Direct communication
Most states expect a notary to communicate with the signer without a go-between. If the notary and signer share a language, the appointment can run in that language. If not, the notary may decline to proceed. This is for the signer's protection.
Ask the notary beforehand which languages they speak.
Interpreters
Some notaries allow an interpreter if local rules permit. Others do not unless the interpreter is also a sworn translator. An interpreter should not be a person who benefits from the document. The interpreter may be asked to sign a statement.
Check the rules that apply to your notary and your document.
Documents in another language
A notary may notarize a document in a language they cannot read, but they must be able to speak with the signer and fill out the certificate in English. The notary cannot translate or vouch that a translation is correct.
If a receiving agency needs an English version, a professional translation with a translator's signed statement is often used. That statement itself may be notarized.
Preparing for the visit
Bring the document in the language the signer understands, plus the English version if available. Bring ID. If the ID uses a different alphabet, tell the notary about spelling variations.
Allow extra time. Rushing makes mistakes more likely.
Red flags the notary watches
The notary watches for a helper who answers all the questions, a signer who looks lost, or a form that is changed during the visit. If any of these appear, the notary may stop and ask for another appointment.
MCC Solutions can coordinate with translation help when documents need an English version.
Scenario: a small business owner signing a lease
A shop owner who speaks Spanish needs to sign an English lease. She brings a Spanish translation prepared by a translator and a bilingual notary agrees to do the appointment. The notary speaks with her directly in Spanish, confirms she understands, and completes the certificate in English.
The landlord's attorney is told in advance that a translation exists, since the English version is the one that controls. The owner reads both versions, asks questions of her own advisor, and signs the English original.
If no bilingual notary is available, schedule the translator and a notary who can work within local rules. A different option is to sign through an attorney's office that provides interpretation. Do not use a person with a stake in the deal as interpreter.
Be mindful of names, too. ID cards sometimes show a different transliteration from the one on the document. Tell the notary about alternative spellings at the start, and bring other records that show the connection, such as a passport and a local card. The notary decides whether the ID is acceptable, and some will ask the signer to sign in the form that appears on the ID.
Common questions
Can my child interpret for me?
Often not recommended. Many notaries prefer an unrelated, neutral interpreter, and some will not use any.
Can the notary stamp a translation?
A notary can notarize a translator's statement but does not certify translations.
Will an apostille need an English version?
That depends on the receiving country.
This guide is general information, not legal advice. Fees and procedures change; check with the office involved or an attorney for your situation.