The role of notaries in the U.S. is strictly limited when it comes to immigration matters, as immigration law is highly regulated and outside the scope of a notary’s authority. Here’s an overview of what notaries can and cannot do in these situations:

What Notaries Can Do:

1. Authenticate Signatures on Immigration Documents: Notaries can notarize the signatures on immigration-related forms, such as affidavits or applications, as long as the notarial act complies with state laws. For example, a notary may administer oaths or affirmations for affidavits of support or verify identity for signed applications.
2. Provide General Notarial Services: Notaries can perform notarial acts unrelated to immigration law, such as acknowledgments or jurats, as long as the individual provides the proper documents and identification.
3. Refer to Qualified Legal Professionals: Notaries can refer individuals to immigration attorneys or accredited representatives who are authorized to provide legal advice.
4. Act as a Translator or Prepare Certified Translation: If allowed by stated law and they are qualified, notaries may assist with translation documents. However, this should be done separately from their role as a notary.

What Notaries Cannot Do:

1. Provide Legal Advice: Notaries Cannot advise individuals on immigration matters, including how to obtain legal status or complete immigration forms, unless they are also licensed attorneys or accredited by the Department of Justice.
2. Assist with Completing Immigration Forms: Unless specifically authorized, notaries cannot help immigrants fill out forms like the N-400 for naturalization of I-485 for a green card.
3. Impersonate Immigration Authorities: In some countries, the title “notario publico” implies legal expertise, but in the U.S., notaries cannot use this title to imply they have legal authority over immigration matters.
4. Guarantee Results: Notaries cannot promise or guarantee outcomes, such as ensuring someone’s citizenship or legal status.

Potential Conflict of Importance of Notaries:

• Conflict: If a notary provides unauthorized legal advice or oversteps their role, they could face severe legal penalties, including fines, revocation of their commission, and even criminal charges. This is especially problematic in immigrant communities where individuals may mistakenly view notaries as legal advisors.
• Importance: Notaries serve as vital impartial witnesses in the immigration process. By adhering to their legal duties, notaries can help prevent fraud, protect vulnerable individuals from exploitation, and ensure the authenticity of signed documents used in immigration applications.

Remaining knowledgeable about state and federal laws surrounding notarial duties and immigration is critical to staying within your professional boundaries. If immigration-related services are of interest, seeking DOJ accreditation may allow you to expand your services legally and ethically.

By understanding the limits of their authority and adhering to legal and ethical standards, notaries can provide invaluable support to clients while safeguarding their professional integrity.

Setting the right price for your notary services is crucial for running a successful and sustainable business. As a notary, your pricing structure should not only reflect the value of your time and expertise but also comply with state regulations. From administrative fees to travel expenses and per-stamp charges, understanding how to calculate and communicate your fees ensures transparency and professionalism. In this guide, we’ll walk you through the key components of notary pricing and provide practical tips to help you create a fair and competitive rate. Please check with your state regulations regarding what and how much you are allowed to charge.

Pricing for general notary services should consider the following factors:

1. Administration Fee: Charge a flat fee for tasks such as scheduling, record-keeping, and client communication. For instance, a reasonable administration fee could be $10-$25, depending on the complexity of your process.
2. Per-Stamp Fee: Each state regulates how much a notary can charge per notarized signature or stamp. Research the maximum allowable fee for your state. For example:
   • California: $15 per notarized signature
   • Texas: $6 per notarized signature
   • Florida $10 per notarized signature
   • Georgia $2 per notarized signature
3. Travel Fees: In most states, you can charge a travel fee in addition to your per-stamp fee. Be sure this is agreed upon before the appointment. For example, the travel fee is .70 per mile. (Per IRS.Gov this increase began Jan 1, 2025)

Here’s a sample breakdown for a general notary service in a state like California:

This format ensure clarity and professionalism while detailing the costs for your clients’. Adjust rates according to your state laws and specific business policies. And it would not hurt to use Canva to create a more professional and branded invoice form to provide for your clients.

Starting and running a notary business requires more than just the knowledge and certification. The right tools and branding strategies can set you apart from the completion and streamline your operations. Here’s a guide to the essential equipment and tips for creating a professional, memorable brand.

Equipment You Need for a Notary Business :

A Reliable Printer and Scanner

A multi-function printer and scanner are essential for any notary. Look for models that provide fast, high-quality printing and scanning capabilities.

Recommended Features

• Dual trays (to handle both letter and legal-sized paper).
• Wireless connectivity for convenience.
• High-speed scanning to meet client deadlines.

Top Picks:

• Brother DCP-L2640DW: A dependable, all-in-one monochrome laser printer. It only has one tray but you can always start here due to expenses. And then later up-grade to HL-L5210DWT Monochrome Laser Printer with Dual Tray. It’s always good to have a back up printer as your business grows.

Stamps and Seals

Invest in high-quality stamps and Seals that meet your state’s requirements. Choose customizable options to include your name and commission information for a polished look.

