How to Protect Your Commission and Reputation

As notaries, we take an oath to serve with honesty, impartiality, and integrity. Yet one of the most common — and most dangerous — mistakes that can cost a notary their commission, credibility, and career is failing to ensure the signer is physically or virtually present at the time of notarization.

This single error can lead to fines, revoked commissions, legal liability, and even criminal penalties. In today’s world of AI, digital fraud, and identity theft, verifying the signer’s presence and ID has never been more critical.

🔍 Why Signer Presence Is Non-Negotiable

Every notarization — whether in-person, mobile, or remote online — requires the signer to appear before the notary at the time of the act. This rule is not optional; it’s the foundation of notarial integrity.

When a signer is not present:

• You cannot confirm their identity.
• You cannot verify their willingness or understanding.
• You violate your state’s notarial law, and your notarization is void.

In the eyes of the law and your state commissioning office, notarizing a signature without the signer present is a serious offense. Even if you “know” the person, the act is considered fraudulent.

⚖️ The Ethical Weight Behind Every Notary Oath

When you were sworn in as a notary public, you promised to:

“Faithfully discharge the duties of my office according to law.”

This means:

• Upholding the authenticity of signatures.
• Protecting the public from fraud.
• Maintaining the highest level of trust as an impartial witness.

Neglecting these responsibilities — even once — can permanently damage your reputation and the credibility of all notaries in your state.

🤖 The AI & Digital Consequences of Neglect

With AI-generated documents, deepfakes, and identity cloning on the rise, failing to confirm a live, present signer opens the door to:

• AI-assisted fraud (fake IDs, altered faces, or manipulated voice confirmations).
• Unauthorized digital signings during remote online notarization (RON).
• Permanent digital records of your error if the signing is reviewed by state or federal investigators.

In an era where digital notarizations are recorded and timestamped, every mistake is traceable — and potentially public.

🧾 What’s Required in Every Notary Assignment

Whether you are an in-person, traveling, or remote online notary, every notarization requires the following checklist:

✅ Universal Notary Presence Checklist

1. Signer must appear before you (in-person or via an approved RON platform).
2. Signer must present valid, non-expired government-issued ID (driver’s license, passport, or other state-approved identification).
3. Review the ID carefully for expiration, tampering, and matching physical appearance.
4. Confirm willingness and awareness — ensure the signer is not coerced or impaired.
5. Complete the notarial certificate accurately — including venue, date, and type of act.
6. Record details in your notary journal (especially ID type, expiration, and signature).
7. Apply your seal only after all steps are confirmed.

Skipping any of these steps — especially presence — could lead to:

• $500–$5,000 in fines
• Loss of commission
• Civil or criminal liability
• Confiscation of your notary seal

💡 Teaching Moment: Integrity Is the Notary’s True Stamp

The integrity you uphold as a notary extends beyond your seal. It’s the unseen assurance you provide every client that their transaction is authentic and protected.

A notary who cuts corners not only risks their own livelihood but also weakens the public’s trust in the profession as a whole.

Remember — your signature is a symbol of trust, not just ink on paper.

🎓 Learn How to Conduct Flawless Loan Signings

If you want to strengthen your knowledge, protect your commission, and learn how to conduct compliant loan signings with confidence, I invite you to explore my step-by-step notary training resource:

👉 Learn More About Loan Signings Here: Notary Business In A Box 

This digital guide will help you understand:

• Proper borrower certification processes
• Amortization schedule review tips
• Loan cost and rate breakdowns
• Compliance strategies for in-person and remote notarizations