When real estate transactions are on the line, the stakes for accurate notarization are high. A missing signature, a mis-dated acknowledgment, or an improperly identified signer can result in delays, increased costs, or even legal exposure.
At Notary In Clayton, we’ve seen firsthand how simple oversights can derail a closing, increase risk, or delay the entire process. In this blog, we will walk you through the Top Mistakes to Avoid When Notarizing Real Estate Documents ; so you can proceed confidently, smoothly, and correctly.
1) Notarizing Real Estate Documents: The Risk of Bringing Expired or Improper ID
Wrong: Showing up with an expired licence, a photo on your phone, or only one ID.
Why it hurts you: Your notary must verify identity. In BC conveyances, you’re expected to present two valid government-issued IDs (at least one photo). If you don’t, the appointment can’t proceed and your completion could slip.
Do this instead: Bring two original, unexpired IDs (e.g., passport + driver’s licence). If you’re unsure, ask before you arrive.
Read Also: Which Real Estate Documents Need Notarization and Who Can Notarize Them?
2) Signing documents before your appointment
Wrong: Pre-signing transfer or mortgage documents at home “to save time.”
Why it hurts you: Many land-title forms and lender documents must be executed in front of a notary (or other authorized witness) following strict rules. Pre-signed papers may be rejected, forcing you to redo the package and risking funding delays. The notary is required to witness signatures in person to verify identities, prevent fraud, and ensure the legal validity of your documents.
Do this instead: Wait and sign with your notary. They’ll guide you line-by-line.
3) Leaving blanks or writing in missing info at the table
Wrong: Bringing forms with empty fields (“we’ll fill it later”) or adding terms during the appointment.
Why it hurts you: Blank spaces or handwritten last-minute changes can invalidate the document or conflict with lender/title instructions. Land title filings require precise, final information.
Do this instead: Review all paperwork for accuracy and completeness before your appointment. Ensure names, PID/legal description, dates, and amounts are correct before you arrive. If anything changes, tell your notary ahead of time.
4) Asking the notary to ‘backdate’ or ‘pre-date’
Wrong: Requesting a date that matches your contract but not the day you appear.
Why it hurts you: This is a misrepresentation. Your notary must date certificates accurately. Accurate dating is required by law and ensures the document's legal validity. Expect a firm “no” and pushing for it can derail the relationship and the file.
Do this instead: Coordinate with your realtor, lender, and notary on actual signing and completion dates early.
5) Using a name that doesn’t match your ID
Wrong: Signing as “Alex Smith” when all IDs show “Alexander J. Smith,” or using a maiden name that’s not on your ID.
Why it hurts you: Mismatched names trigger re-drafts, re-signs, or, worse, land-title rejections.
Do this instead: Make sure the contract, mortgage instructions, conveyance documents, and all other legal documents match your IDs exactly (order, spelling, middle names/initials) to avoid issues.
6) Bringing witnesses who don’t qualify (or none when required)
Wrong: Assuming any friend can witness, or assuming none is needed.
Why it hurts you: Specific real-estate forms may require presence of a notary/lawyer or a person authorized by statute. Showing up without prope arrangements means a wasted appointment.
Do this instead: Ask your notary what (if any) witness requirements apply to your documents.
7) Altering signed documents afterward
Wrong: Crossing out, initialing, or re-printing after you’ve signed with the notary.
Why it hurts you: Post-execution changes break the chain of trust and will usually void the notarization. Altering notarized documents after signing can void their legal credibility and acceptance. Expect to re-sign — which risks missing funding windows.
Do this instead: Raise corrections before signing. Your notary will fix and re-print clean pages.
8) Expecting remote/online notarization for land-title filings
Wrong: Assuming everything can be done on Zoom.
Why it hurts you: For BC land-title transfers and certain mortgage forms, execution/witnessing rules are strict; your notary must follow the Land Title Act framework and practice rules. Remote options are limited and document-specific.
While online notary and notary online options are available for some documents, not all are accepted by the Land Title & Survey Authority. Online notary services can be convenient, but you should confirm which documents are accepted for remote notarization.
Do this instead: Ask your notary what your lender and Land Title & Survey Authority (LTSA) allow for the specific forms you’re signing.
Read Also: 4 Reasons Why hiring aNotary is Crucial for Legal Documentations
9) Hiding key facts from your notary
Wrong: Not mentioning a name change, marital status, non-resident tax status, or that funds are from a gift.
Why it hurts you: Missing context can stall compliance checks, lender conditions, or tax forms — all time-sensitive near completion. (Example: source-of-funds verification on purchases and payout/discharge details on sales.)
