Service and website accessibility.

1. Introduction

DFW Notary Professional LLC is committed to providing accessible notarial services to clients with disabilities and to maintaining a website that’s accessible to people of all abilities. This policy describes both — the accommodations we provide for the notarial service itself, and our approach to website accessibility.

We’ve structured this policy around what clients with disabilities most need to know: what we can provide, what the client or their representative coordinates, and what legal constraints we must always observe. Some of those constraints are Texas Notarial Law requirements that apply to all signers regardless of disability status — they’re not policy choices on our part.

This Accessibility Policy is incorporated by reference into our Terms of Service and works alongside our other published policies. If you have questions about accommodations for a specific situation, contact us before the appointment. The earlier we know about accommodation needs, the more reliably we can plan for them.

2. Service Accessibility — Our Approach

2.1 The Foundation

Mobile notarial service is itself an accessibility model. We come to the signer’s location — home, hospital, hospice, senior living facility, correctional facility, or any other accessible location the signer prefers — eliminating the barrier of traveling to a notary office. For many clients with mobility limitations, chronic illness, or transportation barriers, this single feature solves the largest accessibility problem.

Beyond mobile service, we accommodate visual impairments, deafness and hearing loss, cognitive disabilities, and language access needs through specific approaches described below.

2.2 What’s Always Required

Texas Notarial Law (Texas Government Code Chapter 406) sets requirements that apply to all notarial acts. Accommodations facilitate compliance with these requirements; they don’t substitute for them. The non-negotiable elements:

• Identification. The signer must present valid government-issued photo identification, or be identified through a credible witness procedure permitted by Texas law.
• Capacity. The signer must have the capacity to understand the document and the act of signing it.
• Willingness. The signer must be acting of their own free will, without coercion or undue influence.
• Communication. The notary must be able to confirm the signer’s identity, capacity, and willingness through reliable communication.

Where any of these cannot be reliably established, we cannot perform the notarial act regardless of the accommodation in question. This is a legal duty, not a discretionary policy.

2.3 Advance Notice

We appreciate as much advance notice as possible to coordinate accommodations. Some accommodations (sign language interpreters, certified translations, family member coordination) take time to arrange. The earlier we discuss the situation, the more reliably the appointment proceeds smoothly. Last-minute requests are accommodated where possible, but advance planning produces better outcomes.

3. Visual Impairments

3.1 What We Provide

For signers with visual impairments, we offer the following at the appointment:

• Reading documents aloud. For reasonable-length documents, we read the document verbatim before the notarial act. This means estate planning documents (wills, powers of attorney, healthcare directives), affidavits, single-document contracts, and similar materials. We read what’s written — we do not summarize, interpret, or explain document contents (which would constitute legal advice and is prohibited for non-attorney notaries under Texas law).
• Magnification aids. A handheld magnifier and bright lighting are available on request.
• Pace. We work at the signer’s pace, with as much time as needed for the signer to confirm understanding.
• Coordination with assistive technology. If the signer uses screen-reading software, refreshable Braille, electronic magnifiers, or other assistive technology, we work with whatever the signer brings to the appointment.

3.2 What the Signer Coordinates

• Their own assistive technology if the signer uses devices beyond a basic magnifier (CCTV systems, refreshable Braille displays, screen-reading software).
• Pre-appointment document review. For documents the signer needs to review substantively before the appointment, the signer or the signer’s representative arranges that review through whatever method they prefer (electronic copies in advance for screen-reader review, sighted family member reading aloud, attorney consultation, etc.).
• Understanding the document. Reading aloud at the appointment ensures the signer hears the document’s contents but does not substitute for substantive understanding when the document is complex or unfamiliar.

3.3 Loan Signings Are Different

Loan signings (mortgage closings, refinances, HELOCs) involve loan packages of 100 to 200+ pages and a different professional model than general notarizations. The lender — not the notary signing agent — is responsible for ensuring the borrower understands the loan terms before the signing appointment. The standard pre-closing process includes the Loan Estimate, Closing Disclosure (with a 3-business-day waiting period specifically for borrower review), and any accessibility accommodations the lender provides as part of that pre-closing review.

