Notary Public Underwriters Blog
What to Do When a Notarial Certificate on a Preprinted Form Is Incorrect
- Details
- Published: March 16, 2026
Lately, our customer care team has received more frequent questions around a very common circumstance: the notarial certificate preprinted on the document does not correctly reflect the wording required by the notary’s state of commission. How may the notary proceed?
Understanding the Notary's Responsibility
We’re glad when any notary realizes they should call for assistance. On this particular issue, experience tells us that most document creators or signers (and some notaries) don’t realize that a notary public must always complete a notarial certificate complying with the law and administrative rules of the notary’s state of commission or appointment.
What a Notary Can Do When a Notarial Certificate Does Not Comply
So, when faced with a notarial certificate that does not substantially comply, here are the notary’s choices:
Option 1: Amend the Existing Notarial Certificate
The notary may amend the existing notarial certificate by striking-through and inserting the correct wording IF (1) space allows it (no overlapping of text, no placing part of the certificate text on the next page); and (2) there are no circumstances that prohibit the notary from making such an amendment under the laws or rules of the notary’s state of commission. The correct wording can also be attached using a “loose” notarial certificate reflecting the notarial act you performed.
Option 2: Replace the Entire Notarial Certificate
The notary may replace the entire notarial certificate block by striking-through it (using a single, diagonal line), initialing the line, and inserting the language that correctly reflects the wording required by the notary’s state or jurisdiction where they are commissioned. Just as with a certificate amendment, there must be no condition or circumstance under the laws or rules of the notary’s state that prohibit the notary from completely replacing the notarial certificate. (Note: “loose” notarial certificates are ideal for this purpose.)
When Correct Notarial Certificates Still Cause Problems
The need for a notary to use substantially compliant notarial language comes with another challenge that is beyond the notary’s control: the party receiving the document might reject it just because the notarial certificate was amended or replaced, even if the amendment or replacement was allowed under the notary’s applicable laws/rules and was correctly done. The parties may not know or understand notary law, they only see that their original document was modified and they don’t like it. There’s nothing a notary public can do about that—the notary can only ensure that their own individual actions fully comply with their laws and administrative rules.
So remember, always know and apply correct notarial procedure when notarizing a signature, no matter what the receiving party may expect or accept. As applicable, be prepared to explain to a customer why a notarial certificate must be amended in order for you to perform the notarization. And of course, be prepared to kindly but firmly decline to notarize in any way that would cause you to violate your notarial laws and rules. Be sure you state that you’re bound by law to follow the law, no exceptions.
Related Article(s)
How to Navigate Notarial Certificates and Documents
How Do I Keep My Current and Filled Journals (Record Books) Secure?
Customer Expectations Versus Notarization Requirements
Fighting Fraud: Why Notaries Should Avoid Using Signature Stamps
Tips to Protect Your Notary Stamp and Journal
How to Get More Notary Business Part 1: Optimize Your Marketing
How to Avoid Common Mistakes During a Notarization
When Can a Notary Use Personal Knowledge to Identify a Signer?
Does a Notary Need to See the Entire Document When Notarizing?
Can a Notary Correct a Mistake on the Notarial Certificate?
Notary FAQs: Essential Answers for Everyday Scenarios
Top Ten Mistakes That Notaries Make
Can a Notary Notarize a Family Member's Signature?