Updated 3-20-23. You've just been handed a document to notarize. The signer's ID checks out, but then you spot several blank spaces in the main part of the document. Do you proceed, or do you have to stop? Here are some helpful guidelines for notarizations involving blank spaces.
Should I notarize a document that has blank spaces?
You should not notarize an incomplete document because of the risk of potential fraud. For example, if a document selling a vehicle to someone else for an agreed amount was signed and notarized with the selling price left blank, a dishonest person could fill in a different amount later and claim that was the agreed sum of money.
Because of this, many states prohibit notarizing a document that is incomplete or contains blank spaces. In California, the Secretary of State's 2023 Notary Public Handbook instructs Notaries to refuse to notarize if the Notary knows a document is incomplete. Colorado also prohibits notarizing a document with blank spaces. Colorado Revised Statutes 12-55-107 says, “The secretary of state or the secretary of state’s designee may deny the application of any person for appointment or reappointment or take disciplinary or nondisciplinary action against a notary public if the notary public: …(g) Notarizes any blank document;…”
If you are presented with an incomplete document, you should refuse to notarize citing the missing pages or blank spaces. Even if you are commissioned in a state that does not provide specific guidance regarding blank document spaces, such as Texas, Article IV-D-1 of The Notary Public Code Of Professional Responsibility recommends: "The Notary shall refuse to notarize a signature on any document that is blank or incomplete."
Are some blank spaces okay for notarization?
There are some limited situations where it is permissible to leave a space blank, such as the following:
Spaces for additional signatures. Documents often need to be signed by multiple individuals at different times in different locations. You may be asked to notarize one signature on a document that includes additional, blank signature spaces. In such a case, the document is not considered incomplete, and you may complete the notarization for any signers who are physically present and properly identified. However, you should record in the journal entry that the document included additional signature spaces and why they were not used.
Spaces reserved for use by government officials. Some documents include a boxed-off section or separate area of blank spaces marked with a title such as “For Official Use Only,” “Reserved For Recorder Use Only” or some other label indicating it may only be completed by an authorized official. If you are asked to notarize such a document, it is OK to proceed without filling in the blanks in a section reserved for official use.
Exceptions in state law. Some states permit certain documents that include blanks to still be notarized. For example, Florida prohibits notarizing most documents that include blank spaces, but FS 117.107(10) allows exceptions for an endorsement or assignment in blank of a negotiable or nonnegotiable note and the assignment in blank of any instrument given as security for such a note.
Never leave blanks in a Notary certificate
Never leave blanks or omit information when you are completing the notarial certificate wording. Missing information in the notarial wording was listed by county recorders in California as one of the top reasons notarized documents are rejected by recording offices.
Notaries cannot fill in blank spaces in the main body of a document
Remember that you may only complete information in the notarial certificate wording. Any blanks in the main text must be completed by the signer or another individual authorized to do so before the notarization may proceed.
David Thun is the Assistant Managing Editor at the National Notary Association.
