Notary Public Underwriters Blog
Can a Notary Change or Replace the Certificate Wording on a Document?
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- Published: September 21, 2026
Every day, our Customer Care Team receives a variation of this question:
“The notary insisted they could not use the notarial certificate wording that was printed on my document. They insisted on marking it up or replacing it, otherwise they would not notarize for me. Why did the notary say this? Was the notary right?”
The short answer: Yes, the notary was almost certainly right.
A notary public cannot simply "sign and stamp" any document put in front of them. A notary public must preform the notarial act according to the laws and administrative rules of the jurisdiction where they are commissioned. That can sometimes mean amending, marking, or replacing the notarial certificate so that it is compliant.
Why Would a Notary Change the Certificate Wording?
One of the most common sources of confusion for document signers, and even document drafters, is the assumption that the notary must use whatever notarial wording is already printed on the document. That's not necessarily the case.
A document may contain certificate language that does not comply with the notary's state requirements. It may also contain wording that is incomplete, incorrect, or inconsistent with the type of notarial act being performed. When that happens, the notary may need to take steps to bring the certificate into compliance with applicable law. Depending on the state's requirements and the circumstances, this could involve:
- Amending the existing certificate language
- Marking or striking language that does not comply
- Attaching a separate, or loose, notarial certificate
- Refusing to perform the notarization if the issue cannot be resolved
The specific procedure a notary should follow depends on the laws and administrative rules of the jurisdiction where the notary is commissioned.
Why Notaries Can't Simply "Sign and Stamp"
Many people understandably view notarization as a simple process: sign the document, apply the notary stamp, and you're done. In reality, a notary public is a public officer with specific responsibilities.
A notary must follow the laws and administrative rules governing their commission. That's why a notary may tell a signer that the certificate wording on a document needs to be corrected before the notarization can proceed. The notary isn't necessarily trying to make the process more difficult. They're trying to make sure the notarization is performed correctly under the law.
How Notaries Can Prepare for This Conversation
Overcoming the "sign and stamp" misconception takes some preparation. A few ways to make these conversations easier:
- Keep reminder cards with what you’ll need to say written on them.
- Carry a printout of your state’s notary law and administrative rules (or bookmark them on your phone or tablet) so you can show the customer the actual requirement, not just tell them about it.
Documenting the Change in Your Record Book
When you amend or replace a notarial certificate, make a brief note of it in your record book (journal) entry for that notarial act. For example:
- Notarial certificate language amended to comply.
- Notarial certificate language stricken and compliant certificate sheet attached.
Always follow your state's notary laws and administrative rules, even under pressure to simply make the customer happy. You are the authorized public officer. You carry the specialized authority and training, and no customer's frustration should talk you into bending or breaking the law.
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