How to Handle Difficult Signers as a Notary Public

As a notary public, you’ll encounter all types of signers—from the calm and prepared to the confused or confrontational. While most notarizations go smoothly, some situations require extra patience, professionalism, and control. Knowing how to handle difficult signers not only protects the notarization but also ensures you uphold legal and ethical standards.

1. Stay Calm and Professional

Even if a signer is frustrated or argumentative, remain composed. Your role is neutral—you’re not there to take sides or engage in conflict. Keeping a calm demeanor helps defuse tension and sets a respectful tone.

2. Communicate Clearly

Many issues stem from misunderstanding. Explain your role as a notary in simple terms:

“My job is to verify your identity and witness your signature. I’m not here to give legal advice or explain the document. ”Use clear, respectful language to walk them through the process step by step.

3. Verify Willingness and Awareness

If a signer appears confused, hesitant, or pressured, stop the notarization. You are legally required to ensure the signer is willing, aware, and mentally competent. Never proceed if you suspect coercion, intoxication, or diminished capacity.

4. Don’t Rush the Process

Give the signer time to review the document and ask questions (within your legal boundaries). Rushing can increase stress and lead to mistakes or disputes later.

5. Know When to Say No

If a signer refuses to show valid ID, becomes aggressive, or tries to get you to skip legal steps, it’s okay—and sometimes necessary—to decline the notarization. Document the reason in your notary journal.

6. Protect Yourself

Always follow proper procedures. Record every interaction thoroughly in your journal. If a situation feels unsafe, remove yourself and notify authorities if needed. Safety and legality come first.

Final Thought

Difficult signers are part of the job. But with patience, clear communication, and strong boundaries, you can navigate even the most stressful situations while protecting yourself and the integrity of the notarization.