Polite Refusal Letters for Notarization

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1. Refusal Due to Lack of Valid ID

[Your Letterhead or Name & Address]
[Date]

[Client’s Name]
[Client’s Address]

Subject: Refusal of Notarization Due to Insufficient Identification

Dear [Client’s Name],

Thank you for visiting my office for notarization services. Unfortunately, I am unable to notarize your document at this time because you have not provided valid government-issued identification, which is mandatory as per legal requirements.

To proceed with notarization, please bring an acceptable photo ID such as a Passport, Aadhaar card, or Driver’s License.

I appreciate your understanding and look forward to assisting you once the necessary documents are available.

Sincerely,
[Your Name]
[Your Notary Title]

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2. Refusal Due to Suspected Coercion or Lack of Voluntary Consent

[Your Letterhead or Name & Address]
[Date]

[Client’s Name]
[Client’s Address]

Subject: Refusal of Notarization Due to Concerns Regarding Voluntary Consent

Dear [Client’s Name],

I regret to inform you that I cannot proceed with notarizing your document at this time. Based on my observations, I have reasonable concerns that the signature may not be made voluntarily or without undue influence.

As impartial officers, notaries must ensure that all signatories act willingly and understand the document they are signing.

Please feel free to seek legal advice to address any concerns you may have. I appreciate your understanding.

Sincerely,
[Your Name]
[Your Notary Title]

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3. Refusal Due to Incomplete or Altered Documents

[Your Letterhead or Name & Address]
[Date]

[Client’s Name]
[Client’s Address]

Subject: Refusal of Notarization Due to Document Irregularities

Dear [Client’s Name],

Thank you for your request for notarization. However, I am unable to notarize the document you presented as it appears incomplete or contains alterations that need to be resolved before notarization.

For notarization, documents must be complete, free from blanks, and without any suspicious modifications.

Please review and correct the document, and I will be glad to assist you further.

Kind regards,
[Your Name]
[Your Notary Title]

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4. Refusal Due to Non-Payment of Prescribed Fees

[Your Letterhead or Name & Address]
[Date]

[Client’s Name]
[Client’s Address]

Subject: Refusal of Notarization Due to Outstanding Fees

Dear [Client’s Name],

I regret to inform you that I cannot proceed with notarization until the prescribed fees for the service are paid in full, as required by law.

Please ensure the necessary payment is made, and I will be happy to complete the notarization promptly.

Thank you for your understanding.

Sincerely,
[Your Name]
[Your Notary Title]