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When faced with a request for an improper notarization, a notary should firmly and politely refuse, explaining that they cannot perform the act due to legal requirements such as the signer not being physically present, inability to verify their identity with acceptable documentation, missing information on the document, or if the request appears fraudulent or illegal, stating that they must uphold the integrity of the notarization process



Common scenarios where a notary should refuse a request and appropriate responses:

  • "Can you notarize this document even though I'm not here in person?"
    "Can you just sign for my friend who couldn't make it today?"
    "Can you notarize this without seeing my ID?"
    "Can you just initial these blank spaces on the document?"
    "Can you notarize this document even though it looks a bit suspicious?
    "Can you notarize this document for me even though I don't understand what it says?
    "Can you notarize this document without the required notarial certificate?"
  • Key points to remember when refusing an improper request:
  • Be professional and polite:
    Explain the legal reasons why you cannot perform the requested act, avoiding personal opinions or accusations.
Refer to state regulations:
  • If questioned, cite the relevant state notary laws regarding identification requirements and proper notarization procedures.
Document refusal:
  • If you choose to refuse a notarization, consider keeping a record of the request and the reason for denial.
Suggest alternatives:
  • If possible, guide the signer on how to correct the issue or where to seek assistance to properly complete the document

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