One Blank Line Cost an Apostille Client More Than a Week

"This story is based on a situation similar to issues that arise during the apostille process. Details have been changed for privacy, but the lesson is very real."

When people think about getting an apostille, they often assume the biggest hurdle is dealing with government paperwork. In reality, one of the biggest causes of delays happens long before the document ever reaches the Secretary of State.

A friend of mine recently shared a situation that perfectly illustrates why every detail matters.

A Small Oversight With Big Consequences

The client needed a Power of Attorney apostilled for use overseas. The document had already been notarized by another notary, so the client believed everything was ready to be submitted.

Unfortunately, there was one small problem. The notary had accidentally left the signer's name blank in the notarial certificate.

It was a simple oversight. No one noticed it before the document was submitted for an apostille. Because the notarization was incomplete, the document could not be apostilled in its current form.

Unfortunately, this wasn't the type of mistake that could simply be corrected by filling in the missing name. The signer had already signed the document and the notarization had been completed, so a new Power of Attorney had to be signed and notarized, correctly.

There was just one problem. By the time the error was discovered, the signer had already left the United States.

Fortunately, luckily the parties were able to get the document resigned through a remote online notary (RON), so the signer was able to resign while abroad. However, this issue still caused delays: The client had to coordinate with someone several time zones away in order to reschedule another notarization appointment, pay for this second notarization, actually meet with the notary online, and then begin the apostille process all over again.

What should have been a routine apostille request became an expensive, time-consuming do-over because one line in the original notarial certificate had been left blank.

The Delay Became Expensive

Ordinarily, correcting the notarization and resubmitting the request would have been frustrating enough. But the client had an international deadline.

By the time the error was discovered, more than a week had already been lost.

Instead of proceeding with the normal timeline, the client had little choice but to pay for another notary session, request expedited processing and pay additional shipping and rush fees in an effort to meet the deadline.

What began as one blank line on a notarial certificate ultimately cost the client additional time, stress, and money.

Why Experience Matters

Every notary is human and can make mistakes. The difference is that experienced notaries develop habits and quality-control procedures designed to catch those mistakes before the client leaves the appointment.

Likewise, an experienced apostille facilitator doesn't simply package documents and send them to the Secretary of State. They review the documents first, looking for issues that could delay the process.

• A missing signature.

• An incomplete notarial certificate.

• An incorrect or no acknowledgment (I've got a story for that one too).

Catching even one of these issues before submission can save days—or sometimes weeks—of unnecessary delay.

The Cost of Prevention Is Usually Less Than the Cost of Correction

Most people only need an apostille once or twice in their lifetime. Because of that, they often don't know what to look for or what could cause a delay.

Having an experienced notary prepare the document correctly from the beginning—and having someone familiar with the apostille process review it before submission—can help prevent avoidable problems that become far more expensive later.

Final Thoughts

Apostille requests often involve important life events: purchasing property abroad, getting married, accepting employment, studying overseas, or helping a family member.

When deadlines matter, even a seemingly minor notarization error can have significant consequences.

At Notary by Divine, we assist clients throughout the United States with apostille requests. Whether your document will ultimately be processed by a state Secretary of State or a federal agency, we help identify potential issues before submission and guide you through the process from start to finish.

If you're unsure whether your document is ready for an apostille—or simply want an experienced professional to help you avoid costly delays—request a quote today. We'd be happy to discuss your situation and determine the best path forward.