Notary Red Flags: When I Won’t (And Can’t) Notarize That Document

Let me be blunt: Not everything can be notarized. And no, your cousin’s expired Costco card doesn’t count as valid ID.

As a California notary, I’m bound by law to follow very specific rules—and if I don’t, I risk losing my commission, facing fines, or worse… being featured in a training video called “How Not to Notarize.”

So if you’ve ever wondered why your notary says, “I can’t notarize this”, here are some of the biggest red flags that’ll make us pause, ask questions, or shut it down entirely.

1. The Signer Doesn’t Have a Valid ID

No ID? No notarization.

California notaries require a current or an expired but issued within 5 years, government-issued photo ID—like a driver’s license, passport, or state ID.

What doesn’t count:

• School IDs

• Costco cards

• “They know me, just trust me.”

Nope. Not happening. This isn’t Vegas. I need proof.

2. The Signer Isn’t Present

Remote signing? Sending your friend to “just drop it off and get it stamped”? Yeah, no. That’s not how this works.

The person signing the document must be in front of me, in real life, so I can witness the act, verify identity, and confirm they’re willing and aware. Plus, the person has to sign my journal and probably give me a thumbprint.

3. The Signer Seems Confused, Coerced, or Unwilling

If someone looks like they don’t know what’s happening, says “my son told me to sign this” with a shaky voice, or straight up says, “I don’t want to sign this,” I will stop the notarization immediately.

A notary is there to protect the integrity of the signing—not push paper for someone else’s agenda.

4. The Document Is Incomplete

Blank spaces? Missing names or dates? Pages with “TBD” still scribbled in?

I won’t notarize incomplete documents. Everything must be filled out before I put my seal on it—because once I do, that document is considered official and legally binding.

5. You Want Me to Backdate or Break the Law “Just This Once”

No. Don’t ask me to backdate, postdate, notarize a copy of a birth certificate, or “just notarize this signature page even though I don’t have the rest of the document.”

It’s not that I don’t want to help. It’s that I legally can’t—and if I do, both of us could end up in trouble.

6. The Document Is in a Foreign Language (Sometimes)

I don’t have to read the document, but if I can’t understand what type of document it is, or if the notarial certificate is also in a foreign language, I don’t understand. That’s a problem.

I need to know what I’m notarizing and ensure the signer understands it too. And if I can't, I’ll politely decline—or refer you to someone who can.

7. You Want a Certified Copy of a Vital Record

Nope. Notaries in California cannot certify copies of:

• Birth certificates

• Death certificates

• Marriage certificates

Only the issuing agency can do that. I can only do certified copies of powers of attorney.

If It Feels Sketchy, It Probably Is

Being a notary means standing guard over the trustworthiness of a document. And sometimes, that means saying no—even when it’s awkward, inconvenient, or disappointing to the client. But you know what’s worse? Getting sued because you cut corners for someone who “just needed it done real quick.” So when I pause or refuse a notarization, it’s not personal—it’s professional. I’m here to protect you, the document, and the law.