How To: Using a Notary to Avoid Potential Contract Disputes

I used to treat notarization like a box to check, some stamp at the end of a stack of papers. Then I watched a deal I cared about wobble because the other side hinted my signature “might not be mine” and that the version they had “looked different.” That sinking feeling, wondering if a simple formality could have prevented the drama, has stayed with me. If you’re where I was, here’s the truth: using a notary isn’t red tape; it’s smart risk control.

When a contract is notarized, a trained, neutral professional verifies identities, confirms that the people signing are who they say they are, and ensures they’re signing willingly and on the correct date. That single step undercuts common dispute tactics: “I never signed,” “I was pressured,” “That wasn’t the final version.” A notary’s journal entry and seal create a contemporaneous record that backs up the reality of the deal when memories blur and positions harden.

Here’s how I now build notarization into my process:

1. Decide what to notarize. Not every document needs it, but anything mission-critical gets notarized. Owner agreements, buyouts, key vendor and lease contracts, personal guarantees. If it would be devastating to argue about later, I want a notary involved.

2. Prep clean copies and IDs. I bring a final, paginated agreement (no loose edits), government-issued ID, and all signers. If we’re signing counterparts, each signer works from the same final version. Slowing down here prevents “version control” fights later.

3. Use a reputable notary (and consider remote options). Scheduling with a reliable notary, whether in person or, where available, through a secure remote session, means clear audio/video, proper credential checks, and a solid audit trail. Professionalism at the signing table pays dividends if questions pop up months later.

4. Pair notarization with best practices. We initial each page, attach exhibits, and note any blanks as “N/A.” We keep the notary certificate with the agreement, not tucked in a random folder, and store a scanned, locked PDF immediately after signing.

5. Document the context. Alongside the notarized contract, I save the email where we exchanged the final draft, the invoice or wire confirmation, and a short summary of the business terms. If I ever need to show a judge or opposing counsel what really happened, that packet speaks for me.

   
   

Can a notary fix a bad contract? No. You still need clear terms, defined duties, and remedies. But a good agreement plus notarization turns “he said, she said” into “here’s the record.” For me, that means fewer sleepless nights and more focus on running the business instead of defending it.

If you’re ready to build practical safeguards into your contracts or if a dispute is already brewing, let’s talk through a game plan tailored to your situation. Our consultations are for general information only, but you’ll leave with next steps and options to protect your interests. Book a consultation today!