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Notary News

4 Ways A Mobile Notary Can Protect Nonpublic Info

Handling sensitive nonpublic information can be a daily occurrence for a mobile notary. Don’t let your daily tasks get routine. The safeguarding of NPI (non public information) is one of your most important responsibilities as a mobile notary. Here are four ways a mobile notary can protect nonpublic information.

1. Secure Physical Access to Information

As a mobile notary, you are out of the office, often in situations where there are not locked filing cabinets or safes readily available. Storing information in your vehicle is generally a bad idea, but a trunk or another locked part of your vehicle is much better than leaving documents or electronic devices sitting in plain view on the backseat of your vehicle.

Plan your day so you are not leaving important information in less secured areas for long periods of time. You may even want to consider the new notary model and office in your plans, as that leaves the possibility you may have sensitive information on you longer.

Be sure that your laptop bag, tote, or briefcase does not have any branding about your profession as a mobile notary stitched on the bag. Carry a plain, unbranded bag. There are times to brand yourself and other times you do not want to draw attention to yourself and the information you may be carrying.

Make sure all confidential information, including your notary journal, are stored in a locked filing cabinet, desk, or safe when you are at home or in the office. Consider contracting a monitored alarm system for your home or business. Locks and alarms are proven measures in preventing theft.

4 Ways A Mobile Notary Can Protect Nonpublic Info

2. Secure Electronic Access to Information

Using electronics, software programs, and apps are a must for running an effective business in today’s world. Here are some ways to keep your electronic devices protected:

  • All computers, tablets, and smartphones must be password protected.
  • Make sure your passwords are strong and follow best practices.
  • Protect your passwords, do not write them down and leave them laying on your desk. If you need to write them down use an encryption and keep them locked with your other important papers.
  • Keep your operating system and all programs updated – this will reduce the risk of cyber attack from viruses and worms.
  • Follow Email best practices and be on the lookout for spam and phishing.
  • Stay off public WiFi. Instead, use a Virtual Private Network (VPN) or use your cell phone to launch a mobile hotspot.
  • Use an app that can locate all of your devices.
  • Do not share use of your computer or the electronic devices you use for your notary business with your family.

3. Maintain Responsibility

“Loose Lips Might Sink Ships” was propaganda during WWII. The message was that sharing too much information can be detrimental. As a mobile notary, a good rule of thumb is to treat all of the information you are responsible for as NPI. The more careful you are with the information you share the less chance there is of making a mistake and sharing information that another party does not need to know.

Make sure you are properly and promptly sending signed documents through an authorized carrier and requiring a signature receipt. Return or destroy any documents that are not part of the signing. Do not leave documents unattended before, during, or after a signing that may find the eyes of another party.

You are responsible for the security of this information. If it is ever compromised, alert the party immediately. Immediate notification is your responsibility and can help the party handle the situation and limit damage. The protection of sensitive information by a notary is so important that you may be held liable for any damages caused from information not taken care of.

4. Have a set of policies and procedures regarding NPI

Policies and procedures are not just for large companies. Make sure you have your own policies in place. Determine how you are going to receive information, protect information once it is in your care, and how you are going to return or destroy information. Make sure your policy meets all of the guidelines legally required. Here is a great checklist from NationalNortary.org that you should be sure to include in your policy for handling NPI. Once you have your policy stick to it.

Sunshine Signing Service

Your Nationwide Notary Signing Service

Increase your efficiency and bottom line with Sunshine’s Mobile Notary Services and Online Notary Services. Sunshine is always there when you need us.

GET STARTED

Or Call us at (727) 817-0000

A Notary Signing Service and 4 Reasons Title Companies Work with Them

In our increasingly mobile and digital world, a notary signing service company has taken on a new importance. In today’s business environment, the way we do business has changed. It is common for business transactions to take place across different states, and even in different time zones. Accordingly, this results in almost instantaneous deals and agreements.

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Top 6 Smart Phone Apps for Mobile Notaries in 2016

Being a mobile notary means you are constantly on the go. Keeping yourself organized and making sure you have all the information and resources you will need is imperative to being successful.

There are many tools that you can use to help you in your career as a mobile notary. If you don’t have a smart phone you should consider getting one. Some might even consider not having one a big mistake. It will allow you to download apps that are a small fee or even free.  

Below are just a few apps that you might want to look into to see how they can help you be the best mobile notary possible. Then go off and get yourself listed on some review websites.

Here are the Top 6 Smart Phone Apps You Need in 2016:

1. Google Calendar

Google Calendar App

Having a calendar app can be a great way to make sure you don’t miss an appointment. You can set up reminders and send calendar invites to your clients reminding them of your appointment. The google calendar app integrates seamlessly with Gmail, Drive, Contacts, Sites and Hangouts so you always know what’s next.

2. Magical Miles

Magical Miles App

When it comes time to do you taxes you will be glad you used an app like Magical Miles. There’s no need to remember to track your drives, because Magical Miles senses when you’re driving and does it for you. Automatically calculated trip distances and deductions based on your actual routes driven. Effortlessly export your logs as a spreadsheet to share with your accountant, your boss, or the IRS. Easily enter expenses, log notes, and classify drives by purpose and vehicle. Quickly swipe to delete personal, non-deductible drives, or classify them as non-deductible to keep track of them.

