Common Reasons Documents Get Rejected by a Notary

Common Reasons Documents Get Rejected by a Notary

Having a document rejected by a notary can be frustrating — especially when you’re on a deadline. Many notarization issues are preventable, but small mistakes can cause delays, rescheduling, or even document invalidation.

Here are the most common reasons documents get rejected by a notary, and how to avoid them.

❌ 1. Missing or Invalid Identification

One of the most common reasons a document cannot be notarized is lack of proper identification.

Notaries are required by law to verify the identity of each signer. If you do not have an ID you may bring a credible witness: (Someone who you know personally, can attest to your identity, is an impartial party, and has an acceptable form of ID)

If a signer cannot present a valid, government-issued photo ID or a credible witness, the notarization cannot proceed.

Common ID issues include:

• Expired driver’s license or passport

• ID that does not match the name on the document

• Photocopies or digital images of ID

✅ How to avoid it:
Bring a current, government-issued photo ID with a name that matches the document exactly.

❌ 2. Document Is Already Signed

Documents must be signed in the presence of the notary. If a document is already signed when the notary arrives, it usually cannot be notarized.

Even if the signer insists they signed it themselves, the notary cannot certify that without witnessing the signature.

✅ How to avoid it:
Wait to sign until the notary instructs you to do so during the appointment.

❌ 3. Missing Required Signers

If a document requires multiple signers, all signers must be present with valid identification.

If one signer is missing, the notary may not be able to proceed — or may only notarize part of the document.

✅ How to avoid it:
Confirm in advance who needs to sign and make sure everyone is available at the scheduled time.

❌ 4. Incomplete or Blank Documents

Notaries generally cannot notarize documents that contain blank spaces, missing pages, or incomplete sections. This is to prevent fraud or later alterations.

✅ How to avoid it:
Review your document carefully before your appointment and complete all required sections except for the signature.

❌ 5. Missing Notarial Certificate Wording

Some documents do not include the required notarial certificate wording (such as acknowledgment or jurat language).

Without proper notarial wording, the notary cannot complete the notarization unless state-compliant wording is added.

✅ How to avoid it:
Check that your document includes notarial wording, or ask your notary if they can attach the appropriate certificate.

C & E Notaries carry blank notarial certificates, but we do not guarantee we will have the certificate needed

❌ 6. Document Requests an Illegal Notarial Act

Notaries are not allowed to notarize certain acts, including:

• Certifying copies of documents not permitted by state law

• Notarizing documents with false or misleading statements

• Providing legal advice

If a document asks the notary to do something outside their legal authority, it must be rejected.

Note: RULONA prohibits a notary from certifying a copy of a record that can be obtained from the following Colorado offices:

• A clerk and recorder of public documents;

• The secretary of state

• The state archives

• An office of vital records.

• Federal and/or other state documents can be copied as long as they do not state on their face that it is illegal to copy the record. Notaries may certify copies of vital records, including birth, death, marriage and divorce certificates, from other states.

• Please make sure the meeting location has a working copy machine for the notary to use

✅ How to avoid it:
If you’re unsure, ask your notary ahead of time whether your document can legally be notarized.

❌ 7. Signer Appears Unwilling or Unaware

Notaries must confirm that each signer:

• Understands what they are signing

• Is signing voluntarily

If a signer appears confused, pressured, or unwilling, the notary must refuse the notarization.

✅ How to avoid it:
Ensure all signers understand the document and are comfortable proceeding.

❌ 8. Witnesses Are Required but Not Present

Some documents require one or more witnesses in addition to the notary. If witnesses are not present, the notarization may not be completed.

✅ How to avoid it:
Ask in advance whether witnesses are required and arrange for them ahead of time if needed.

📌 How to Ensure Your Document Is Notarized Successfully

To avoid delays:
✔ Bring valid photo ID
✔ Do not sign beforehand
✔ Ensure all signers are present
✔ Complete the document fully
✔ Confirm witness requirements

Being prepared saves time and prevents rescheduling.

📅 Need a Reliable Mobile Notary?

Southeast CE Notary provides professional mobile notary services throughout the Denver area, including evening and weekend availability. We help clients prepare ahead of time so appointments go smoothly.