Do this instead: Share details early so documents and reporting are accurate the first time. Open communication allows notaries to protect their clients' interests and ensure all client-specific requirements are met.
10) Showing up unprepared for money movement
Wrong: No void cheque for pre-authorized payments, no payout statements, or assuming cash is acceptable.
Why it hurts you: Lenders and conveyancers use specific, traceable methods. Missing banking details or statements can delay payouts and registration. Proper documentation is also essential for processing mortgages and ensuring timely payouts.
Do this instead: Bring requested banking info and any lender/title office statements your notary asks for.
11) Sellers: ignoring discharge steps
Wrong: Assuming your old mortgage “just disappears” on closing.
Why it hurts you: Your lender must authorize and register a discharge; timing matters for clear title. Proper discharge is a critical step in finalizing the sale and ensuring clear title transfer. Don’t leave it to chance.
Do this instead: Get discharge statements to your notary promptly and confirm any penalties/fees so net proceeds are correct.
12) Buyers: skipping insurance or strata confirmations
Wrong: Failing to bind home/strata insurance or provide strata documents when your lender requires them.
Why it hurts you: Lenders can refuse to release funds without proof of coverage/strata status which delays completion.
Do this instead: Follow your lender’s funding checklist and give confirmations to your notary ahead of signing. Insurance and strata confirmations are essential documents required for a successful closing.
13) Turning the appointment into legal advice
Wrong: Asking your notary to “rewrite” contract terms at the table. Why it hurts you: Notarization isn’t the moment to renegotiate the deal. Contract amendments must be done properly through your agent/lawyer; not inked into land-title forms.
Do this instead: Resolve contract issues before conveyance documents are drafted. It’s important to follow the correct process for contract changes and notarization, ensuring each step is completed properly for legal validity.
14) Not confirming property details (PID/legal description)
Wrong: “It’s the corner lot on 188 St; i.e not close enough.”
Why it hurts you: Land title filings use the PID/legal description, not a street nickname. Inaccuracies cause refusals and rush re-signs.
Do this instead: Verify the PID and legal description match your contract and the form package you’re signing. Ensure all real estate documents contain accurate property details to prevent issues during the transaction.
Read Also: What is Title Insurance and What does it Cover?
15) Arriving late or rushing
Wrong: Treating your signing like a two-minute errand.
Why it hurts you: Rushing leads to missed initials, wrong dates, or skipped exhibits — the most common reasons for re-signs.
Do this instead: Budget time. Arrive on time for your appointments to ensure a smooth process. Your notary will walk you through calmly so you leave thinking, “that was easy.”
Smooth Closings Start Here: What to Remember Right Now
- Bring two valid IDs
- Sign in front of the notary
- No blanks, no last-second edits
- Match names to ID
- Ask early, not at the table
- Notarize important documents properly
FAQs
Can I use a temporary paper licence as primary ID?
Usually no. Bring government-issued, unexpired, original ID. A notary appointment is required for all notarization services, and the process is secure and reliable. Ask us if you’re unsure.
Can my partner sign for me with our Power of Attorney?
Sometimes, but the form of POA and witnessing rules are strict. The notary service will ensure the document is legally valid and legally binding. Share the POA in advance so we can confirm it meets BC requirements.
Do land-title forms require a legal professional to witness?
Key transfer forms (e.g., Form A) require witnessing by a lawyer, notary public, or another authorized person. Notaries certify the legal validity of signatures and affix their official seal to documents. Don’t DIY this part.
We signed yesterday; Can we change the completion date on the document?
Not after execution. Alterations typically require a fresh document set and re-signing.
What exactly should I bring to my appointment?
Two valid IDs, your notary’s document package, any lender/strata/insurance confirmations, and payout details (for sellers). Prepare all estate documents, real estate closing documents, and closing documents, including deeds and wills if applicable. If in doubt, ask and we’ll send a short checklist.
What is the notarization process?
The notarization process involves scheduling a notary appointment, preparing your documents, and meeting with our experienced team. The notary will verify your identity, witness signatures, notarize documents, and certify their legal validity by affixing an official seal.
Ready to Close? Avoid Errors and Notarize with Confidence
At Notary In Clayton, our mission is to make notary services “quick. easy. simple.” Especially in complex real estate transactions. Notarizing your real estate documents is essential to ensure they are properly notarized, legally recognized, and compliant with all regulations. By avoiding the mistakes highlighted above, you’ll help ensure a smooth closing, minimize risk, and protect all parties involved.
Ready to proceed? Contact us today to schedule your real estate document notarization and experience the professional, detail-oriented service you deserve. Let’s make your next real estate deal seamless.