For visually impaired borrowers approaching a loan signing, the lender or title company is the right party to coordinate accessibility accommodations during the pre-closing disclosure period. At the signing itself, our role is limited to identifying documents, indicating where to sign, and performing notarial acts — not reviewing loan terms substantively. We can accommodate the mechanical aspects of the signing (showing where to sign, providing magnification of signature lines, working at the borrower’s pace) but cannot substitute for the lender’s pre-closing review.

If you’re a borrower with a visual impairment approaching a loan signing, contact your lender or title company about pre-closing accessibility accommodations. Contact us about appointment-day accommodations.

3.4 What’s Outside Scope

• Reading entire loan packages aloud at the signing appointment.
• Substantive document review or interpretation of any document type.
• Legal advice about the implications of any document.
• Providing or arranging an attorney consultation (we can suggest the signer consult an attorney; we can’t arrange one).

4. Deafness and Hearing Loss

4.1 What We Provide

For signers who are deaf or hard of hearing, we accommodate communication through whichever method the signer prefers and which allows reliable communication of the notarial elements (identity, capacity, willingness):

• Written communication. For signers who prefer writing, we conduct the verbal portions of the notarial ceremony in writing — questions written, answers written. This works well for shorter ceremonies and for signers who are comfortable with written English.
• Lip-reading. For signers who lip-read, we ensure clear visibility of our face during the ceremony (good lighting, no obstructions, mask removed where the situation permits).
• Working with sign language interpreters arranged by the signer. Where the signer or signer’s representative has arranged a qualified sign language interpreter, we conduct the notarial ceremony with the interpreter present. The interpreter must be present in person (not via video relay).
• Slowed pace. We slow the pace of the ceremony as needed and confirm understanding at each step.

4.2 What the Signer Coordinates

• Sign language interpreter. When an interpreter is needed, the signer or the signer’s representative arranges and pays for the interpreter. Industry practice is that the client coordinates accessibility-specific interpreters, particularly for short notarial ceremonies. We’re happy to provide a written confirmation of the appointment time and document type for the interpreter’s coordination.
• Assistive listening devices. If the signer uses a personal assistive listening device, the signer brings it to the appointment.
• Choosing the communication method. The signer chooses which communication method they prefer; we accommodate that choice.

4.3 What’s Outside Scope

• Providing or paying for sign language interpreters.
• Conducting notarial ceremonies through video relay services (the interpreter must be present in person to confirm the signer’s identity, capacity, and willingness reliably).
• Any communication method that doesn’t allow us to reliably confirm the signer’s identity, capacity, and willingness.

5. Mobility Limitations

5.1 What We Provide

Mobile service is the primary accommodation here, and it’s built into our standard service model rather than offered as a special accommodation:

• Travel to the signer. We come to the signer’s home, hospital room, hospice, senior living facility, rehabilitation center, correctional facility, or any other accessible location the signer prefers. There’s no requirement that the signer travel to us.
• Bedside service. We routinely conduct notarial acts at the signer’s bedside in healthcare settings. Our specialty services are specifically designed for these situations.
• Accessible meeting locations. We confirm in advance that the meeting location is accessible for our equipment (journal, seal, identification verification) and for the signing process.
• Accommodations for limited mobility at signing. Signing can occur in whatever position the signer can manage — seated, reclined, in bed, at a wheelchair tray. Where the signer is physically unable to sign in the standard manner, we work with the signer to identify the right approach (signature by mark, signature with assistance directing the hand to the signature line, or other Texas-permitted methods).

5.2 What the Signer Coordinates

• Identifying an appropriate meeting location. Hospital room number, facility name, building entrance, parking arrangements, and any access codes or check-in procedures we’ll need.
• Facility visitor procedures. Hospitals, hospice facilities, senior living, and correctional facilities have their own visitor protocols. The signer or the signer’s representative coordinates with the facility about visitor authorization and any visitor restrictions.
• Witness arrangements where needed. For documents that require witnesses (such as Texas wills), the signer arranges witnesses. We can offer guidance about witness eligibility.

5.3 Texas Provisions for Signers Unable to Sign

Texas Notarial Law specifically addresses the situation of a signer who is physically unable to sign. Under Texas Government Code Section 406.0165, the notary may sign for a signer who is physically unable to sign or make their mark, when directed to do so by the signer in the presence of witnesses. Specific procedures and certificate language apply. We can perform this procedure when appropriate and properly documented.

