1. Vital Records (Birth, Death, and Marriage Certificates)
This is the most common request notaries have to turn down. In almost every state, a notary public is prohibited from certifying copies of vital records.
- The Reason: These are “custodial documents” held by government agencies (like the Department of Health or County Clerk). Only those specific agencies can issue “certified copies.”
- What you CAN do: You can notarize a signer’s affidavit (a written statement) where they swear that the attached photocopy is a true and correct copy, but you cannot certify the copy yourself.
2. Documents with Blank Spaces
A notary should never notarize a document that is incomplete.
- The Risk: If a document has blanks, someone could later insert fraudulent terms or figures after your seal has been applied.
- The Rule: If you see a line that hasn’t been filled in, ask the signer to complete it or write “N/A” (Not Applicable) before you proceed.
3. Your Own Signature or Documents Where You Are Named
Impartiality is the cornerstone of the notary profession.
- The Conflict: You cannot notarize a document in which you are a named party or have a financial interest.
- Family Members: While some states allow you to notarize for family, it is widely considered a best practice to refuse. It’s much harder to prove you were an “impartial witness” for your spouse or child.
4. Photographs or Objects
A notary’s job is to verify a signature on a written statement.
- The Common Mistake: People often ask notaries to “notarize a photo” to prove when it was taken.
- The Solution: You cannot stamp a photo itself. Instead, the person can write a statement about the photo (e.g., “This photo was taken on Feb 21, 2026”), and you can notarize their signature on that statement.
5. Federal Forms Like the I-9
The Employment Eligibility Verification (Form I-9) is a tricky one.
- The Technicality: The I-9 form does not require a notarial seal. When an employer asks a notary to help with an I-9, they are asking you to act as an Authorized Representative, not as a Notary Public.
- The Catch: In some states (like Texas), notaries are specifically told not to use their official seal on this form.
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