Common Reasons Documents Get Rejected After Notarization

When it comes to notarizing documents, most people assume that once a notary’s seal is applied, everything is official and good to go. While notarization does add a layer of authentication, it doesn’t automatically guarantee that your documents will be accepted without issue. Understanding why this happens can save you time, frustration, and even financial loss. 

Why Notarization Doesn’t Always Mean “Accepted”

Notarization confirms that the signature on a document is genuine, and in some cases, that the signatory understood the contents. However, the document itself must still meet certain requirements. Failing to do so can lead to rejections from banks, government agencies, or international authorities.

Some key factors include:

1. Incomplete or Missing Information: One of the most frequent reasons documents are rejected is missing or incomplete information. Even a single blank field, date, or signature spot left unfilled can cause a notarized document to be refused.

Example: You submit a notarized business license copy for a grant application, but the license number or issue date is missing. The agency may reject it until the document is fully completed.

2. Incorrect or Expired Identification: Ontario notaries are required to verify the identity of each signer. If the signer presents an expired ID or an ID that does not match the name on the document, the notarization may still occur but recipients may reject the document.

3. Wrong Type of Notarization: Not all notarizations are the same. Some situations require a certified true copy, while others require notarizing the signature itself. Using the wrong type can cause rejection.

4. Signer’s Presence or Capacity Issues: A notarized document may be invalidated if the signer was not physically present (unless using remote online notarization), or if the signer lacked mental capacity, was under duress, or did not understand the document.

Example: A healthcare directive notarized while the signer was confused or misinformed could be rejected by hospitals or legal authorities.

5. Improper or Missing Notary Details: Notaries must include specific details like the date, location, signature, and official seal. Any missing or incorrect information can lead to rejection.

6. International or Out-of-Province Requirements: Documents intended for use outside Ontario or Canada often need additional steps such as an apostille or authentication. Even if notarized, documents without these certifications may be rejected abroad.

Tip: If you’re submitting permits, contracts, or licenses internationally, check the destination country’s requirements. Notable Notary offers apostille agent services to simplify this process.

How Notable Notary Can Help

At Notable Notary, we help every day Canadians and businesses avoid common notarization mistakes. Whether you need a mobile notary appointment, remote online notarization, or apostille services, we guide you through the process to ensure your documents are accepted the first time.

We serve clients in Ajax, Pickering, Whitby, and across the GTA, making notarization stress-free and reliable.

Don’t risk delays or rejections. Book your notarization with confidence today and ensure your documents are correct, complete, and compliant.

📞 Call us at (289) 312-6678
💻 Book Online: https://notablenotary.ca/book-now
📧 Email us at info@notablenotary.ca