How to Notarize Documents for Non-English Speakers

alissacpthenotary
Oct 2
2 min read

How to Notarize Documents for Non-English Speakers

Notaries are often called upon to serve a diverse range of clients, including individuals who speak little or no English. While notarizing documents for non-English speakers is both possible and common, it requires care, compliance with state laws, and strong communication skills. The notary’s primary responsibility is to ensure that the signer understands what they are signing and that the notarization itself is valid.

Step 1: Understand the Legal Requirements

Each state has different rules regarding non-English signers. Some states allow the use of translators, while others may prohibit it. Before proceeding, check your state’s notary handbook for specific guidance on working with language barriers.

Step 2: Verify Identity

Identity verification is still required. The signer must present valid, government-issued identification. The notary must be able to:

Confirm that the ID matches the person in front of them.
Ensure the ID meets all state requirements (current, unexpired, with a photo and signature).

Step 3: Ensure the Signer Understands the Document

A notary’s role is to verify willingness and awareness, not to explain or translate the document. The notary must feel confident that the signer:

Knows what they are signing.
Is signing voluntarily and without coercion.
Understands the purpose of the document.

If the signer does not appear to understand, the notary must refuse the notarization.

Step 4: Using an Interpreter

Some states allow an interpreter to facilitate communication between the notary and the signer.
The interpreter must be impartial and fluent in both languages.
The notary should note the use of an interpreter in their journal.
In states that prohibit interpreters, the notary must personally communicate with the signer.

Step 5: Language of the Document vs. Language of the Notary Certificate

The document itself can be in any language; the notary does not need to understand its contents.
However, the notarial certificate (acknowledgment or jurat) must be completed in English—or the official language required by state law.
If the document lacks an English-language notarial certificate, the notary should attach a properly worded one in English.

Step 6: Journal Entries

When notarizing for non-English speakers:

Note in your journal if an interpreter was present.
Record the signer’s ID information as usual.
Document any unusual circumstances for future reference.

Best Practices

Stay neutral and professional.
Never attempt to explain or translate legal terms unless you are also a licensed attorney.
If unsure, politely decline and recommend the signer seek legal assistance or find a bilingual notary.

Final Thoughts

Notarizing documents for non-English speakers is about balancing accessibility with compliance. By following state rules, confirming the signer’s understanding, and documenting the process carefully, notaries can serve diverse communities while maintaining the integrity of their role.