Notarizations are often straightforward, but sometimes unexpected challenges arise. From strange documents to uncooperative signers and emergency requests, notaries must be prepared to handle unusual or difficult situations professionally and legally.

This guide covers navigating unique notarization requests, ensuring that every signing meets legal requirements while protecting both the notary and the signer.

Identifying Unusual Notarization Requests

While most notarizations involve standard documents like affidavits, deeds, or contracts, notaries sometimes encounter less common requests that require extra scrutiny.

Examples of Unusual Notarization Requests:

• Notarizing an incomplete or blank document.
• Signers presenting expired or questionable identification.
• Requests for notarization of unusual legal forms (e.g., handwritten wills, personal letters).
• Signers under duress or exhibiting signs of coercion.
• Emergency notarizations outside regular business hours.

Whenever faced with an unusual request, pause and evaluate the legal requirements before proceeding.

How to Handle Incomplete or Blank Documents

One of the most common mistakes notaries encounter is being asked to notarize a document with missing information.

Best Practices:

• Do not notarize blank or incomplete documents—this could lead to fraud.
• Ensure all sections are filled out before the signer appears.
• If a section does not apply, have the signer write “N/A” or cross it out before notarization.

Reminder: If a client insists on leaving sections blank, politely explain that the document must be complete before notarization.

Dealing with Uncooperative or Difficult Signers

Some signers may be distrustful, argumentative, or unclear about the notarization process.

How to Handle Difficult Signers:

• Stay calm and professional—avoid engaging in arguments.
• Explain your role as a neutral witness, not a legal advisor.
• Ensure they are signing voluntarily—if you suspect coercion, refuse the notarization.
• Ask simple questions to confirm the signer understands the document.

If a signer remains uncooperative or refuses to provide necessary information, document the situation in your notary journal and decline the notarization if necessary.

Handling Requests for Unusual or Questionable Documents

Notaries may occasionally be asked to notarize unique documents that aren’t common legal forms.

Document Type	Can It Be Notarized?	Considerations
Handwritten wills	Maybe	Some states require witnesses, legal review.
Personal letters	Maybe	Must contain proper notarial wording.
Private contracts	Yes	Signers must agree, and ID must be verified.
Translations	No	Notaries cannot verify translations.
Photographs	No	Notaries do not notarize images.

Key Considerations:

• If a document lacks notarial wording, suggest a loose certificate rather than writing in additional text.
• If the signer asks, “Is this document legally valid?”, direct them to a lawyer for clarification.
• Never notarize a document you suspect is fraudulent.

Tip: If unsure about notarizing a document, check your state’s notary handbook or contact your state’s notary commission.

What to Do If the Signer’s ID Is Expired or Unacceptable

Proper identification is essential for notarization, but not all signers present valid or acceptable ID.

Situation	Solution
Signer presents an expired ID	Check state laws—some allow a grace period.
No government-issued ID	Use credible witnesses (if allowed in your state).
Signer refuses to provide ID	Notarization cannot proceed.
Foreign passport without U.S. entry stamp	May be invalid depending on the state.

If the signer does not have valid ID, consider alternative identification options, such as credible witnesses, if permitted by state law.

Managing Emergency Notarization Requests

Notaries may receive urgent notarization requests during nights, weekends, or unusual circumstances.

How to Handle Emergency Notarizations:

• Verify the document type and signer’s ID before agreeing to meet.
• Meet in a safe, public location if notarizing after hours.
• Charge an appropriate travel or convenience fee (if allowed in your state).
• Confirm that the signer is not under duress—emergency situations can involve pressure.

Key Rule: If a request seems suspicious or unsafe, decline the notarization—your safety and integrity come first.

When to Refuse a Notarization

Notaries must follow strict legal guidelines and decline notarization requests that do not meet legal requirements.

Reason for Refusal	Why Notarization Cannot Proceed
Signer lacks valid identification	Identity cannot be verified.
Document is incomplete or blank	Prevents fraud and unauthorized changes.
Signer is under duress or coercion	Must be a voluntary act.
Request involves legal advice	Notaries cannot provide legal guidance.
Notarial act is not permitted by state law	Must comply with local regulations.

If refusing a notarization, remain professional, explain the reason clearly, and document the refusal in your notary journal.

Best Practices for Handling Difficult Notarizations

Handling challenging or unusual notarization requests requires patience, professionalism, and legal awareness.

Best Practice	Why It Matters
Always verify the signer’s ID	Prevents fraud and ensures compliance.
Ensure documents are complete	Avoids improper notarization.
Stay neutral and avoid legal advice	Keeps notarial acts within legal limits.
Decline requests that feel suspicious	Protects both the notary and the public.
Keep detailed records in your notary journal	Provides legal protection if issues arise.

By following these best practices, notaries can confidently and professionally handle unusual and difficult situations.

Handling Unusual Notarizations the Right Way

Notaries must be prepared for any situation, from unusual documents to difficult signers and emergency requests. Knowing when to proceed, when to pause, and when to refuse ensures that notarizations are legally valid, secure, and ethical.

Key Takeaways:

• Never notarize blank or incomplete documents—ensure all fields are filled.
• Always verify ID and follow state laws regarding acceptable identification.
• Decline notarizations where the signer is confused, coerced, or lacks understanding.
• Unusual documents may require a loose certificate or legal review before notarization.
• Emergency notarization requests should be handled with caution, ensuring signer willingness.

Notaries can safeguard their practice, protect signers, and uphold professional standards by following these guidelines.For more expert guidance, visit the Notary Public Association.