Notarizing Foreign Language Documents: Rules Every Notary Should Know

Notarizing documents written in a foreign language can be complicated. For a notarization to be valid, clear communication between the notary and the document signer is critical. This guide explains the challenges, requirements, and best practices for handling foreign language documents.

Communication Challenges for Notaries

The biggest challenge is the language barrier. A notary must be able to communicate directly with the signer in a language both understand.

• Interpreters are not allowed. The notary cannot rely on an interpreter to confirm the signer’s intent or willingness.

• If the notary and signer cannot communicate, the notary should refuse the notarization.

• While a notary isn’t required to read the entire document, they must confirm that the signer’s name matches the document and that it is complete.

Best Practices for Foreign Language Notarization

If a notary decides to proceed, these practices ensure compliance:

• The notarial certificate must always be in the notary’s primary language. • Standard checks still apply. Confirm the signer’s identity, verify document completeness, and ensure no blank spaces remain.

• If the signer is more comfortable in another language, refer them to a bilingual notary.

• When in doubt, the notary should refuse service and log the reason in their record book.

Protecting Yourself as a Notary

Foreign language notarizations require extra care. Notaries must balance compliance,  communication, and ethical standards. Choosing caution over risk helps protect your commission and your credibility.

Unsure about notarization requirements or best practices? Contact our team for guidance and support on handling complex notary situations.