Where to Order:

• Notary-specific suppliers like the National Notary Association or Notary Rotary.
• Online platforms like Amazon or Office Depot for customizable options.

Mobile Equipment for Traveling Notaries

If you’re a mobile notary you’ll need:

• A portable scanner (e.g., Fujitsu ScanSnap iX100 or Canon imageFORMULA R10)
• A lightweight laptop or tablet for managing documents on the go.
• A secure bag or case to store your supplies.

Business Cards and Marketing Materials

Business cards are essential for networking and promoting your services. They should include:

• Your name and title
• Contact information
• A list of core services
  • Where to order
    • Vistaprint: Affordable and customizable templates.
    • Moo: Premium designs for a professional look.
    • Canva: Design and order cards on one platform.

Notary Journal

A detailed notary Journal is required in many states to track each notarization you perform. Choose a durable well-organized journal with plenty of space for notes.

Create a business account with FedEx and UPS.

• It’s helpful to have access to resources for ordering supplies like poly bags and shipping envelopes.

Branding Your Notary Business

1. Choose a Memorable Name
   • Your Business name is the foundation of your brand. It should reflect your professionalism and services. Examples:
     • Purely Professional Notary Services
     • Elite Mobile Notary Solutions
     • Notary and Beyond Services (This name is already taken, lol)
2. Create a Logo
   • A unique logo builds recognition and credibility. Use platforms like Canva, hire a designer on Fiverr, Facebook actually have individuals who will charge a reasonable price, or 99designs to create one that aligns with your business name and values.
3. Build an Online Presence
   • A professional website and social media profiles are critical for reaching potential clients.
     • LinkedIn*
     • Facebook
     • Instagram
     • TicTok
   • Include essential information like your services, contact details, and pricing.
   • Use platforms like Squarespace, Tailor Brands, or Wix for website building.
4. Invest in Marketing
   • List your services on Google My Business for local SEO benefits.
   • Utilize targeted ads on platforms like Facebook or Instagram.
   • Offer referral discounts to encourage word-of-mouth marketing.
5. Professional Appearance
   • Your branding extends to how you present yourself.
     • Dress professionally for appointments
     • Use branded folders to present documents..
     • Get an ID badge. You can get one customized for you through Zazzle. `

Final Thoughts

Running a notary business requires organization, professionalism, and the right tools. By investing in reliable equipment and building a strong consistent brand, you’ll not only attract clients but also create a lasting impression that sets you apart.

Are you ready to take your notary business to the next level? Start with these essentials, and watch your business grow!

In the notary world, it’s easy to get caught up in comparison. Social media posts showcasing others’ success, stories of six-figure notaries, or hearing about a competitor’s big break can leave you wondering, Am I doing enough? Am I successful? But here’s the truth: your notary business doesn’t have to look like anyone else’s. In fact, it shouldn’t.

Your success is not defined by someone else’s achievements. Instead, it’s about creating a brand and business that’s uniquely yours – a reflection of your values, strengths. and goals. Here’s how to let go of comparison and focus on building a notary business that’s truly you.

Embrace Your Own Journey

No two notary businesses are the same, and that’s the beauty of this industry. While some notaries may specialize in loan signings or target corporate clients, others might focus on niche services like wedding officiating, fingerprinting, or estate planning.

Think about your skills, passions, and community. Are you particularly good at connecting with people? Maybe your strength lies in offering mobile services to busy families. Your journey isn’t about mirroring someone else’s – it’s about finding where you shine.

Define Your Brand

Your brand is more than just a logo or business card; it’s the message and image you share with the world. Ask yourself:

• What do I want my business to represent?
• What problems do I solve for my clients?
• What kind of experience do I want to deliver?

For Instance, if you pride yourself on professionalism and reliability, your branding should reflect that in every touch-point from your website to how you answer the phone. If you’re all about convenience, emphasize your mobile services and flexible scheduling.

Your unique personality and approach can set you apart. Some notaries make their business approachable and friendly, while others cater to high-end clients with luxury-level services. Make sure your branding aligns with the type of clients you want to attract.

Learn, Adapt, and Innovate

It’s perfectly fine to look at what others are doing – not to compare, but to gather ideas. Use their success as inspiration, not as a yardstick for your worth.

• Follow other notaries for tips, but adapt them to fit your style.
• Attend webinars, workshops, or local networking events to stay updated and gain new insights.
• Take what resonates with you and leave the rest.

For example, if you notice a trend in online notarization but you’re more comfortable with face-to-face interactions, consider offering hybrid options. (Check your state laws and regulations, all states are different) Use industry knowledge to build services that feel authentic to you and meet your clients’ needs.

Focus on Relationships, Not Competition

Clients hire notaries they trust. Building relationships with your community and networking with other professionals will take you further than worrying about what your competitors are doing.

• Partner with real estate agents, attorneys, and local business.
• Use social media to connect with people in your area.
• Always prioritize exceptional service – referrals and repeat clients will follow.

By focusing on building relationships, you’ll carve out your niche and build a client base that values your unique approach.

