Saying No as a Notary Is Sometimes the Most Responsible Thing I Can Do

It is never fun to turn someone away. When a client is in front of me needing a notarization, my natural instinct is to help. But sometimes, the most professional and ethical decision I can make is to say no.

That may come as a surprise. Most people assume notaries just witness a signature and stamp the document. Easy, right? Not so fast.

Washington State notaries are legally required to refuse a notarization if certain red flags appear. It is not about being picky or uncooperative. It is about doing my job correctly and protecting everyone involved.

Here are some situations where I must say no:

❌ The signer is not physically present. Remote online notarization must follow strict legal procedures and be conducted through an approved platform. I cannot notarize a document for someone who is not in front of me, either in person or through a legally compliant online session.

❌ The ID does not match the person in front of me. If I cannot verify identity beyond a reasonable doubt, I cannot proceed.

❌ Someone else is trying to sign on the signer’s behalf without proper legal authority. That is a major legal issue and an immediate stop.

❌ The signer appears confused, unsure, medicated, or pressured. If someone is not signing freely and knowingly, the notarization cannot continue.

❌ I am asked to backdate, predate, or otherwise change certificate details to match a narrative that is not true. That would be considered falsifying a legal record, and it is absolutely off limits.

If something feels off, I ask questions. If those concerns are not resolved clearly, I document the situation and respectfully decline. I also make a detailed entry in my notary journal describing what happened and why I made the decision to stop. That journal is my legal protection and could become evidence if the document is ever challenged.

Saying no when necessary does not make me the bad guy. It makes me someone who takes my responsibilities seriously. It shows that I am a law-abiding notary who values your safety, my ethics, and the trust built with every single client.

You may not always see what I see. But you can count on me to act with care, caution, and integrity every step of the way.

✨ GIRL FRIDAY NOTARY SERVICES

Notarization may be boring, but I’m not!

Serving Pierce, Thurston, and parts of Lewis Counties

Flexible scheduling, online and mobile options, and pet friendly appointments are my specialty!