A notarization is only useful if the office receiving it accepts it. Here are the five problems that send documents back most often, and what to do about each before your appointment.
1. The name on the ID does not match the document
The document says "Maria L. Santiago-Rivera." The license says "Maria Santiago." The notary has to be satisfied that the person in front of them is the person named in the document, and a mismatch puts that in doubt.
Fix it: have the document prepared in the name on your current ID, or tell the notary about the difference when you book so you can bring supporting ID.
2. The document was signed before the appointment
For a sworn statement, the signature has to happen in front of the notary. A document signed at home last night cannot be sworn to after the fact without signing again.
Fix it: fill in what you need to, and leave the signature and date blank until the notary tells you to sign.
3. Blank spaces in the document
Blanks invite someone to fill them in later. A notary should not notarize a document with empty fields that are supposed to be completed, and cannot tell you what belongs in them.
Fix it: complete every field, or write "N/A" where something does not apply. If you do not know what goes in a blank, ask whoever gave you the document.
4. No notary wording, or the wrong kind
A notary's stamp and signature alone are not a notarization. There has to be a notarial certificate stating what the notary did: took an acknowledgment or administered an oath. If the document has none, the notary cannot pick one for you.
Fix it: ask the receiving office which they need. The difference is explained in acknowledgment vs. jurat.
5. Missing witnesses
This one shows up at the worst time, usually in a hospital room. A New York power of attorney needs two disinterested witnesses. A health care proxy needs two. A will needs two. Family members who benefit from the document generally should not serve.
Fix it: ask what your document requires when you book, and line up the witnesses before the notary arrives. For a power of attorney, the notary can serve as one of the two.
One more: the destination has its own rules
Documents going overseas usually need an apostille on top of the notarization. Documents going to another state or to a specific lender may have format requirements. The receiving office decides what it will accept, so ask them first.
The full preparation list is in what to bring to a notary appointment.
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