Pronouns and the Notarial Certificate

Edited & Updated 06/2026

Can we talk about Pronouns for a minute? Pronouns in Notarial Certificates: What Should Notaries Do?

We, as Notaries, have all seen the Notarial Certificates that want us to circle a pronoun. You know, the “he/she/they” or “him/her/theirs”. That might be another safeguard for the Notary so that in the event that certificate should ever be questioned as to who actually appeared before the notary, the pronouns would be just another clarification. It does not invalidate your certificate if you choose not to circle the pronouns but if you choose the wrong one, accidently, then it could potentially raise an eyebrow.

But what about now? What about being Politically Correct? What about our Gay and Transgender community? What is really the correct pronoun to use, and should you ask your signers to choose?

I have always gone with the flow and have the attitude that “If that’s what you want and it doesn’t conflict with state laws, then I will willingly comply”. But an experience made me look a little closer at this.

I first started really thinking about this about two and half years ago when I was at the table on a signing. This was a refinance for Kevin and LaDonna (not their real names) and nothing in the loan package seemed out of the ordinary, so I was expecting just another refinance signing appointment.

I was greeted at the door by a rather tall woman who identified herself as Karen. Karen was pleasant and directed me to the kitchen table and said that “LaDonna will be in momentarily”. Karen also said over her shoulder, as she was walking away, “You’re going to need my ID”.

So, my first thought was, ‘Who is Karen? And is she supposed to be on these documents?’

Just a few short minutes later, LaDonna and Karen appeared in the kitchen, handed me their ID’s and sat down. Of course, the first thing I did was look at Karen’s Driver’s license. It was for Kevin, my signer and it also indicated Kevin was a Male and the picture was of a male who bore a striking resemblance to Karen. Thank goodness that picture was not of a man with facial hair...that could have complicated things...LOL. I probably took an inordinate amount of time looking at that ID because when I did finally look up at Karen, she said “yes, that’s me, but please call me Karen. I have completed my ‘Transition’ and just have not updated my ID picture and gender. That is an ongoing legal battle”.

‘Ok, Karen’, I said. I can see that you are the person in the ID photo, but I will need for you to sign as ‘Kevin’ today and I will need your signature (and thumb print) in my journal so that I can compare it to your ID signature’. Karen agreed and everything was going along smoothly until I got to my first certificate with those pesky pronouns that were begging to be circled. Which one do I choose, and would it be politically correct to choose any of them?

I chose not to circle any of them. 

Those pronouns are there as a 'reader-assist' and were never meant to be circled. These are present in every document that is boiler plate or not specifically drawn for an individual.  We see this on government documents, the intake forms at our doctors' offices and so many other places. Some notaries may choose to circle the pronouns as an additional layer of protection on a certificate; however, I have not yet found one state that has that requirement in their regulations. 

As a final foot note; I didn't have any trouble identifying this person. Karen looked exactly like Kevin with longer hair and lipstick.  However, should you encounter this issue at the table where the ID and the name on the documents do not match, follow your normal process for identifying your signer including Credible Witness (human ID) if that is available in your state. And of course, notify your hiring party if you need guidance on the acceptable use of Credible Witnesses as a human ID because some lenders will not allow this option on loan documents.

Article by Beth Hathoot 10/05/2020 for Notary Stars

Edited & Updated 02/2021

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Edited & Updated 06/2026