10 Tips for New Notaries Everywhere

As a notary, your job is to witness and certify signatures on a variety of legal documents - real estate, wills, trusts, powers of attorney and more. There is no shortage of the types of documents that require our services daily.

It might not be the most important job in the world, but we play an extremely important role across many industries. Here are 10 tips for new notaries everywhere that will help you succeed in your career.

1. Invest in a good notary stamp: Your notary stamp is your signature. It represents you and your work, so invest in a good stamp that will last the duration of your commission and produce clear, legible impressions and is easy to re-ink. It may cost a bit more at the onset, but it will payoff in the long run.

   • BONUS TIP: Even good quality stamps can break from time to time. Think about getting a 2nd stamp just in case!

   • SUPER BONUS TIP: Think about getting a smaller sized stamp as well. Many real estate & legal documents cram a lot of info on 1 page, leaving minimal space to leave your seal. A smaller seal helps in these situations.

2. Know your state notary laws: Every state has different rules and regulations for its notaries. Make sure you are well versed in the notary laws in your state and follow them to the T. This will help you avoid any legal troubles and ensure that your work is always above board.

3. Don't be afraid to say no: As a notary, you have the power to say no to a client if you don't feel comfortable with the situation. Maybe the document is suspicious or the client is acting shady or is urging someone to sign the document quickly without having reviewed it. Maybe the signer cannot produce the proper required ID. It's possible someone other than the person who is to sign the document comes before you to request the notarization. Whatever the reason, don't be afraid to say no. Your job is to protect the integrity of the notary process.

   • BONUS TIP: We as notaries are not there to judge the contents or legality of the documents we have been asked to notarize. And we cannot refuse notarization based on a person's age, race, marital status, religious views, etc.

4. Keep a record of everything: You are responsible for keeping a record of every document you notarize in most states. Even if your state does not require a record, it is a great practice to keep and maintain & will set you above the others, especially if there is an instance where a notarization comes into question. Items to include in your notary journal include: the date, time and location of the notarization along with the name of the signer, what type of ID you used to identify the signer. Witnesses that were present as well as any important notes that occurred during the notarization are great to include also.

5. Practice, practice, practice: Like any skill, notarizing takes practice. The more you do it, the better and more efficient you will become. Grab a set of loan documents and have a friend or family member sit with you and let you develop and practice your presentation style which will help build your confidence.

6. Stay up to date: The notary industry evolves from time to time. Make sure you stay up to date on any notary law changes in your state. Attend workshops or conferences, read industry publications and become a member of your state's notary association. If your state doesn't have one, consider joining one of the national associations. Also consider learning about and using technologies like RON (remote online notarization) & IPEN (in person electronic notarization) in your business.

7. Don't be afraid to ask questions: If you're not sure about something, don't be afraid to ask questions. It's better to ask than to make a mistake that could cost you money or your commission. Your clients will appreciate your attention to detail and you'll feel more confident in your work

8. Be organized: Our work many times requires handling lots of documents. Make sure you have a system in place to keep everything and yourself organized. This will help your efficiency while minimizing mistakes.

9. Be professional: As a notary, you are representing not only yourself, but also the law firm, title company or signing service that hired you, so it's important to be professional in all your interactions with your clients. Dress appropriately, be polite & respectful and always act with integrity.

10. Double check EVERYTHING: Before you complete the notarization, double check the entire document. Is anything missing: dates, initials, signatures or any other info that needs to be filled in? Is the venue in the notary block the correct state and county? Is there a name pre-typed in the notary block that didn't appear before you that should be lined through? Making sure all of the info on the document is complete and correct will help you avoid any costly mistakes or legal headaches.

Becoming a notary can be a great career choice as either a primary career or a side gig. With these 10 tips you'll be on your way to success. Remember, as a notary, you have an important role to play in protecting the integrity of legal documents. So take your job seriously but remember, you can still have fun along the way too!

Want to partner with Blue Ink Signings and be one of our preferred notaries in your area? We utilize the Notary Everyday platform to search for notaries. Follow this link to create and complete your profile today!