When you're in a rush to get a document notarized, you might think of visiting a bank, hospital, or a local mailing company like a shipping center. However, you may have encountered a situation where they refuse to notarize certain types of documents. Understanding why some institutions decline notarizations is key. Not every institution that offers notary services can handle every type of notarization. Legal, liability, and internal policy concerns often drive this decision.
Don't All Notaries Do The Same Thing? Why Some Institutions Decline Notarizations
Types of Notarizations: Some institutions limit the types of documents they will notarize. A mailing center might offer notarization for simple affidavits but may refuse to notarize real estate or legal documents. Complex legal documents require more specialized knowledge to ensure the notary follows state law, and not all notaries at these institutions are trained to handle such cases. This helps explain why some institutions decline notarizations that fall outside their expertise.
Institution Policies: Banks and hospitals typically have strict policies regarding what they will notarize. Banks may restrict services to account holders or avoid complex documents like real estate forms or medical powers of attorney. Hospitals often only notarize documents related to patient care, such as living wills, and avoid legal documents that could lead to liability.
Liability Concerns: Liability is a critical reason why institutions decline certain notarizations. A notary's improper handling of a document can lead to legal disputes, financial loss, or lawsuits for the notary and the institution. A well-known example involves FedEx Kinko’s, which faced legal action after a notary working there improperly notarized a document, leading to property fraud.
Example Case: Whiteway v. FedEx Kinko's
In Whiteway v. FedEx Kinko’s Office & Print Services, Inc., a notary employed by the company improperly notarized documents, which contributed to a fraudulent property transfer. The plaintiffs sued FedEx Kinko’s for notarial malpractice. This case illustrated the legal risks institutions face when notarizations of high-risk or complex documents are improperly performed, resulting in significant legal consequences and reputational damage. As a result of such cases, many companies, including FedEx, have tightened their policies and limited the types of documents they are willing to notarize.
For more information, you can review the case details here:
State Laws and Regulations
Notarization laws vary by state. For instance, in some states, notaries cannot notarize certain family-related documents like wills unless they are registered attorneys. This explains why some institutions, such as mailing centers or banks, avoid notarizing complex legal documents they are not adequately equipped to handle.. They prefer to minimize their risk of liability by sticking to simpler notarizations that carry less legal responsibility.
Not every bank, hospital, or mailing center will notarize every document due to limitations in expertise, legal risks, and policies. For more complex or specialized notarization needs, it is often better to rely on a professional notary service that can provide the expertise and flexibility (bonus, if they are mobile) you need.
At Balanced and Sealed Notary Pros, we understand the importance of accuracy and professionalism in every notarization. Unlike institutions that may restrict the types of documents they notarize, our notary continues to undergo ongoing training to stay updated with the latest state laws and regulations. This commitment ensures that we maintain the highest standards of compliance and precision for every document she notarizes.
Whether it's at your home, a hospital, or a job site, Balanced and Sealed Notary Pros provides mobile notary services with convenience and care, without sacrificing attention to detail. Our goal is to consistently deliver reliable, error-free notarizations that give you peace of mind.
The information provided in this article is for educational purposes only and does not constitute legal advice. Balanced and Sealed Notary Pros encourages individuals to consult with a qualified attorney for any questions or concerns regarding notarizations and liability. All decisions made based on this information are at the individual’s own risk, and we disclaim any liability for outcomes resulting from these decisions. Any references to specific companies, organizations, or institutions are based on publicly available information and are not intended to disparage or harm the reputation of any entity. The content of this article should not be interpreted as slander or defamation.
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