You have a document with a disputed signature and several other handwritten documents by the same person. Before submitting them for examination, it is worth organising the provenance, dates and form of each document. A well-described collection makes it easier to establish which entries can serve as reference material and what is still missing. The checklist below concerns preparing a case for consultation; selecting samples for the examination itself remains the expert’s task.
Separate questioned documents from comparison documents
In the first group, place documents whose writing is in doubt. In the second, list the documents proposed for comparison. For each, add why you attribute its handwriting to a particular person. ‘Found in their folder’ means something different from identifying a document whose signing was confirmed in known circumstances.
NIST distinguishes writing of known origin from questioned material. Comparison material may include writing produced in ordinary life and samples obtained specifically for examination. Their nature and origin should be established before comparison. [1]
Agree on the type of writing and period
State whether the examination concerns extended text, a short signature, an abbreviated signature or numerals. According to ENFSI, relevant factors include comparability, sufficient writing to assess natural variation and, depending on the case, proximity in time of creation. There is no single number of sheets that guarantees sufficient material in every case. [2]
For the initial enquiry, prepare a list of documents from around the time of the disputed writing, as well as earlier and later documents. You do not need to reject any group yourself. If you know only an approximate year, mark it as approximate. A date printed in a document does not always establish the exact time the handwriting was produced.
Prepare a simple list
A table or list with five details for each item is sufficient:
- Identifier: a short name, such as ‘contract A, page 3’.
- Form: an original, scan, photograph or photocopy.
- Period: the known or approximate date the writing was produced.
- Origin: where you obtained the document and what is known about its signing.
- Contents: signature, initials, handwritten text or numerals, and their location.
Put labels in a separate inventory, on the packaging or in working-copy filenames. There is no need to number originals with a pen. If a document contains entries by several people, state this in the description. This avoids leaving the expert to guess exactly what you are proposing for comparison.
Do not select only the most similar signatures
For the consultation, present the available collection with a description, including signatures that look different from the others. You may note your own concerns, but do not organise documents according to the expected outcome. In practice, it is most convenient to retain chronological order and identify items whose origin you cannot confirm.
Also separate observations from assumptions. ‘The document was written after a hand injury’ is information that requires a stated basis. ‘This person’s handwriting was different then’ is a preliminary assessment that must still be tested against the material. Provide only the data needed to clarify the specific issue; the scope of additional documentation can be agreed during consultation.
Agree on examination samples with the expert
Do not independently arrange repeated copying of the disputed text or imitation of the questioned signature. If samples produced specifically for comparison are needed, their scope and the conditions for obtaining them must be agreed in advance. In a case handled by a court or another authority, the method of obtaining material must also be considered in relation to the applicable procedure.
For example, you have three signatures on contracts, a form completed by hand and a photograph of an old letter. Describe all the types of material in your first message. Ask which originals will be required and whether the available collection is suited to the question about the signature on a particular contract. This description is more useful than sending several dozen files without explanation.
Agree on transfer arrangements and the next step
Before sending documents, agree on receipt arrangements, secure packaging, confirmation of the document inventory and their subsequent return. State if you have only copies. A preliminary consultation may result either in a proposed examination or in a list of specific missing material. Send a description of documents for assessment or check differences between an original and a scan.
Sources
- NISTIR 8282R1, Forensic Handwriting Examination and Human Factors, 2021, glossary: Known Writing; chapter 1.2.4.
- ENFSI, Best Practice Manual for the Forensic Handwriting Examination, 4th edition, 2022, annex 4, section 4.2.4.
Sources accessed: 23 October 2026.