7 Common Notary Mistakes That Can Delay Your Documents
Notarizing a document looks simple – sign, stamp, done. But even one small oversight can turn a quick appointment into a second trip or a missed deadline. At Aanchal Ghai Notary in Surrey, we see the same mistakes repeatedly: forgotten ID, documents signed too early, missing signers, incomplete paperwork, name mismatches, the wrong type of notarization, and last-minute booking. Here’s what each one looks like, and how to avoid it before your appointment begins.
Read More – 7 Documents You Can Get Notarized in Surrey, BC
Common Notarization Mistakes (and How to Avoid Them): For Home Buyers, Families & Business Owners
1. Signing the Document Before Your Appointment
A notary must personally witness your sign. If you’ve already signed at home to “save time,” that signature can’t be notarized – you’ll need to sign again in front of us, often on a fresh copy.
How to avoid it: Bring your documents unsigned. If you’re unsure what to leave blank, ask us when you book.
2. Forgetting a Valid, Unexpired Photo ID
We’re legally required to verify your identity with a current, government-issued photo ID – a driver’s licence, BC Services Card, passport, or PR card. An expired ID, a photocopy, or a name that doesn’t match your document will stop the appointment.
How to avoid it: Check the expiry date before you leave home, and confirm your ID name matches your document exactly.
3. Not Bringing All Required Signers to the Appointment
Real estate transfers, joint Wills, and Power of Attorney often need more than one person present – both spouses on a title, all directors on a business document, or a witness for a Will. If even one signer is missing, we often can’t complete the file that day.
How to avoid it: Ask us exactly who needs to attend, in person, with ID, before your appointment date.
4. Incomplete or Missing Pages in Your Document
Blank fields, missing initials, or a document that’s simply missing a page are common reasons a notarization gets paused. We can’t fill in blanks on your behalf, and an incomplete page can make the whole document invalid later.
How to avoid it: Read through your entire document beforehand and confirm every page is present and filled in – except your signature and date.
5. Using an Incorrect or Non-Legal Name on the Document
If your document says “Jas Singh” but your ID says “Jasbir Singh,” that mismatch has to be flagged. This comes up often with names that have shortened or casual versions that don’t match legal ID.
How to avoid it: Always use your full legal name, exactly as it appears on your government ID.
6. Not Understanding Which Type of Notarization You Need
A certified true copy, a sworn affidavit, a statutory declaration, and a witnessed signature are all different services with different requirements. Using the wrong one can mean the receiving institution rejects your document entirely.
How to avoid it: Check whether your bank, employer, or government office specified an exact type of notarization. If unsure, call us before your appointment – we’ll confirm it in minutes.
7. Waiting Until the Last Minute to Book
Rushing a notary appointment is exactly how the mistakes above happen. Same-day appointments are also harder to secure during busy periods, particularly around month-end real estate completions.
How to avoid it: Book as soon as you know you’ll need a document notarized, even if the paperwork isn’t fully ready yet.
A Smooth Notarization Starts with Good Preparation
Most notary delays are small, preventable mix-ups. Bring valid ID, unsigned documents, every required signer, and know the exact type of notarization you need.
Contact Aanchal Ghai Notary, we walk every client through what to bring when they book appointments and stay quick and stress-free – whether you’re closing on a home, setting up a Power of Attorney, or getting a document certified for business or immigration purposes.