Witnessing a person’s signature on a legal document is an important step in ensuring the document is valid and enforceable. The witness is needed to confirm that the correct party has signed the agreement and no fraud has occurred, such as someone signing the agreement on another person’s behalf. This article will explain the essential elements of being a witness and how you can witness documents correctly.

What Documents Require a Witness Signature?

Many legal documents require that an individual’s signature is witnessed by another person. These documents include:

In some cases, the law will require certain documents, like statutory declarations or affidavits in legal proceedings, to have the signature witnessed by a person with specific qualifications (an authorised witness). There are also specific requirements for witnessing signatures on will documents such as standard wills or powers of attorney.

Who Can Witness a Signature?

In general, a witness must:

  • be over 18 years of age;
  • know the person whose signature they are witnessing;
  • not be under the influence of drugs;
  • be of sound mind;
  • not be a party to the document or have any financial interest in it;
  • not be a beneficiary if the document is a trust or self-managed superannuation fund.

What is an Authorised Witness?

Certain legal documents, such as statutory declarations and affidavits, must be signed by an ‘authorised’ witness. There are different requirements in each state and territory and the Commonwealth for authorised witnesses. However, authorised witnesses usually include a:

  • solicitor or barrister;
  • justice of the peace;
  • Notary Public;
  • senior officer of the court; and
  • other professions including a doctor, senior police officer or pharmacist.

Steps to Correctly Witness a Signature

When witnessing a signature, you must:

  1. ensure the person signs the document in front of you. It is not acceptable for them to provide you with a document that someone else has already signed and ask you to witness it;
  2. not witness an electronic signature. The person must sign the document in front of you;
  3. use blue ink or black ink, as this will scan more clearly on electronic versions of the document;
  4. check the person has signed where required on all pages of the document;
  5. initial any changes that the person makes after signing the document;
  6. state that you have known the person signing for at least one year, or have taken steps to verify their identity, such as viewing their signature on a current driver’s licence (this is only a requirement in New South Wales); and
  7. check what additional details you need to provide when witnessing, as set out on the document and provide them correctly. This may include the date, your occupation and address.

Can a Family Member Witness a Signature?

There is no general rule that says a family member or spouse can’t witness a person’s signature on a legal document, as long as you are not a party to the agreement or will benefit from it in some way. However, it is generally best to avoid it as it can raise perceptions of bias and questions about your credibility as a witness. It may also cause a court to question the enforceability of the legal document at a later date. Therefore, where possible, it is better for an independent, neutral third party to be the witness. 

Key Takeaways

If someone asks you to witness their signature on a legal document, it’s crucial you follow the right steps, or the whole document may be void. Therefore, it is a good idea to take your time to ensure:

  • you are entitled to witness the signature in the circumstances;
  • the document is signed correctly; and 
  • you have followed any witnessing requirements, such as checking the identification of the person signing if you haven’t known them for more than a year.

If you have any questions about witnessing a signature, you can contact LegalVision’s contract lawyers on 1300 544 755 or fill out the form on this page. 

Jodie Thomson
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