3. Google Keep

Google Keep App

Forgetting to take something to a signing can be embarrassing and upset the client. It could also cause an important deadline to be missed. Google Keep is a great app that allows you to add items with a check box so you can add items and them mark them off as you have gathered them up.

4. Fedex Mobile Solutions

Fedex App

After a signing the majority of documents need to be shipped back to their origin.

With Fedex mobile solutions, you can find FedEx locations, track and schedule deliveries, and more-even when you’re on the go.

5. Square

Square App

The days of having to mail the client an invoice and then waiting to get a check in the mail are long gone. There are many digital ways for the client to pay for your services.

Having a secure and convenient way for the client to pay you is possible with Square. They offer a magstripe reader that plugs into your smart phone allowing you to swipe credit cards anywhere. Fast setup, no commitments.

Send receipts via email or text message, or connect a receipt printer to a tablet. Personalize your signature screen and receipts with a logo and cover photo. All major credits are accepted.

6. Google Docs

Google Docs App

Most likely you are already using this one, Google Docs. But, just in case you aren’t it is also a great tool. You can create a document on your desktop or laptop and it will also be available on your smartphone. Changes and revisions are saved and can be accessed from any device.

Being a mobile notary can be a fun and exciting career, meeting new people and visiting different locations. Utilizing the apps will help you be efficient and successful. Clients will recognize your professionalism and hopefully become repeat customers and refer your services.

Sunshine Signing Service

Your Nationwide Notary Signing Service

Increase your efficiency and bottom line with Sunshine’s Mobile Notary Services and Online Notary Services. Sunshine is always there when you need us.

GET STARTED

Or Call us at (727) 817-0000

An After Hours Notary Makes Signings Possible

I saw this question posted in a forum for notaries:

“Where can I find an after hours notary?”,

Benjamin Franklin

One of the suggestions posted in response read,

“My mother is a notary public, she is at the beach”.

Abraham Lincoln

Yes, there are many notaries that take well deserved breaks on the weekends or at night, but there are also others who pride themselves on being an after hours notary.

Working on weekends or after hours is part of their business plan and a point of difference from their competitors. The availability of these notaries allows more business to be done outside of the normal working hours.

Why do Notaries Need to Work After Hours?

The world changes quickly. Nine to Five is a thing of the past.

Does anyone get a paid lunch hour anymore anyways?

With a world wide economy, business moves at all hours of the day. A new owner may fly in for just a few hours before they have to leave town again. And they might not fit in the old school schedule. And depending on the signing, the client may need an online or a mobile notary.

Even individuals work outside the box, and need notary services that work within their schedule.

To meet that challenge, some notaries have/had to step forward and update or change their hours. Maybe they just work whenever the crow takes them there.

But, they are needed. They are a key component in profiting from the global economy and helping to keep it moving.

After Hours Notary

Finding an After Hours Notary the Hard Way

There are several sites online that provide a directory of notaries.  Some even specify if the person is a 24 hour notary.

So you can labor yourself through those sites and pick out notaries one by one.  You can then call them and hope they are available when you need them.

This gets old quickly.

Even if you find an after hours notary available for this signing, what about the next one?  And the one after that?  It quickly becomes evident that you are wasting too much time trying to sift through all the muck to find your notary public.

Finding an After Hours Notary the Easy Way

The good thing for you, is you have found both your mobile and remote notary service.  We take all the hassle out of finding an after hours notary.

We do so because we have a network of tens of thousands of certified and background checked notaries at our disposal.  Using our specialized software, we can usually find you a notary in less than half an hour.  And have them at your site within four hours.

Sunshine Signing is like the “easy button” for your after hours notary.  Oh, and we can get them to you during normal business hours as well.

In face, we pride ourselves on finding you a notary public 24/7/365.

Sunshine Signing Service

Your Nationwide Notary Signing Service

Increase your efficiency and bottom line with Sunshine’s Mobile Notary Services and Online Notary Services. Sunshine is always there when you need us.

GET STARTED

Or Call us at (727) 817-0000

5 Cardinal Tips for Dealing with the Tough Signing

Every business owner deals with the occasional difficult client. Being able to handle those difficult clients goes a long way to your bottom line. After all, the overall costs of finding new clients is often more expensive than retaining current clients. As a business owner, you need to find a way to keep the difficult client happy. Here are five tips that can help avoid and handle the tough signing.

1. Be Prepared

Making sure you have all your ducks in a row can mean the difference if a signing is going to be good or not. Not being prepared can frustrate the client and bring unnecessary tension to the situation. You are a professional. You need to make sure you have communicated with the client, know the instructions, and know how to get to the location of the signing well in advance so there are less surprises. There will be less surprises when you do all you can to be prepared.

