If you’re a notary—or you supervise staff who handle notarized documents—you’ve probably seen this happen:

Someone has a question, they type it into Google (or ask an AI tool), get a clean, confident-sounding answer… and assume it’s correct.

The problem? Notary law is compliance work. It’s not “close enough” work.

And relying on Google or AI as your source of truth can put you in a position where you unintentionally give incorrect information, complete a certificate improperly, or follow rules that don’t even apply to your state.

This isn’t a “technology is bad” message. Technology can be incredibly helpful. But when it comes to notary law, how you use it matters.

The Risk: Notary Law Is State-Specific (and Details Matter)

Notary rules are not universal. Requirements vary across states in ways that aren’t always obvious—especially to someone who’s new, busy, or working quickly.

Things that may differ by state include:

• Which ID types are acceptable and how they must be recorded
• Whether credible witnesses are allowed, and under what conditions
• Journal requirements (mandatory vs optional, paper vs electronic, what must be logged)
• Remote Online Notarization (RON) rules and what technology is permitted
• Whether a notary may use a stamp vs an embosser, and what must appear on the seal
• What a notary may charge, when travel fees are allowed, and how fees must be disclosed
• What wording must appear in certificates and when loose certificates are permitted

A Google result or AI answer may give you a rule that is correct… for a different state. Or for an older version of the law. Or for a special situation that doesn’t apply to your signer.

Why “Google Said…” Isn’t a Reliable Standard

Search engines are good at finding information. They are not designed to certify accuracy.

Here’s why a top search result can still be a bad source:

1) High-ranking doesn’t mean correct

A blog post can rank well because it’s popular or well-optimized—not because it’s accurate.

2) Many pages are out of date

Notary law changes. Handbooks get updated. Rules around remote notarization have evolved quickly in recent years. A page from 2019 might still show up and look perfectly legitimate.

3) Search results often strip away context

You’ll see a quick snippet that sounds like a direct answer, but it may be missing exceptions, definitions, or conditions that change everything.

Why AI Answers Can Be Even Riskier

AI can be helpful—but it can also be confidently wrong.

1) It may mix states (without telling you)

If you ask a general question, an AI tool might pull in rules that apply in several places and blend them into one “answer.” You may not realize it’s combining different jurisdictions.

2) It can miss key exceptions

Notary law is full of “yes, but…” situations. AI summaries often leave out the “but,” especially when a question is asked in a simple way.

3) It can sound authoritative even when it isn’t

The tone is often polished and definitive, which makes it easy to trust—especially under pressure. But a confident answer isn’t the same as a correct one.

4) “Close enough” is not acceptable in compliance work

With notarizations, small mistakes create big headaches: rejected filings, delayed closings, returned documents, and complaints.

The Bigger Issue: Notaries Carry Public Trust

Being a notary isn’t just providing a service. It’s holding a public office (in most states) and performing duties that protect people from fraud.

That’s why the standard isn’t “I looked it up.”
The standard is “I followed the law and official guidance for my state.”

Your commission, your reputation, and the signer’s outcome are tied to your accuracy.

What You Should Use Instead (Reliable Sources)

If you want the safest path, build your habit around primary and official sources.

1) Your commissioning authority’s official website

In many states this is the Secretary of State, Department of State, Lieutenant Governor’s office, or another commissioning agency.

Look for:

• official FAQs
• administrative guidance
• commission rules
• updates and alerts
• approved vendor lists (for remote notarization, if applicable)

2) Your state’s official notary handbook or manual

Many states publish handbooks with plain-language explanations, examples, and common scenarios. These are often your best day-to-day reference.

3) State statutes and administrative rules (the actual law)

When something is unclear or high-stakes, go to the primary source:

• your state legislature’s official website
• the state’s official legal code database
• administrative codes or regulations

If it’s not in official guidance or the law, be careful about treating it as a “rule.”

4) Trusted education and official support channels

If your state offers a hotline or official help channel, use it. If not, seek reputable education providers who:

• clearly identify the state they’re teaching
• cite official sources
• update materials regularly

And when you’re facing a scenario that veers into legal advice territory, remember the boundary: notaries generally can explain notarial procedures, but cannot provide legal advice.

How to Use Google and AI the Right Way

You don’t have to throw technology away. Just put it in its proper place.

Use Google/AI to:

✅ generate a checklist for your process
✅ organize questions you need to verify
✅ find the official website, handbook, or statute
✅ summarize what you already confirmed from official sources
✅ draft client-facing explanations of your procedures (without legal advice)

Don’t use Google/AI to:

❌ decide what the law is in your state
❌ choose certificate wording without verifying official requirements
❌ confirm ID rules, journal rules, or RON procedures without official sources
❌ “double-check” your gut when you haven’t checked the law

Best practice: If it matters enough to affect a notarization, it matters enough to verify in official sources.

A Simple “Source Check” Rule to Follow

Before you rely on any notary-law answer, ask:

1. What state is this for?
2. What year/version is this based on?
3. Is this coming from an official source (or citing one clearly)?
4. Does this answer include exceptions or conditions I might be missing?

If you can’t answer those confidently, don’t treat it as a rule.

Bottom Line

The goal isn’t to be fast.
It’s to be correct.

Google and AI can help you work smarter, but notary law requires verified sources. Build your habit around official guidance and primary law, and you’ll protect your commission, your clients, and the public trust you’re appointed to uphold.