6. Cognitive Disabilities

6.1 What We Provide

Cognitive disability does not preclude valid notarization when the signer has the capacity to understand the specific document and the act of signing it. We accommodate cognitive disabilities through:

• Clear, simple language. We explain the notarial process in plain language, avoiding legal jargon, and we repeat or rephrase as needed.
• Sufficient time. We work at the signer’s pace, with as much time as the signer needs to understand and respond. We don’t rush.
• Patience and willingness to repeat. We don’t treat repetition as inconvenient. If the signer needs to hear something three times, we explain it three times.
• Working with trusted support persons. Family members, social workers, attorneys, or other trusted persons may be present at the signer’s invitation. The support person can assist the signer (helping locate identification, helping the signer position the document, providing emotional support) but cannot answer for the signer or sign on the signer’s behalf.
• Capacity-aware scheduling. For signers whose capacity varies with medication timing, fatigue, or time of day, we work with the signer or representative to schedule the appointment when the signer is at their best capacity.

6.2 The Capacity Constraint

Texas Notarial Law requires that we determine the signer has the capacity to understand the document and the act of signing. This determination is made at the appointment based on our direct interaction with the signer. We assess capacity through reasonable conversation about the document — questions like “What is this document for?” or “What do you understand will happen when you sign?” If the signer can answer these questions in a way that demonstrates understanding, capacity is established. If the answers indicate confusion, lack of understanding, or that someone else is directing the signer’s responses, we cannot proceed.

This is a legal duty that applies to all signers regardless of disability status. It’s not a judgment about the signer’s worth, intelligence, or rights — it’s a procedural requirement under Texas law that exists to protect signers from documents being used against them when they don’t understand what they’re signing.

6.3 The Coercion Constraint

We watch for signs of coercion or undue influence regardless of disability status. Coercion concerns can arise when:

• A support person appears to be telling the signer what to say
• The signer appears afraid, distressed, or reluctant
• There are contradictions between what the signer says and what the document indicates
• The signer’s responses appear scripted

When coercion concerns are present, we cannot proceed. This is independent of disability — it applies to all signers — but it can intersect with situations involving cognitive disability when family members or caregivers are present. Where the signer can communicate independently with a support person assisting (rather than directing), we proceed. Where the support person is directing the signer’s responses, we cannot.

If you’re concerned that you may have difficulty answering capacity questions, contact us before the appointment. We can discuss the situation and identify whether arrangements (medication timing, time of day, having an attorney present, scheduling at the signer’s home rather than a stressful environment) might support a successful appointment.

6.4 What’s Outside Scope

• Performing notarial acts where capacity is not present at the appointment.
• Performing notarial acts where coercion or undue influence is observed.
• Making capacity determinations in advance — capacity must be assessed at the time of the notarial act.
• Substituting for medical or legal capacity assessments. If there’s a clinical question about capacity, the signer’s physician or attorney can address that separately.

7. Language Access (Non-English-Speaking Signers)

7.1 The Texas Framework

Texas notarial guidance places direct verbal communication between notary and signer at the center of valid notarization. The notary must be able to confirm the signer’s identity, capacity, and willingness directly — through whatever language both parties share. Where the notary and signer don’t share a common language, the path forward is more limited than in some other states.

In practice, this means: if you’re a Spanish-speaking signer (or any other language) and we don’t share a common language, we may need to refer you to a notary who speaks your language. This isn’t a refusal of service — it’s a regulatory limitation that exists to protect the signer and the integrity of the notarial act.

7.2 What We Can Accommodate

There are two scenarios where we can perform notarial acts despite a primary-language difference:

Scenario 1: Signer communicates in English sufficiently for the notarial elements. If the signer can communicate in English well enough to confirm identity, capacity, and willingness — even if English is not their primary language — we can proceed. The signer’s English doesn’t need to be fluent; it needs to be sufficient for the specific verbal exchange of the notarial ceremony.

Scenario 2: Document is in a non-English language with certified translation prepared in advance. Texas law permits notarizing documents in foreign languages with specific procedures. The signer arranges, in advance, a certified translation prepared by a qualified translator who is not a party to the transaction. The translator signs an affidavit attesting to the translation’s accuracy. The translation and translator’s affidavit are attached to the original document, and the notarial certificate is completed in English.

