A Notary’s Guide to Staying Impartial

As notaries, we serve an important role in our communities — one that comes with both responsibility and trust. But every notary eventually faces a difficult moment: being asked to notarize a document that conflicts with personal beliefs, values, or opinions. It can feel uncomfortable, especially when you care deeply about doing the right thing.

However, the foundation of notarial work is impartiality. When we apply our seal, we are acting as public officials, not private individuals. That means our personal viewpoints cannot influence the services we provide.

Let’s explore what the law says about notary impartiality, what’s allowed, what’s not, and how to navigate these situations with professionalism and confidence.

Your Role: Notary Impartiality - Witness Not a Judge of Content

Across the country, states define a notary’s role as an impartial, third-party witness whose main duties include:

• Verifying identity

• Confirming the signer is willing

• Ensuring the signer understands what they’re signing

• Completing a lawful notarial act

  
  

A notarization does not mean the notary agrees with the document’s content. It also doesn’t signal support, endorsement, or approval. Your seal simply confirms that the signer appeared before you, proved who they were, and signed willingly.

When You Can Refuse a Notarization

Most states outline very specific — and very limited — reasons a notary may decline service. These reasons protect the integrity of the process, not the personal comfort of the notary.

Here are examples from several states:

Florida

Notaries may refuse only when guidelines permit, such as:

• No satisfactory ID

• The signer is unwilling or unaware

• The document is incomplete or unlawful

Texas

Refusal is allowed if:

• The signer is coerced or unaware of the contents

• The document will be used for an illegal purpose

• The requested act is unfamiliar or outside authorized duties

Pennsylvania

Notaries may refuse if:

• The signer shows lack of competence or awareness

• The signature or photo doesn’t match the ID

• The request is unlawful

  
  

Pennsylvania also prohibits discrimination based on:

• Race

• National origin

• Religion

• Gender identity or sexual orientation

• Disability

• Marital status

  
  

Notice what’s missing: Personal beliefs of the notary are not a valid reason to refuse.

When You Cannot Refuse a Notarization

Even when a document clashes with your personal beliefs — morally, politically, or otherwise — you must perform the notarization as long as it is lawful and the signer meets all requirements.

Refusing for personal reasons:

• Suggests bias

• Violates your duty as a public official

• Can lead to complaints, penalties, or disciplinary action

• Erodes public trust

  
  

Remember: impartiality is the backbone of this profession.

Your Seal Does Not Equal Agreement

This is a concept notaries sometimes forget — especially when emotions get involved.

Notarizing a document does not mean you support its content. You are not validating the ideas, choices, or opinions within the paperwork. You are simply confirming the identity of the signer and the legitimacy of the signing process.

Think of it like a judge: A judge may personally disagree with certain laws, but they must uphold them. Notaries are held to a similar standard of neutrality.

Professional Takeaway

Staying impartial isn’t always easy, but it is essential. When your personal beliefs collide with your professional responsibilities, remember:

• You are a public official during a notarization

• Your duties are defined by state law, not personal preference

• Refusing based on belief is not permitted

• Your seal verifies identity — not content

• Serving everyone equally is part of the oath you take

By honoring these principles, you protect the public, uphold the law, and strengthen the integrity of the notary profession.

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Disclaimer

Laws and regulations change frequently, and notary requirements vary by state. Please check the most current laws in your state for updates or changes to anything discussed here.

In accordance with Florida law:

I am not an attorney licensed to practice law in the State of Florida and may not give legal advice or accept fees for legal advice. I am also not accredited to represent you in immigration matters.