Updated 7-5-23. If you're asked to notarize for someone unable to sign their name due to a physical condition, don't panic. Some states provide alternatives when notarizing for a physically impaired signer, including:
- Powers of attorney
- Representative signers
- Signatures by mark
- Having someone else sign at the impaired person’s direction
Let's take a look at some of these options below.
Powers of attorney and representative signers
In some situations, another person may be given power of attorney for someone who cannot sign in order to sign documents on behalf of the disabled individual. This other person is known as a "representative signer" or "attorney in fact" (though the representative does not necessarily have to be an actual lawyer).
In these cases, the notarization would be performed normally, but you are notarizing the signature of the representative signer. They would present proof of identity, and their name would be entered in the Notary certificate. However, be aware that in most cases a representative signer can’t swear an oath or affirmation in the name of the disabled individual.
Some states, such as Colorado and Nevada, require Notaries to use special certificate wording when notarizing for a representative signer. Oregon, Hawaii, Montana and Utah require the representative signer to show the Notary proof that they have the authority to sign on behalf of the person in question.
Signature by mark
If the impaired signer is alert, coherent and appears willing to sign, another option may be for the person to sign documents with an 'X' or similar mark unassisted in lieu of a signature. This is called "signature by mark," which many states permit. For a signature by mark, the signer does not have to write out a full name. Instead, they make an 'X' or similar mark in front of witnesses, which can then be notarized. Depending on the state, you may need one or two witnesses.
If the signer wishes to use a signature by mark, make sure to follow your state’s requirements about the procedures. For example, California and Michigan require two witnesses to be present if a signer wishes to make a signature by mark. In California, the witnesses to a signature by mark do not need to present identification for themselves unless they are also serving as credible identifying witnesses vouching for the signer's identity.
When using signature by mark, the signer must be able to make the mark on their own. Neither you nor a third party may physically hold or guide the signer’s hand to help them make a signature. If someone asks you or another person to do this, you must tell them no.
Let someone else sign for the impaired person
If the customer is completely unable to write or make any kind of mark, some states permit the Notary or another individual present to sign the document as directed by the customer. This is sometimes called "signature by proxy." For example, if a person in Florida who is physically unable to sign wants the Notary to sign on their behalf, the signing must take place in the disabled person's presence, with two other witnesses present who have no interest in the document being notarized. Texas also allows a Notary to sign on a disabled person’s behalf, but only requires one disinterested witness to be present.
Montana and Oregon do not allow a Notary to sign on behalf of a disabled person, but a disinterested third party may sign by proxy if the instruction is given in person by the disabled individual and in the presence of the Notary.
If you’re not certain how to proceed, contact your state Notary regulating agency or the NNA Hotline for help.
If there are no options available, don't proceed
If the requirements for alternative methods of signing cannot be met, then do not proceed with the notarization. The customer will need to contact an attorney or other agency qualified to provide legal advice on acceptable alternatives to signing the document.
David Thun is the Assistant Managing Editor at the National Notary Association.
Related Articles:
Notary Tip: How to be prepared for signers with special needs
Ensuring successful notarizations for hospital and rehab patients
Additional Resources:
Notary Essentials