How to Deal with Lost or Damaged Notarized Documents

alissacpthenotary
Aug 17
2 min read

Notarized documents often represent critical legal, financial, or personal agreements—such as wills, powers of attorney, contracts, or real estate transactions. So, when one goes missing or gets damaged, it can cause stress and confusion. Fortunately, there are steps you can take to address the situation quickly and responsibly.

In this blog, we’ll walk through what to do if your notarized document is lost, damaged, or destroyed—and how to prevent future issues.

🔍 Step 1: Determine What the Document Was Used For

Start by identifying the purpose of the document and who originally requested it. Ask yourself:

Was it submitted to a court, bank, or government office?
Is it still in the possession of another party (like a title company or attorney)?
Was it for a one-time use or something that needs to be re-submitted?

Why this matters: Some entities keep a copy and may provide you with a duplicate or certified copy.

📑 Step 2: Contact the Notary (if possible)

If you remember which notary completed the original notarization:

Reach out to see if they still have a journal record or copy (if allowed by law).
They cannot re-notarize a copy of the document unless the original signer is present again.
The notary might help verify the original notarization or point you to the right steps for redoing it.

⚠️ Notaries cannot issue replacements or make certified copies of notarized documents unless they’re authorized to do so (which varies by state and document type).

📝 Step 3: Get the Document Re-Executed and Re-Notarized (If Needed)

If you cannot recover the original, you may need to:

Recreate the document (ask the issuing party for a blank version).
Have the original signer sign it again.
Go through the notarization process again, including presenting valid ID and signing in front of the notary.

For documents like powers of attorney, real estate deeds, or affidavits, the re-notarization is usually required to restore legal validity.

🔐 Step 4: Prevent Future Loss or Damage

Make digital copies of notarized documents (stored securely).
Use a fireproof and waterproof safe to store originals.
Label documents clearly and keep them organized.
Let a trusted family member or legal representative know where important documents are stored.

❗ What Not to Do

Do not attempt to photocopy and “re-stamp” a notarized document. That’s illegal and invalid.
Don’t try to forge a signature or fake a notarization—this is a crime in all states.
Don’t panic—many documents can be recreated with the help of your notary or document originator.

✅ Final Thoughts

Losing or damaging a notarized document can feel like a disaster—but it’s often fixable. The best step is to calmly assess the situation, contact the right parties, and if needed, re-execute the document with a notary. And by taking simple precautions, you can protect your important records from future loss or damage.