Key Takeaways
- Review every page of the document before notarizing
- Look for blank signature lines, empty fields, and missing information
- Check for placeholder text like "[insert name]" or "TBD"
- Verify that all parties who should have signed have done so
- Be alert for pages that appear to have been removed or added
Identifying Incomplete Documents
Being able to spot an incomplete document is a critical skill for every notary. While some blank spaces are obvious, others require careful review. Developing a systematic approach to document review helps you catch problems before they become your liability.
Systematic Document Review
Before notarizing any document, follow this checklist:
Step 1: Page-by-Page Review
| What to Check | What to Look For |
|---|---|
| All pages present | Sequential page numbers, no gaps |
| Each page has content | No entirely blank pages in the middle |
| Pages match | Same font, formatting, paper quality throughout |
| Attachments referenced | If the document mentions exhibits, they should be attached |
Step 2: Field-by-Field Review
| Field Type | Red Flags |
|---|---|
| Names | Blank lines where names should appear |
| Dates | Empty date fields (except notary certificate) |
| Dollar amounts | Blank spaces for financial figures |
| Property descriptions | Missing legal descriptions or addresses |
| Terms and conditions | Blank paragraphs or missing sections |
Step 3: Signature Review
| Check | Details |
|---|---|
| All required signatures | Every party who should sign has signed |
| Signature placement | Signatures are on the correct lines |
| Witness signatures | If witnesses are required, they have signed |
| Initials | If initials are required on each page, they are present |
Common Red Flags
Watch for these warning signs that a document may be incomplete:
Obvious Red Flags
- Large blank spaces in the body of the document
- "TBD" or "To Be Determined" written anywhere
- "[Insert name/date/amount here]" placeholder text
- Signature lines without signatures (for parties other than the signer before you)
- Sticky notes or pencil marks saying "fill in later"
Subtle Red Flags
- Mismatched page numbers — pages may have been removed
- Different paper stock or fonts — pages may have been substituted
- Inconsistent margins — sections may have been added or removed
- White-out or correction fluid — information may have been concealed
- Staple holes without staples — pages may have been removed and reattached
What to Do When You Find Blank Spaces
| Situation | Action |
|---|---|
| Blank space is part of the document's terms | Refuse until completed |
| Unused space at the end of a paragraph | Ask signer to draw a line through it |
| Optional field that does not apply | Ask signer to write "N/A" |
| Signature lines for parties not present | Determine if their signature is required |
Drawing Lines Through Unused Spaces
When a document has intentionally unused space, the proper procedure is:
- The signer (not the notary) should draw a line through unused spaces
- This indicates the space was intentionally left blank
- It prevents anyone from adding text after notarization
- The signer should initial next to the line
Exam Tip: It is the signer's responsibility to draw lines through unused spaces, not the notary's. The notary can suggest it but should not alter the document.
On the Exam
Key points tested about identifying incomplete documents:
- Review entire document: The notary must check every page
- Red flags: Blank fields, missing signatures, placeholder text
- Lines through spaces: Signer draws them, not the notary
- When in doubt, refuse: Better to refuse than notarize an incomplete document
Who should draw lines through unused blank spaces on a document?
Which of the following is a red flag that a document may be incomplete?
During a document review, you notice the page numbers skip from page 3 to page 5. What should you do?