What to Do When a Notarized Document Is Rejected

Common reasons a notarized document is turned away

The notarial certificate is missing or incomplete. This is the block of wording near the stamp that states what act was done, where and when. Without it, the signature and stamp alone may not satisfy the office. Another cause is wording that does not match what the office asked for.

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The stamp is unreadable, smudged, or cut off at the copy. The notary's name or commission details are not legible. The date is missing, wrong, or earlier than the signature date. The signer's name on the document does not match the name on the certificate or ID. The signer was not actually present with the notary. Blank spaces were left in the document or the certificate. Or the office asked for a different type of notarization than the one that was done.

Step 1: Get the reason in writing

Ask the office for the specific reason, ideally by email or on the rejection notice. Words like defective or improper notarization are not enough to act on. Ask which line, page or wording they object to.

Ask what they would accept instead. Some offices publish required certificate wording or a checklist. Others have a form with a notary section already printed. Ask for a copy.

Step 2: Look at the paper yourself

Read the notarial certificate slowly. Check that the signer's name is spelled the same as the document and the ID. Check that the date, the place, the notary's signature and the stamp are present and readable. Check for empty lines in the certificate.

Compare against the rejection reason. Note whether the problem is in the scan or in the original stamp itself. Do not mark up, white out or add anything to the page.

Step 3: Contact the notary

Tell the notary what the office said. A notary can check the journal entry, confirm what act was done and tell you what the certificate says. Under New Jersey's notary rules, a certificate is signed and dated at the time of the act, so a notary cannot add a missing line, change a date or fill in wording afterward. A notary also cannot say whether the office will accept the paper.

If the problem was a mistake in the notary's own work, such as a smudged stamp or an incomplete certificate, tell the notary and ask how they handle corrections. Your notary decides what they will offer, and many will simply redo the act.

Step 4: Decide what a new notarization needs

A new notarization generally means the signer appears before a notary again with acceptable ID. Ask the office whether the document has to be signed again, or whether only the notary section needs to be redone. This depends on the document and the office, so ask them rather than guess.

If the signer cannot attend again, for example because they have moved or are ill, tell the office. They may have alternatives, and for anything with a deadline, ask an attorney. A notary cannot tell you what to do about the underlying document.

Step 5: Redo it carefully

Bring the document, the office's written instructions and the signer's ID. Tell the notary the type of notarization the office asked for, in the office's words. The notary cannot choose the type for you. Complete all blanks before the appointment, or confirm with the office how blanks should be handled.

After the new notarization, check the certificate before you leave. Name, date, place and stamp should all be there and readable. Keep a copy of the rejected version and of the new one, and send the office a short note saying what you changed. Our guides on The Parts of a Notarial Certificate, Line by Line and Where to Place a Notary Stamp so It Stays Legible can help you check.

Common questions

More notary guides

• Notarized Letters for Banks and Account Access
• Release of Liability and Settlement Documents
• Notary Conflict of Interest: When to Step Aside

This guide is general information, not legal advice. Fees and procedures change; check with the office involved or an attorney for your situation.