Let’s have a little heart-to-heart about something that’s holding our industry back. And yes, I’m talking about notarial errors, the number one reason apostilles get rejected.

Nope, it’s not a foreign country.

Nope, it’s not the courier.

Not the Secretary of State.

It’s us. Our own notary work.

Now, I don’t say this to shame. I say this because it matters deeply. It affects our clients, our commissions, our businesses, our income, our reputation as a profession. And that’s something I don’t take lightly, and I know you don’t either.

But here’s the thing, an apostille is only as strong as the notarization it’s built on. If there’s a notarial mistake, even a tiny one, it’s like building a house on a cracked foundation. You can’t fake this part. You can’t skip it. And you certainly can’t ignore it.

So let’s shine a light on a few common notarial missteps that are triggering apostille rejections and putting commissions at risk. These aren’t rare. They’re happening daily across the country, and we can do better. (Special thanks to the National Notary Association for their recent article about sanctions and integrity)

Entering False Information on a Notary Certificate

I know, you would never do this intentionally, but let’s talk about backdating or adjusting information “just to help someone out.”

In Georgia, knowingly executing a certificate with false info is a misdemeanor.

In California, falsifying a certificate can mean up to $10,000 in civil penalties. That’s not pocket change. Even a small shortcut can carry big consequences.

Failing to Require Personal Appearance

This one really gets under my skin because it’s so basic, so fundamental, and yet so often ignored.

In Florida, it’s a civil infraction with penalties up to $5,000.

In Hawaii and North Carolina, it’s an automatic revocation of your commission and a misdemeanor to boot.

Look, if you want to keep your commission (and your conscience), do the right thing. Don’t skip personal appearance… Ever! (And of course, RON has a modified definition of this that you must still adhere too)

Letting Someone Else Use Your Notary Seal

Your seal is yours, period. You don’t share it, you don’t lend it, and you don’t let it “accidentally” walk off your desk.

In California, a willful failure to secure your seal can lead to a $1,500 penalty, even more if it’s misused. In any state, it could expose you to civil liability if it’s used fraudulently.

Protect your seal like it’s your bank account, because it kind of is, especially for notary entrepreneurs like you and me.

This isn’t about fear. It’s about integrity.

And honestly, apostille agents are often the last line of defense in catching notarial errors before documents go out the door to another country. We see it all: the missed signatures, the expired stamps, the wrong verbiage.

Which means…

If you’re stepping into this world of international document facilitation, you have to bring your A-game as a notary first. Notarial excellence is apostille success. Period.

I’m not here to be the notary police (as fun as that badge might be). But I am here to remind you that we raise the bar by holding each other accountable, mentoring one another, and staying educated.

There’s no government agency swooping in to elevate our profession. That job is ours.

Know your state laws.

Get the training.

Ask the hard questions.

Trust your instincts.

I promise you, you’re not alone. This community is filled with sharp, ethical, and committed professionals who care. A rising tide lifts all boats and we’re building the fleet right here, together.

If you’re ready to learn more about building an apostille business (without losing your notary commission in the process), join me and Notary Coach, Bill Soroka in our free apostille training class. We offer these throughout the year. We’ll walk you through what it really takes to do this right, in all 50 states.

Register for the next session right here. I’d love to see you there. Let’s raise the bar, together.