notary resource hub
Whether you’re just starting out or expanding your notary business, this page provides essential tools, guides, and resources to help you succeed.
Getting Started as a Notary
Step-by-Step Guides
Understand Your State’s Laws:
Each state has unique rules for becoming a notary, performing notarizations, and setting fees.
Pricing for notarizations is state-mandated. Some states also restrict or allow travel fees.
Example: California limits notary fees to $15 per notarization, while Texas allows $6.
Resource: NNA State Fee Primer for your state-specific rules.
Meet Your State’s Requirements:
Visit your state’s Secretary of State (SOS) website to learn about the application process.
Resource: Access All SOS Pages.
Understand Travel Fee Rules:
Some states, like Texas, allow travel fees as long as they are disclosed upfront. Others, like California, have specific regulations.
Check your state’s rules with the NNA.
Essential Notary Supplies
Must-Have Tools
Notary Stamps and Seals: Ensure your stamp meets your state’s requirements.
Supplier: NNA Stamps.
Notary Journal: A required tool for securely documenting all notarizations.
Example: Modern Notary Journal.
Fingerprinting Supplies: Offer ink-based or digital fingerprinting.
Recommended Vendors
Expanding Your Notary Business
Additional Services to Offer
Remote Online Notarization (RON): Use platforms like Notarize or DocVerify. (Please Note: As a RON you will need a digital certificate from vendors such as Identrust and Intesi.)
Permit Running: Assist clients with permit applications for construction, signage, and events. Learn more through your local city clerk's office.
Fingerprinting Services: Provide ink or digital fingerprinting for background checks and licensing.
Process Serving: Deliver legal documents such as subpoenas, complaints, or summonses.
Training Resource: National Association of Professional Process Servers.
Field Inspections: Document property conditions or verify assets for financial or insurance clients.
Training Resource: SOFI Field Inspections.
IPEN (In-Person Electronic Notarization): Conduct notarizations in person using electronic devices.
Tool: Signix IPEN.
Digital Court Reporting: Provide transcription or legal documentation services for attorneys.
Training Resources: The Court Reporting Academy, BlueLedge, Digital Court Reporting 101, Learn To Transcribe
MavSign Auto Loan Signing Agent: Specialize in notarizations for auto loans and leases via MavSign’s network.
Software for Notaries
Free or Cost-Effective Tools
Scheduling
TidyCal: Affordable and user-friendly scheduling for appointments. Visit TidyCal.
Calendly: A popular tool for seamless appointment bookings. Free and paid plans available. Explore Calendly.
Document Management
Google Drive: Free with 15GB of storage. Perfect for organizing documents. Use Google Drive.
Dropbox: Free for up to 2GB of storage. Paid plans available for more. Learn more.
E-Signature Platforms
DocuSign: Trusted platform for digital signatures. Visit DocuSign.
SignNow: Affordable e-signature service. Learn more about SignNow.
Accounting & Invoicing
Wave: Free accounting software with invoicing capabilities. Get Wave.
Zoho Invoice: Free for up to 5 customers. Try Zoho Invoice.
Marketing
Buffer: Manage and schedule social media posts. Try Buffer.
Canva: Free graphic design tool for marketing materials. Design with Canva.
Legal and Compliance Resources
State-Specific Resources
Know Your State Laws:
State-mandated fees, acceptable notarial acts, and travel fee regulations vary significantly.
Resource: National Notary Association (NNA) State Law Primer.
Notary Bonds and E&O Insurance: Protect your business with bonding and errors & omissions insurance.
Providers: NNA Insurance or Merchants Bonding.
FAQ’S for Notaries
General Notary Questions
What’s the difference between a notary public and a signing agent?
A notary public performs general notarizations like acknowledgments and jurats.
A signing agent specializes in handling loan documents for real estate transactions.
Can I notarize documents for family members?
It depends on your state. Many states prohibit notarizing for close relatives to avoid conflicts of interest.
What’s the maximum fee I can charge for notarization?
Fees are set by your state. Example: California allows $15 per notarization; Texas limits fees to $6 for acknowledgments.
Can I perform notarizations in other states?
Notaries are commissioned at the state level and can only perform notarizations within their commissioning state.
Do I need to keep a notary journal?
Some states, like California and Texas, require it. Even if not required, a journal is a best practice for legal protection.
Remote Online Notarization (RON)
What is RON?
Remote Online Notarization allows notaries to perform notarizations via secure online platforms using audio-video technology.
Is RON legal in all states?
RON is authorized in many states, but the laws vary. Check your state’s RON guidelines before offering the service.
What platforms can I use for RON?
How do I get approved for RON?
Some states require an additional application, training, or technology approval.
Notary Business Practices
How do I set my travel fees?
Travel fees are state-regulated. Some states allow notaries to charge a reasonable fee if disclosed upfront.
Can I advertise my notary services on social media?
Yes, but avoid implying that you are an attorney unless you are one. Follow state advertising rules.
Do I need liability insurance?
Errors & Omissions (E&O) insurance is not always required but highly recommended to protect against mistakes.
What is process serving, and how do I get started?
Process serving involves delivering legal documents, such as subpoenas or summonses. Some states require licensing.
Resource: National Association of Professional Process Servers (NAPPS).
Expanding Your Services
What is IPEN, and how is it different from RON?
IPEN (In-Person Electronic Notarization) is conducted face-to-face but uses electronic devices.
Unlike RON, IPEN does not require remote technology.
What types of documents can I notarize as a signing agent?
Loan documents like mortgages, deeds of trust, and refinance packages. Signing agents must complete additional training.
How can I start offering digital court reporting?
You’ll need transcription software, training, and sometimes certification depending on state requirements.
Training Resource: American Association of Electronic Reporters and Transcribers (AAERT).
What is MavSign, and how can I join?
MavSign is a network that connects notaries with auto loan signing opportunities.
Learn more and sign up: MavSign.
Notary Laws and Compliance
What is a notary bond, and is it required?
A notary bond protects the public against errors or misconduct. Many states require it as part of the commissioning process.
Can I refuse a notarization?
Yes, if the document is incomplete, the signer lacks proper ID, or you suspect fraud.
What forms of ID are acceptable for notarization?
Most states allow government-issued IDs like driver’s licenses, passports, or state IDs. Always check your state’s rules.
What should I do if I make a mistake on a notarized document?
Correct errors immediately if the signer is still present. If not, the document may need to be re-notarized.
Marketing and Networking
How do I market my notary services?
Use social media, create a Google Business Profile, network with real estate professionals, and join notary directories like 123Notary.
Should I create a website for my notary business?
Yes, a website enhances your professionalism and visibility. Use affordable platforms like Wix or WordPress.
How do I find clients for specialized services like permit running or field inspections?
Network with local businesses, construction firms, and city agencies. Use platforms like SOFI for training and client leads.
How can I join a professional notary network?
Memberships in organizations like the National Notary Association (NNA) or local notary groups can provide networking and training opportunities.