Online notarization has revolutionized how we get documents signed and sealed—making the process faster, more flexible, and accessible from anywhere in the world. But with convenience comes new pitfalls. At Atlas Notary, we’ve helped clients across the globe navigate online notarizations smoothly and securely. We’ve also seen the most common missteps that can delay or invalidate a signing.
Here are the top five mistakes people make when notarizing documents online, and how you can avoid them.
1. Uploading the Wrong Document or an Incomplete File
One of the most common—and easily preventable—mistakes is uploading the wrong document or a version that’s missing pages, signatures, or attachments. Online notaries must see the full document in its entirety to legally notarize it.
How to avoid it:
- Double-check the file before uploading.
- Make sure the document is complete and in its final form.
- If you have multiple pages, combine them into a single PDF whenever possible.
2. Not Having Valid ID Ready
Identity verification is at the heart of every notarization. Without valid identification, your session can’t proceed. Many clients assume expired passports or ID cards will suffice—but they won’t.
How to avoid it:
- Prepare a government-issued photo ID (such as a passport or driver’s license) that is current and not expired.
- Make sure your name on the ID matches the name on the document.
- Have the ID physically on hand—you’ll need to show it on camera.
3. Booking Without Confirming Time Zone Differences
When you’re booking from abroad or coordinating with signers in different locations, time zone confusion can lead to missed appointments.
How to avoid it:
- Confirm your local time compared to the notary’s time zone.
- Use scheduling tools or calendar apps to prevent mix-ups.
- At Atlas Notary, we work with clients worldwide—if in doubt, just ask! We’ll clarify the timing for you.
4. Forgetting That Some Documents Require Witnesses
Certain documents—like wills or real estate forms—may require one or more witnesses in addition to a notary. Some clients are caught off guard by this during the session.
How to avoid it:
- Research your document requirements beforehand.
- If witnesses are needed, you must provide them yourself, and they must be present at the time of notarization.
- Atlas Notary can guide you, but we cannot provide witnesses unless previously arranged.
5. Trying to Notarize a Document That’s Not Eligible for Online Notarization
Not all documents are eligible for online notarization in every jurisdiction. For example, certain court documents, birth certificates, or documents for foreign governments may need in-person notarization.
How to avoid it:
- Check local and destination-country laws regarding online notarization.
- If unsure, reach out to our team. Atlas Notary can assess your document type and let you know if online notarization is allowed.
- When in doubt, ask before booking—it could save you time and money.
Final Thoughts
Online notarization is a powerful tool—but only when done correctly. By avoiding these five common mistakes, you can ensure your session is fast, compliant, and stress-free.
Need a reliable, licensed notary fast?
At Atlas Notary Online, we serve both U.S. and non-U.S. citizens with quick, secure, and professional online notarizations—only charging after a successful signing. Whether you need a last-minute session or have complex questions, our team is here to help.
Book your session today or reach out with any questions—we’re happy to guide you every step of the way.