notaries must follow the laws and limitations established by the state.

Examples of actions notaries should avoid include:

• providing legal advice

• selecting the notarial act for a signer

• notarizing incomplete documents

• notarizing their own signature

Understanding the limits of a notary’s authority is essential to performing notarizations correctly.

Why Education and Training Matter

Many notary mistakes occur simply because new notaries are unfamiliar with the rules governing notarizations.

Continuing education can help notaries stay informed about:

• notary law updates

• proper procedures

• fraud prevention techniques

Organizations such as the North Carolina Notary Association (NCNA) provide education, professional development, and networking opportunities for notaries across the state.

Building Confidence as a Notary

Most notary mistakes can be avoided through education, careful attention to detail, and following proper procedures.

By understanding the most common errors and how to avoid them, notaries can perform their duties confidently while helping protect the public from fraud.

Coming Up Next

Avoiding common mistakes is essential to performing notarizations correctly. The next step is understanding how to build a successful notary business.

Learn more about How to Start a Mobile Notary Business in North Carolina to begin offering professional notary services.