7.3 Translation Apps Are Not Acceptable

Translation applications on phones (Google Translate, iTranslate, similar services) are not acceptable substitutes for direct communication during the notarial ceremony. This applies whether the signer suggests using an app or whether the notary might consider using one. The reasons:

• Accuracy is unreliable. Translation apps make errors that can change legal meaning. The verbal ceremony’s questions (“Are you signing this of your own free will?”) need to be communicated and answered with precision.
• There’s no accountability. A human interpreter has a verifiable identity and credential. A translation app is software with no liability.
• Texas requires verified communication. Even where states permit interpreters, the interpreter must be identifiable. An algorithm doesn’t satisfy this.
• The notarial certificate must reflect a true verbal ceremony. If the verbal ceremony was conducted via app translation that contained errors, the certificate could be technically inaccurate.

If a signer suggests using a translation app, we’ll explain why we can’t proceed that way and help identify alternatives — typically referring to a notary who speaks the signer’s language, or arranging for a future appointment with a qualified human interpreter where state law permits.

7.4 What the Signer Coordinates

• Certified translation in advance when the document is in a non-English language. Translations should be prepared by a qualified, disinterested translator (not a party to the transaction or someone with a beneficial interest in it).
• A human interpreter if the signer brings one to assist with general communication around the appointment. The interpreter cannot be the primary communication channel for the notarial ceremony itself in Texas, but the interpreter can help with logistics, questions, and ensuring the signer understands what’s happening.

7.5 What’s Outside Scope

• Translation services. We don’t translate documents.
• Conducting notarial ceremonies primarily through interpreters or apps.
• Performing notarial acts where direct communication of the notarial elements (identity, capacity, willingness) cannot be reliably established.

8. Loan Signings — A Different Model

The accessibility considerations for loan signings differ from general notarizations because the professional roles are different.

In a general notarization, the notary may read documents aloud, and the signer is responsible for understanding the document with our verbatim reading as one form of support. In a loan signing, the lender is responsible for the borrower’s understanding of the loan terms, and that understanding is established before the signing appointment through the standard pre-closing disclosure process — Loan Estimate review, Closing Disclosure delivered at least three business days before signing, and any accessibility accommodations the lender or title company provides during that period.

At the loan signing itself, the notary signing agent’s role is mechanical: identifying documents, indicating where to sign and initial, and performing the notarial acts. Substantive engagement with loan terms — explaining how documents will affect the borrower, advising about loan provisions, reading documents in a way that constitutes substantive review — exceeds the notary signing agent’s authority and is prohibited by professional standards (it would constitute unauthorized practice of law for non-attorney notaries).

This means that for borrowers with disabilities approaching a loan signing:

• Pre-closing accommodations are the lender’s responsibility. The lender and title company should provide accessible documents during the pre-closing review period (large print, electronic copies for screen-reader use, alternative formats), should arrange accessibility accommodations the borrower needs to review the loan terms substantively, and should ensure the borrower has had adequate opportunity to understand the loan before the signing.
• Appointment-day accommodations are within our scope. At the signing, we can accommodate the mechanical aspects — clear identification of where to sign, magnification of signature areas, working at the borrower’s pace, accessible meeting location, accommodations for mobility limitations, working with sign language interpreters arranged for the appointment, slow pace for borrowers with cognitive disabilities, and so on.

If you’re a borrower with a disability approaching a loan signing, contact your lender or title company about pre-closing accessibility. Contact us about appointment-day accommodations.

9. Website Accessibility

9.1 Our Commitment

We are working toward conformance with the Web Content Accessibility Guidelines (WCAG) 2.1 Level AA. WCAG 2.1 Level AA is the widely-recognized standard for web accessibility and is the benchmark used by federal agencies, courts, and accessibility professionals.

This is an ongoing commitment rather than a static state. Web accessibility evolves as content changes, as standards are refined, and as testing reveals issues. We approach accessibility as continuous improvement rather than a one-time project.

