As a notary, it’s essential to be prepared for various situations, including helping signers who may have physical impediments that make signing documents challenging. Whether a signer has difficulty holding a pen, seeing the document, or physically signing their name, there are several tools and strategies that notaries can use to ensure the notarization process goes smoothly while maintaining legal compliance. In this blog post, we’ll explore some of the tools you can have available to assist signers and make the process more comfortable and accessible.

1. Signature Guides

A signature guide is a simple yet effective tool for individuals with vision impairments or limited hand mobility. It’s a plastic or metal template with a slot that fits over the signature line on a document, helping the signer keep their writing within the correct area. This ensures a clean, consistent signature and can give signers a sense of independence.

2. Stamp or Mark

For individuals who are physically unable to sign their name, some states allow the use of a stamp or mark as a legal alternative. A pre-approved rubber stamp with the person’s signature can be used, or they can make a mark (such as an “X”) in the presence of the notary. This is particularly helpful for individuals with severe mobility issues or those who suffer from hand tremors.

3. Assistive Technology Devices

For signers with severe disabilities, assistive technology devices like voice-activated tools or special styluses can help them sign documents electronically. In cases where eNotarization (electronic notarization) is permitted, using a tablet and a stylus can allow the signer to affix their signature without physically writing it. Notaries should ensure that the use of such devices is legally acceptable in their jurisdiction.

4. Notarial Act by Proxy

In some states, individuals who are unable to physically sign may direct another person to sign on their behalf in the presence of the notary. This is known as a notarial act by proxy. While this option doesn’t require any special tools, it’s important for notaries to familiarize themselves with the legal requirements for this process, including the possible need for additional witnesses.

5. Verbal or Thumbprint Acknowledgment

In situations where a signer cannot physically sign or make a mark, certain states allow the signer to provide a verbal acknowledgment of the document in front of witnesses. Alternatively, if the signer can make a thumbprint, it can be used in place of a signature.

6. Larger Print Documents

For signers with vision impairments, offering larger print versions of documents is a simple yet impactful accommodation. If you can’t provide a larger print document, consider having a magnifying glass or digital magnification tools available to help the signer read the text clearly.

7. Oral Communication Assistance

Some individuals may have difficulty speaking, so speech-generating devices or communication boards can help them communicate their understanding and intent. While these devices are often personal to the signer, having knowledge of how they work and being ready to accommodate them is important.

8. Remote Online Notarization (RON)

Remote Online Notarization (RON) is a great option for signers with physical impairments who may find it difficult to meet a notary in person. Using secure video conferencing technology, the notary can verify the signer’s identity and intent without the signer needing to leave their home. Some platforms may offer accessibility features like text-to-speech or other assistive technology.

9. Accommodations for Mobility Challenges

For individuals with mobility issues who cannot travel, offering mobile notary services is an excellent option. As a notary, you can meet the signer in a location that’s convenient for them, such as their home, hospital, or care facility. If you offer mobile services, consider investing in a portable printer and scanner.

10. Interpreter for Non-Verbal Communication

If a signer is non-verbal but communicates through sign language or other methods, a certified interpreter may be used. Notaries should ensure the interpreter is qualified and follow state-specific guidelines. The interpreter’s involvement should be well-documented in the notarial certificate to ensure compliance with local regulations.

Final Thoughts

Having the right tools and accommodations available is crucial to ensuring that individuals with physical impediments can complete notarizations smoothly and with dignity. Whether it’s a signature guide, assistive technology, or even offering remote online notarization, notaries should be prepared to assist in ways that meet the unique needs of each signer.

By having these tools on hand, you not only ensure the legal integrity of the notarization process but also show that you’re committed to making your services accessible to everyone.