Celebrate Small Wins

It’s easy to discount the little victories when you’re busy comparing yourself to someone else’s highlight reel. Celebrate your progress, no matter how small it seems.

• Your first five-star review? That’s huge!!
• Adding a new service to your offerings? That’s growth!!
• Completing a difficult signing or helping a nervous client feel at ease? That’s a success!!

By focusing on your own progress, you’ll feel more confident and motivated to keep going.

Stay Authentic

Your notary business doesn’t need to look like anyone else’s because your story, skills, and personality are one of a kind. Authenticity is what attracts clients. Let them see the real you – whether it’s your sense of humor, your compassion, or your meticulous attention to detail.

When you stop comparing and start focusing on what makes you unique, you’ll naturally stand out in the marketplace.

Final Thoughts

The notary business is big enough for everyone. Instead of stressing about how successful someone else is, channel that energy into creating a business you’re proud of – one that reflects your values and serves your clients’ in a way only you can.

Take inspiration, but don’t imitate. Learn, grow, and build a business that feels authentic and sustainable. Success isn’t a race; it’s a journey – and your journey is worth celebrating every step of the way.

Congratulations on receiving your notary commission! Here are the key steps to take next to establish yourself as a notary public and set up your business effectively:

1) Understand Your State’s Notary Laws

• Review your state’s notary handbook to ensure you are familiar with the rules and guidelines.
• Note requirements for record keeping, fees you can charge, and any limitations on your authority.

2) Obtain Your Notary Supplies

• Purchase a notary seal or stamp that meets your state’s requirements.
• Acquire a Notary Journal for record keeping, even if it is not required in your state-it is good practice.
• If needed, invest in an embosser or additional supplies like acknowledgement and jurats certificates. This really comes in handy for your general notary clients.

3) Get Bonded and Insured

• If your state requires a notary bond secure one before starting any official business.
• Consider purchasing errors and omissions (E&O) insurance for personal liability protection. You can look into the National Notary Association (NNA) or Notary Rotary, just to name a few.

4) File Your Commission

• If you have not done so already, ensure that you file your commission with the county clerk’s office before performing notarial acts. Just be sure to check your state requirements.

5) Set Up Your Notary Business

• Register your business with your Secretary of State. Choose a business name, register with your local authorities, and obtain any necessary permits or licenses. Most people set up a home based business when they start becoming a business owner and do not need those things to run their business. Please check to see what your state law requires to ensure that you are in compliance.
• Get an EIN: Obtain an Employer Identification Number (EIN) from the IRS.GOV site. This is good to have if you are looking to expand with employees in the future.
• Open a business bank account to keep your finances separate from your personal accounts.

6) Market Your Services

• This is the time you will do some serious thinking of what you would like to have as your niche.
• Create a website to showcase your services, including specialized offers like wedding officiant, estate planning support or fingerprinting. A lot of notary newbies start out as a loan signing agent to get their feet wet and become familiar with important legal documents.
• Use Google Business Profile to make your business discover-able locally.
• Network with real estate professionals, law firms, and local businesses that often require notary services.

7) Please, Invest in Training and Certifications

• Take additional courses or obtain certifications if you plan to offer specialized services like loan signings or apostille facilitation.
• Join professional organizations like the National Notary Association (NNA), The Notary Coach, or The Notary Academy for resources and ongoing education.

8) Set Up Your Tools and Technology

• Consider getting mobile notary software for scheduling and invoicing. I personally use the app Notary Assistant and Square. There are others out there to look into once you do a little research.
• Invest in a reliable printer and scanner, especially for clients requiring copies or legal size of notarized documents.

9) Your Rates

• As previously mentioned, find your niche. Once you have determined what that will be, decide on what your rates and policies for travel fees, cancellations, and additional services will be.
• Decide on rates for specialized or extra services
  • a) After hours or rush jobs: Charge a premium for services outside of regular hours or urgent requests
  • Printing/Copying: Add fees for printing documents
  • Waiting Time: Include an hourly or per-minute fee if you’re kept waiting beyond a reasonable period.
  • Apostille Services: Set separate rates if you’re handling document authentication. ( I will go a little deeper in this topic in another posting)

10) Start Building Your Client Base

• Attend local networking events and join community organizations to spread awareness of your services.
• Offer promotional deals to attract your first clients.
• Volunteer at your local adult living facilities. There is nothing better than a family who is in desperate need of a notary and discovers that one is within their reach.

Becoming a notary is an exciting step towards building a flexible and rewarding career. By taking These essential steps, you’ll be well on your way to establishing a successful notary business and providing valuable services to your community. Remember, your commission isn’t just a stamp – it’s an opportunity to make meaningful connections and grow professionally. Whether you’re focused on general notarization, mobile services, or specialized areas like wedding officiating or loan signings, the possibilities are endless. Now, it’s time to get out there and make your mark. literally.

If you ever need any help or would like a mentor, feel free to contact me.

Angelique Abercrombie, owner of Notary and Beyond Services, LLC. My email is: angelique@notaryandbeyondservices.com