As a mobile notary serving San Diego County, I’ve learned that the first 15 minutes of any appointment can tell you everything you need to know about how the signing will go. Here’s a scenario every notary should recognize—and how to handle it professionally.
The Setup That Should Worry You
You arrive at the appointment on time, documents organized, ready to provide professional notary services. But instead of meeting the signer, you’re greeted by a family member or caregiver who says:
- “Oh, she’s just finishing lunch—can you wait a few minutes?”
- “He’s getting ready, but here are the documents to review while you wait”
- “Can you wait over here”
This should immediately raise red flags.
Why the Wait Happens
After years of mobile notary work across La Jolla, Rancho Santa Fe, and throughout San Diego County, I’ve seen this pattern repeatedly. Here’s what’s usually happening behind the scenes:
The signer is having second thoughts. Whether it’s a power of attorney, estate planning documents, or real estate papers, they may be reconsidering their decision.
Family pressure vs. personal wishes. Sometimes family members are more eager for the signing than the actual signer.
Capacity concerns weren’t disclosed. The signer may be struggling with understanding the documents, memory and family members are hoping extra time will help.
Last-minute document review. The signer may be seeing important details for the first time.
The Bait and Switch The signer didn’t know the signing was happening
Your Professional Response
Meet the signer within 10-15 minutes. Politely but firmly insist: “I’d like to introduce myself to [signer’s name] and verify they’re ready to proceed. California notary law requires me to confirm the signer’s identity and willingness before we begin.”
Don’t extensively review documents without the signer present. While you can organize your supplies, avoid getting deep into document preparation when the signer isn’t available.
Trust your professional instincts. If something feels off, it probably is. You’re not just a signature witness—you’re a fraud prevention officer.
Document everything. Note the delay, circumstances, and any concerns in your notary journal.
Protecting Your Business and the Signer
Be prepared to leave. If red flags persist after 20-30 minutes, it’s often better to reschedule. A rushed or pressured signer rarely leads to a successful notarization.
Charge your travel fee regardless. Your time and expertise have value, even if the signing doesn’t proceed.
Know when to refer. If capacity seems questionable, suggest they consult with an attorney before proceeding.
Stay professional. Remember, you’re often dealing with families under stress, especially in estate planning or healthcare situations.
The Bottom Line
In my experience serving clients from hospitals to homes, the signers who are truly ready to proceed are available when you arrive. Extended delays often signal underlying issues that won’t resolve with more waiting time.
Trust your training, follow California notary laws, and remember—protecting the integrity of the notarization process protects everyone involved.
