How to Handle Difficult Signings with Confidence
The elderly woman's hand trembled as she gripped the pen, tears welling in her eyes. "This is my late husband's life insurance claim," she whispered. As a notary public, these emotionally charged moments are part of our daily reality. While we're trained extensively in proper document execution, managing the human element of difficult signings requires a different kind of expertise.
When Physical Limitations Present Challenges
Mrs. Chen's arthritis made it nearly impossible for her to hold a pen steady. Her signature looked different from her ID, raising immediate concerns. In situations like these:
Take your time. Explain that it's perfectly fine to sign slowly and that you'll wait patiently
Suggest using a rubber grip on the pen to make it easier to hold
Document any physical limitations in your notary journal, noting why signatures may appear different from ID
Consider legally approved alternative signing methods such as:
Signature by mark (typically an "X"), with proper witnesses and additional documentation according to your state's requirements
In some states, signature by proxy where statutorily permitted, following strict protocols for documenting the signer's request and witnesses present
Navigating Family Dynamics
Picture this: You arrive at a signing to find three adult children arguing over their mother's power of attorney document, each claiming to know "what Mom really wants." These situations require both diplomacy and firmness:
Establish control immediately by explaining that only necessary parties can be present during the document signing
Clearly communicate that your role is to verify the signer's identity and willingness, not to mediate family disputes
If you sense coercion or undue influence, don't hesitate to stop the signing
Keep detailed notes about any concerning behavior or statements in your journal
Managing Emotional Situations
Death certificates, divorce papers, and estate documents often bring raw emotions to the surface. Recently, I notarized documents for a young widow finalizing her husband's affairs. Her grief was palpable. In these moments:
Show compassion while maintaining professional boundaries
Give the signer time to compose themselves if needed
Keep tissues handy (individually wrapped are best)
Focus on being a calm, steady presence
If appropriate, acknowledge the difficulty of the situation with a simple "I understand this is a challenging time."
When Competency Is Unclear
One of the most challenging situations is when you have concerns about a signer's mental capacity. Yesterday, Mr. Johnson seemed confused about what he was signing, even though his son insisted everything was fine. Remember:
Ask clear, open-ended questions about the documents and their purpose
Watch for signs of understanding or confusion
Document any concerning behaviors or responses
Be prepared to decline the signing if you're not confident about the signer's awareness
Trust your instincts – it's better to decline a signing than to enable potential fraud
Download Laura Biewer's Essential Competency Questions Checklist (PDF)
These field-tested questions from notary expert Laura Biewer can help you assess a signer's awareness and protect both them and yourself from potential fraud. Print this checklist and keep it in your notary bag for quick reference during appointments.
Building Your Confidence
Handling difficult signings becomes easier with experience, but these strategies can help you feel more prepared:
Create a script for common challenging situations
Role-play difficult scenarios with other notaries
Keep detailed records of how you handled past challenges
Build a network of experienced notaries you can consult
Know your state's laws inside and out
The Professional Advantage
Successfully managing difficult signings sets you apart as a notary. Your ability to handle these situations with grace and professionalism will lead to more referrals and repeat business. Remember, you're not just stamping documents – you're helping people through significant life moments.
Ready to learn more about handling challenging notary situations? Subscribe to our weekly blog for expert tips, legal updates, and real-world scenarios that will help you build a thriving notary business. Plus, subscribers get exclusive access to our printable guide: "Essential Scripts for Difficult Signings."
Join our community of professional notaries today – enter your email below to never miss an update!
What challenging signing situations have you encountered? Share your experiences in the comments below.
