How to Handle Notary Complaints

Even the most careful and professional notaries can face complaints. Whether it’s a misunderstanding, an accusation of misconduct, or a simple clerical error, knowing how to effectively handle notary complaints is crucial to protect your reputation and commission.

1. Stay Calm and Professional

• Don’t take complaints personally.

• Respond respectfully and with a willingness to understand the issue.

  
  

2. Review the Complaint Thoroughly

• Get all the facts from the complainant.

• Check your notary journal and records for the notarization in question.

• Confirm if any laws or rules may have been violated.

  
  

3. Communicate Clearly

• If appropriate, explain your notary actions based on law and procedure.

• Avoid arguing or making excuses—stick to facts.

  
  

4. Cooperate with Investigations

• If your state’s commissioning authority contacts you, respond promptly and honestly.

• Provide requested documents, journal entries, and explanations.

• Follow any corrective actions or retraining requirements.

  
  

5. Learn from the Experience

• Identify any gaps in your knowledge or procedures.

• Take refresher courses if necessary.

• Update your practices to prevent future issues.

  
  

6. Maintain Proper Records and Procedures

• Always keep detailed, accurate journal entries.

• Use proper ID verification and follow state rules meticulously.

• This documentation is your best defense if complaints arise.

  
  

Final Thoughts

Handling complaints professionally not only helps resolve the current issue but also builds trust and credibility for your future notary work. Stay informed, stay ethical, and treat complaints as opportunities to improve.