9.2 What This Means in Practice

Our website is designed with the following accessibility considerations:

• Semantic HTML structure. Headings, lists, and landmarks are used appropriately so screen readers can navigate the content meaningfully.
• Keyboard navigation. The site can be navigated using a keyboard alone, without requiring a mouse.
• Text alternatives. Images include alternative text descriptions for screen reader users.
• Color and contrast. Text and background colors meet WCAG 2.1 Level AA contrast requirements. Information is not conveyed by color alone.
• Resizable text. Text can be resized up to 200% without loss of content or functionality.
• Clear language. Site content uses plain language where possible, with technical terms explained.
• Form labels and error messages. Form fields have associated labels; error messages are clear and descriptive.

9.3 Known Limitations

We acknowledge that some areas of the site may not yet meet WCAG 2.1 Level AA conformance. Known limitations include:

• Some third-party content (embedded calendars, payment processors, mapping tools) may have accessibility limitations we don’t fully control.
• Some PDF documents linked from the site may not have full accessibility tagging.
• Some older content may not yet be updated to meet current accessibility standards.

We work to address these limitations as resources allow and prioritize the issues that affect the most users or create the largest barriers.

9.4 Accessibility Testing

We test the website using a combination of automated accessibility scanning tools and manual review. We are not currently subject to a formal third-party accessibility audit, but we plan to commission one as the business matures. When a formal audit is completed, the results will inform updates to this policy.

10. Reporting Accessibility Issues

If you encounter an accessibility barrier on our website or in our service, we want to hear about it.

For website accessibility issues:

• Describe the issue and where you encountered it (specific page, specific feature, what you were trying to do)
• If possible, identify the assistive technology you were using (screen reader name and version, browser, operating system) — this helps us reproduce the issue
• Email accessibility-related issues to info@dfwnotarypro.com with “Accessibility” in the subject line for priority handling

For service accessibility issues or accommodation requests:

• Contact us as far in advance of the appointment as possible to discuss accommodation needs
• If an accommodation didn’t work or was inadequate during a past appointment, let us know — we use this feedback to improve

Our response commitment:

• We respond to accessibility-related issues within 5 business days
• We work in good faith to address barriers identified
• Where we cannot remove a barrier (because it relates to a legal constraint we must observe), we explain why and identify alternatives where possible
• For website issues, we prioritize remediation based on impact and feasibility

11. Disclaimers and Boundaries

11.1 Not Legal Advice

This policy describes our service practices, not legal entitlements. It does not create rights beyond those established by federal, state, and local accessibility laws. Where legal requirements exceed what’s described in this policy, the legal requirements apply. Where this policy describes accommodations beyond what’s legally required, those are services we voluntarily provide.

11.2 Reasonable Accommodation Standard

We provide reasonable accommodations consistent with the Americans with Disabilities Act (ADA), the Texas Human Resources Code, and applicable Texas accessibility laws. “Reasonable” includes consideration of cost, operational feasibility, and the nature of the notarial service itself. Accommodations that would fundamentally alter the nature of the service (such as performing notarial acts where the notarial requirements cannot be met) are not within scope.

11.3 Capacity-Related Determinations Are Not Discrimination

Texas Notarial Law requires that we determine the signer has the capacity to understand the document and the act of signing. Where we cannot establish capacity, we cannot perform the notarial act — regardless of disability status. This is a legal duty, not a discriminatory practice, and the same standard applies to all signers. Our refusal to proceed in capacity-related situations is consistent with the protections Texas law provides to all signers, including signers with cognitive disabilities, against documents being signed without true understanding.

11.4 Communication-Related Determinations Are Not Discrimination

Texas notarial guidance directs that the notary be able to communicate directly with the signer to confirm identity, capacity, and willingness. Where direct communication cannot be reliably established — whether due to language differences, communication-related disabilities, or other factors — we may need to refer the signer to a notary who can communicate directly with them. This is a regulatory framework that protects all signers, not a refusal based on disability.

12. Modifications to This Policy

We may update this Accessibility Policy as our practices evolve, as legal requirements change, as we learn from operational experience, or as web accessibility standards advance. When we make material changes:

• The updated policy is posted on this page with a revised “Last Updated” date
• Changes that affect ongoing accommodation arrangements are communicated to clients with active engagement agreements

13. Contact

For questions about accessibility, accommodation requests, or to report an accessibility issue:

This Accessibility Policy describes how DFW Notary Professional LLC approaches accessibility for both our notarial service and our website. It is incorporated by reference into our Terms of Service. For questions about how this policy applies to your specific situation, please contact us.