Top 8 Online Notary Appointment Mistakes

Key Takeaways

• Online notary appointments can be disrupted by simple but avoidable mistakes.

• Common errors include signing documents too early or forgetting valid ID.

• Mismatched names, signing for others without authority, or asking for legal advice also halt the online notary process.

• Uploading documents late or in poor quality reduces the online notary appointment’s efficiency and the document’s acceptance.

• Book your online notary appointment with us today and get it done in just 7 minutes.

Meeting with a notary online may seem straightforward, but small missteps can quickly lead to delays, additional costs, or document rejection.

Many clients run into the same preventable errors — from signing their documents too early to forgetting their ID. Each of these errors interrupts the notary services process and makes a simple appointment feel complicated.

With a little preparation, you can avoid common online notary service pitfalls entirely. Below, we’ll walk through the eight most common mistakes people make during online notary services appointments and how you can prevent them.

1. Signing Before Your Online Notary Appointment

One of the most common and costly mistakes people make is signing their document before meeting with their notary online.

During an online notary appointment, a notary’s primary responsibility is to verify your identity and witness you signing your document. If you sign your document before your appointment, the notary cannot witness your signature. 

This defeats the purpose of meeting with a notary and requires you to reupload a new, completed, but unsigned document. If you cannot do this in a timely manner, you may need to book a new online notary appointment. This is because a notary cannot add their seal and signature if they didn’t witness you signing your document.

The correct approach is simple. Have your document ready and filled out, but leave the signature line blank until you are in front of a notary. The notary will direct you to sign at the right time, ensuring everything is legally valid.

You may prepare your e-signature in advance, but only add it to your document once your notary gives you the green light. To learn more, check out our guide on preparing e-signatures for online notary appointments.

2. Forgetting Your ID for Your Online Notary Appointment

Notaries cannot proceed with your notary appointment without verifying your identity. Two pieces of valid, government-issued photo ID are required for them to confirm that you are who you say you are. This requirement is in place to prevent fraud and impersonation. It’s a safeguard enforced under the Law Society’s By-Law 7.1, which mandates client identification and verification.

Accepted ID includes a driver’s license, passport, provincial identification card, permanent resident Card, or citizenship card with your photo. Your ID must be valid, as temporary or expired IDs will not be accepted. If you do not have valid ID on hand, you will need to reschedule your appointment.

Always double-check that your identification is current, accurate, and ready before your appointment begins.

3. Not Preparing Your Document Before Your Appointment

Some people confuse “do not sign in advance” with leaving their document completely blank. This misunderstanding can cause delays during your notary appointment, and if completing the document takes a while, you may need to reschedule.

Your document should be completed, but unsigned, before your online notary appointment. The sections that should be left blank are the signature lines and jurat (the portion that the notary completes). Any sections that say “Sworn Before Me” or “Notary Signature” must remain blank before your appointment. The notary will complete these during your meeting.

4. Not Using Your Legal Name on Your Document

Your full name on your identification should match your name on your document exactly. Even small differences in spelling or missed initials can prevent your notary from moving forward.

For example, if your ID shows “Jonathan A. Smith” but your document says “Jon Smith,” the notary must stop the process. Therefore, always review your document carefully. Names, addresses, and other details should always mirror your ID precisely to avoid rejection or rescheduling.

5. Signing Documents on Behalf of Someone Else

You cannot sign for another person unless you hold a valid Power of Attorney (POA) authorizing you to to sign on their behalf. Without that legal authority, a notary cannot accept signatures from anyone other than the person meant to sign. Even if you are a spouse, parent, or relative, you cannot sign anyone’s document on their behalf. 

If you are authorized to sign for someone, always bring a valid Power of Attorney or other document to confirm this. To better understand when and how a POA is used, check out our guide about General Power of Attorney in Ontario, Canada.

6. Seeking Legal Advice at Your Online Notary Appointment

Clients sometimes ask notaries to explain legal terms or offer guidance, but the notarial act is a neutral witnessing process, not legal counsel.

Notaries confirm your identity, observe your signature, and affix a seal. They cannot interpret contracts or advise on your legal rights.

If you require legal guidance, it’s best to consult a legal professional. 

7. Uploading Unclear Documents for Your Online Appointment

For an online notary appointment, the document you upload is the same version you will be signing. A low-quality or unclear file reduces the chances of institutions accepting your document.

Blurry scans, cut-off text, or shadows across pages often make documents unusable. WHen a document is unclear, a notary cannot move forward with your notary appointment.

Always double-check that the digital file of your document is easy to read and clear before uploading it to our platform. Ensure every page is completed, legible, and displays all of the required text.

8. Not Uploading Documents in Advance of Your Appointment

A notary needs time to review your document ahead of your online notary appointment. If you upload your document less than five minutes before your meeting, your appointment may be delayed.

Not uploading documents in advance can delay your notary service, as your notary will need to complete document review before seeing you.  To keep things on track, always upload your file as early as possible. This ensures the notary is ready at the time of your online notary appointment.

Book a Smooth Online Notary Appointment Today

From signing too early to uploading documents late, common online notary mistakes can interrupt the notary process and waste valuable time. By avoiding common mistakes, you can ensure that each step of your notary appointment is as easy as it should be.

Enjoy the simplicity of meeting a notary public from the comfort of your home, office, or anywhere with Wi-Fi. With 7 minute online notary appointments from anywhere, notary services no longer have to interrupt your day.

Book your online notary appointment with us today, and have your documents commissioned  effortlessly, the first time!