How to Handle Suspicious Signers and Potential Fraud
What to Do When Something Doesn’t Feel Right

As a notary, you're often the last person standing between a questionable transaction and a major legal problem. While we’re not law enforcement, we are charged with protecting the integrity of every document we notarize.

Fraud doesn’t always walk through the door wearing a mask and carrying forged documents. Sometimes it’s much quieter. A confused signer. A controlling family member. A subtle attempt to pressure you into skipping a step.

Recognizing red flags and knowing how to respond is one of the most important parts of doing this job well.

Common Red Flags Notaries Shouldn’t Ignore

1. The Signer Seems Confused or Unaware
If someone doesn’t understand what they’re signing or looks to someone else for answers, that’s a problem. Other signs include:

• Hesitation to present ID

• Inability to speak clearly or signs of medication

• Signs of confusion, disorientation, or nervousness

This could point to elder abuse, coercion, or lack of mental capacity to sign.

2. Someone Else Is Doing the Talking
When a third party takes control of the appointment with phrases like:

• “He’s just tired, I’ll explain for him.”

• “She doesn’t speak English—I’ll translate.”

• “He can’t hold a pen, but we just need your stamp.”

That’s your cue to slow things down. A notary must witness the signer’s understanding and willingness firsthand. Anything less is a violation of duty.

3. Identification Problems
If the ID doesn’t match the name on the document, appears altered, or the signer insists on using a nickname “just this once,” it’s time to hit pause.

You’re there to verify identity, not to make exceptions or assumptions.

4. You’re Asked to Bend the Rules
Pressure to skip steps is one of the clearest signs something’s off. Common lines include:

• “Can we just date this for yesterday?”

• “I forgot my ID but it’s really me.”

• “Do we have to write it in the journal?”

Requests like these don’t require a debate. They require a professional decision to walk away.

How to Respond When Things Feel Off

Stay Professional and Neutral
Avoid accusations. Just fall back on the law. Try phrases like:

• “I can’t move forward without verifying identity.”

• “Notary law requires that the signer appear capable and willing.”

• “At this time, I’m not comfortable proceeding.”

Document the Appointment Carefully
Write detailed notes in your journal even if the appointment didn’t move forward. Include:

• What made you pause

• Who was present

• Why you declined the notarization

Your journal is your best protection if there’s ever a follow-up.

Know When to Walk Away
If you’re uncomfortable, you’re allowed to say no. In fact, you’re obligated to. Trust your instincts and end the appointment when necessary.

Report When Appropriate
If you believe fraud or abuse has occurred, you may need to take the next step. That could mean:

• Notifying the Secretary of State

• Contacting Adult Protective Services for suspected elder abuse

• Reporting immediate danger to law enforcement

Always follow your state’s procedures and requirements.

Final Thought from Notary Academy

Your role as a notary is more than stamping a page. It’s about safeguarding trust in legal transactions. Knowing how to spot fraud and act with confidence is part of doing the job with integrity.

At Notary Academy, we train and mentor notaries to navigate real-world challenges like these with clarity and professionalism. Our programs go beyond the textbook, preparing you to stand firm when it matters most.

Need help sharpening your instincts or understanding your state's rules? We're here to support you every step of the way.

Stay alert. Stay informed. And never stamp under pressure.