Clear communication is essential during any notarization. Every signer must fully understand the document they’re signing and the oath or acknowledgment being administered. But what happens when the signer and the notary don’t share a common language?
In this situation, language barriers can complicate the notarization process—and if not handled correctly, the notarization could be invalid. Here’s how professional notaries manage language differences while staying compliant with U.S. law.
Why Language Understanding Matters
Notaries are responsible for ensuring that:
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The signer understands what they are signing, and
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The signer is signing willingly and not under duress.
If a notary cannot communicate directly with the signer, they cannot confirm understanding or willingness, which makes it improper—and often illegal—to proceed.
What the Law Says
Under U.S. notarial laws, a notary must:
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Be able to communicate directly with the signer; interpreters are generally not allowed.
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Be certain that the signer understands the purpose of the document.
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Refuse the notarization if communication is unclear or uncertain.
Different states may have specific rules, but the general standard is consistent nationwide: the notary and signer must share a common language.
How Notaries Handle Language Barriers
1. Finding a Bilingual Notary
The easiest solution is to locate a notary who speaks the signer’s language.
Many notaries are bilingual or multilingual and can conduct the notarization directly in the signer’s preferred language.
Tip: When scheduling your appointment, always mention your preferred language so the notary can confirm availability.
2. Referring to Another Notary
If the notary cannot communicate with the signer, they are ethically required to refer the signer to a qualified bilingual notary rather than proceeding. This protects both the signer and the notary from legal issues.
3. Translated Documents
Documents may be written in another language as long as the notarial certificate (the part completed by the notary) is in English and the notary can identify the section they are completing.
However, the notary still must be able to communicate directly with the signer to confirm understanding.
4. Remote Online Notarization (RON) Options
Some remote platforms allow pairing clients with bilingual or multilingual notaries in approved states. This can make notarization faster and more accessible for non-English speakers, as long as both parties comply with state law.
When a Notary Must Refuse Service
A professional notary should decline to proceed if:
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They cannot communicate effectively with the signer.
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The signer doesn’t appear to understand the document or the purpose of notarization.
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An interpreter is required to translate the notarial oath or acknowledgment.
In these cases, refusal isn’t discrimination it’s a legal safeguard that protects everyone involved.
Final Thoughts
Language barriers don’t have to stop important legal or financial transactions. With the help of bilingual notaries and secure remote notarization options, you can complete your paperwork confidently and correctly.
At Looking Glass Notary, we value clarity and professionalism. We connect clients with notaries who ensure every signer fully understands their documents—no confusion, no shortcuts.
