Notarization is an essential safeguard that adds trust and authenticity to important documents. But did you know that notaries can’t notarize every type of document?
There are strict laws and ethical rules that limit what a notary public can and cannot do. Understanding these restrictions helps prevent delays and ensures your paperwork is processed correctly.
Why Not All Documents Can Be Notarized
A notary’s job is to verify identity, witness signatures, and deter fraud not to give legal advice or make documents legally valid on their own. Because of this, some documents fall outside a notary’s authority.
Common Reasons a Document Cannot Be Notarized
1. Unsigned or Incomplete Documents
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Notaries cannot notarize blank forms.
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All information must be filled in before the signing takes place.
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This prevents fraud, such as someone adding unauthorized details later.
2. Copies of Vital Records
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Birth certificates, death certificates, and marriage certificates are official government records.
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A notary cannot make or notarize copies of these.
Instead, you must request certified copies directly from the issuing government office.
3. Documents Without Proper Signers
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If the person signing is absent, refuses to appear in person, or cannot provide valid ID, the notary cannot proceed.
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A credible witness may be allowed in some states, but rules are strict.
4. Documents Requiring Legal Advice
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Wills, trusts, and contracts may require attorney involvement.
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A notary cannot explain terms, advise on legality, or alter the content—they can only witness the signature.
5. Photographs or Non-Document Items
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A notary can only notarize written documents.
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They cannot notarize a photo, object, or anything that doesn’t require a signature.
Special Situations
Some states allow notaries to certify copies of certain documents (like diplomas or driver’s licenses), but others do not. Always check your state’s rules before scheduling an appointment.
Final Thoughts
While notarization adds an important layer of trust, notaries are bound by law and ethics. They cannot notarize incomplete, improper, or restricted documents.
If you’re ever unsure whether your document can be notarized, ask your notary in advance to save time and avoid frustration.
At Looking Glass Notary, we’ll guide you through the process and let you know exactly what’s possible under state law.
