Why Was My Notarized Document Rejected? Common Issues and Fixes | Minute Notary Blog | Minute Notary
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December 15, 20245 min read
Why Was My Notarized Document Rejected? Common Issues and Fixes
Frustrated by document rejections? Learn the most common reasons notarized documents get rejected and how to fix them quickly.
MN
Minutes Notary
Notary Public • Ottawa, ON
The Frustration of Rejection
You did everything right — or so you thought. You got your documents notarized, submitted your application, and then received the dreaded message: "Documents rejected."
Let's diagnose the problem and get it fixed.
Top 10 Reasons Documents Get Rejected
1. Missing or Unclear Notary Seal
The Problem:
The notary's seal is:
Partially visible
Smudged or illegible
Overlapping text
Missing entirely
The Fix:
Return to your notary and request a new certification. The seal should be clearly visible and not obscure any text.
2. Expired Notary Commission
The Problem:
The notary's commission had expired when they notarized your document.
How to Check:
The certification should include the notary's commission information. If something seems off, you can verify with the provincial licensing body.
The Fix:
Get the document re-notarized by a currently commissioned notary.
3. Wrong Type of Notarization
The Problem:
You needed an affidavit but got a , or vice versa.
The Fix:
Check the exact requirements and get the correct type of document prepared.
4. Missing Required Elements
The Problem:
The notarization is missing required components:
Date
Location
Notary's signature
Proper certification wording
Document page numbers
The Fix:
Review requirements carefully and ensure all elements are present before resubmitting.
5. Wrong Certification Wording
The Problem:
Some institutions require specific wording in the certification, such as:
"I certify this is a true copy of the original document shown to me"
"Sworn before me..."
Specific references to legislation
The Fix:
Get the exact required wording from the receiving institution and have the document re-notarized with that language.
6. Document Not Properly Bound
The Problem:
Multi-page documents must be:
Bound together securely
Each page initialed
Notary seal on binding (sometimes)
Loose pages or stapled documents may be rejected.
The Fix:
Have the notary properly bind multi-page documents with all pages initialed and sealed.
7. Photocopy Quality Too Poor
The Problem:
The copy submitted:
Has dark shadows
Text is cut off
Security features are missing/unclear
Resolution is too low
The Fix:
Make high-quality copies. Some documents (like passports) should be copied in color.
8. Additional Authentication Required
The Problem:
The receiving country/institution requires:
Apostille
Embassy legalization
Provincial authentication
Notarization alone isn't enough.
The Fix:
Determine the full authentication chain required and complete all steps.
9. Document Too Old
The Problem:
Some institutions require documents notarized within:
30 days
3 months
6 months
Your document exceeds this timeframe.
The Fix:
Get freshly notarized documents within the required timeframe.
10. Not Notarized by Recognized Authority
The Problem:
The receiving institution doesn't recognize:
Foreign notaries
Commissioners of Oaths (for documents requiring Notary Public)
Other officials
The Fix:
Verify who is authorized to notarize your specific document type and jurisdiction.
How to Prevent Rejections
Before Your Appointment
✓ Read requirements twice — Highlight specific notarization requirements
✓ Get it in writing — Request official requirement documents from the institution
✓ Ask questions — When in doubt, contact the receiving institution directly
✓ Check timeframes — Know how fresh your documents need to be
During Your Appointment
✓ Show requirements — Bring the requirement document to your notary
✓ Review before leaving — Check all elements are present
✓ Ask for confirmation — Ensure the notary understands the specific requirements
✓ Get extras — Order additional certified copies in case of issues
After Your Appointment
✓ Review again — Double-check everything at home
✓ Make copies — Keep copies of all notarized documents
✓ Track submissions — Note when and where you sent documents
✓ Follow up — Check status before deadlines
Quick Fix Guide
Problem
Solution
Seal unclear
Get re-notarized
Wrong document type
Start over with correct type
Missing date
Get re-notarized
Wrong wording
Re-notarize with correct language
Poor copy quality
Re-copy from original, re-notarize
Needs apostille
Complete authentication chain
Too old
Get fresh documents
Pages loose
Have notary bind properly
When to Escalate
If you've corrected obvious issues and documents are still rejected:
Request specific feedback — Ask exactly what's wrong
Get it in writing — Email or written response is best
Consult the notary — They may have seen similar issues
Seek legal advice — For persistent complex issues
Cost of Rejection
Document rejection costs you:
Time: Weeks of delays
Money: Re-notarization fees, missed deadlines
Stress: Uncertainty and frustration
Opportunities: Delayed applications, lost chances
The extra 10 minutes to verify requirements upfront can save weeks of delays.
Our Approach at Minutes Notary
We always:
Ask about the purpose and destination of your documents
Verify specific requirements when possible
Use proper certification language
Ensure clear, complete seals
Bind multi-page documents properly
If you've had a rejection, bring the rejection notice to us. We'll help identify the issue and get it corrected.
Documents Rejected? Let's Fix It
Bring your rejected documents and the rejection notice to Minutes Notary. We'll review what went wrong and help you get properly notarized documents.