2. Courteous and Professional Conduct

This seems like an obvious point, but evaluating your own conduct can be very difficult. If you are consistently dealing with tough clients have you ever stopped to ask yourself if you may be the problem? Are you making a mistake you are unaware of? Are you doing the little things that you should be doing to be courteous and professional? Some basic questions to ask yourself:

  • Are you arriving at your appointments on time?
  • Are you finishing your appointments on time?
  • Do you use language that is appropriate for business conversations?
  • Is your dress appropriate for business meetings?
  • If there is a problem, are you communicating promptly and effectively with the client?

Following the golden rule is always good advice when working with other people. Courteous and professional conduct are at the base of good customer service. The answer doesn’t always have to be “yes”, but all of your clients should be treated with respect. Having the confidence to evaluate your own conduct can help you provide better service to your client base.

5 Cardinal Tips for Dealing with the Tough Signing

3. Pro-actively Fix Mistakes

Everyone makes mistakes. The client hired you to do a job. It is your responsibility to make sure that job is completed. Pro-actively fixing your mistakes shows you are responsible which may lead to more trust from your client. Telling your client a mistake was made is not a pleasant conversation. Having that conversation after fixing your mistake is slightly easier for all parties.

4. Don’t Be Afraid to Say “No”

Saying “no” can actually avoid conflict. Most clients get frustrated or upset when an expectation they have is not met. If you are given an opportunity for a signing that will be hard for you to complete within the client’s expectations, you may want to turn it down. It may be better to say “no” upfront then to end up with a frustrated client because you are not able to fulfill on a promise that you made.

5. Learn Resolution and Conflict Management Skills

Your learning should focus on more than the knowledge you need to be a mobile notary. Working with people is central to your career. Learn resolution and conflict management skills by reading blogs and articles or attending a professional training. There are many business communication training classes that cater specifically to the self employed and small business owners. Conflict management is a skill that can be learned.

Dealing with difficult clients has more to do with you than it does with your clients. Take responsibility for good customer service by following good practices and honestly evaluating conversations that did not end positively. Remember that good customer service can lead to referrals growing your business.

Sunshine Signing Service

Your Nationwide Notary Signing Service

Increase your efficiency and bottom line with Sunshine’s Mobile Notary Services and Online Notary Services. Sunshine is always there when you need us.

GET STARTED

Or Call us at (727) 817-0000

How Well Do You Market Yourself as a Mobile Notary?

Mobile notaries compete in a crowded market and can feel that there is not much to differentiate one notary from another. Do not fall into this trap! The truth is that there are many factors that distinguish you from your competition. Defining and then promoting your differences is marketing. Here are some tips that will help you refine, or heaven forbid, establish your marketing plan.

Define Your Geographical Market for Marketing

Your business plan should already have a defined geographic area in which you work. You know that if you travel outside of the defined area that the job will not pay enough to cover the costs and time of travel. Your marketing plan needs to match your business plan. Are you spending your marketing budget outside of that area? If the answer is yes, you are wasting money advertising in an area where your product is never going to be available.

Geographic marketing boundaries are easy to define on most social media advertising platforms. Even cable advertising has broken their markets into geographically aligned models. Make sure all of your campaigns are covering the same territory you will be serving.

Highlight Your Skills and Experience

What skills do you have that your competitor may not have? Ask yourself some simple questions that will help you define your skills. Do you speak another language? Do you have a background in law or real estate? Are your customer’s satisfied with your service? How many customers have you served? Identifying the answers to these questions helps you distinguish yourself from your competitors. Give your potential clients a better idea of what they are getting when they hire you.

How Well Do You Market Yourself as a Mobile Notary?

Establish Expertise in a Market

Social media is a great platform to help you establish yourself as a professional. When you get away from only sending social messages that ask for business and start sharing valuable information you become an expert in your field.

Look to establish yourself in a niche market. Did the review of your skills and experience show any strengths in a particular vertical? If you have real estate experience, make sure you are marketing yourself as an expert for signings at property closings. Brand leaders are at the top because they are successful in positioning themselves as the best.

Be Seen

Every business owner wants their product and services to be seen. After you have defined your product and the market with which it will serve you are ready to promote. You have many methods to choose from both traditionally and digitally.

Join the social platforms you have time to actually engage with. Make sure you are listed on the appropriate websites for your services that cover the correct geographical area. Run ads both traditionally and digitally that fit your strengths and professional background. Don’t forget the power of personal networking in local civic and professional groups.

Track

Setting up a system to track your marketing efforts is one of the most important parts of your marketing plan regardless of which methods you use to promote your business. You need to collect the data to know what is working and what needs to be altered or removed from your marketing plan. Once a quarter you can look back on the data that you have collected and see what campaigns are working for you. Look for ways to duplicate campaigns that have brought you success and make changes to those that are under performing.

The Results

You started this article as a Mobile Notary in Florida. By now you should see that what you really are is a Spanish Speaking Mobile Notary with over 500 real estate signings in Miami-Dade County. Marketing your brand will make you more successful as a mobile notary.

Sunshine Signing Service

Your Nationwide Notary Signing Service

Increase your efficiency and bottom line with Sunshine’s Mobile Notary Services and Online Notary Services. Sunshine is always there when you need us.

GET STARTED

Or Call us at (727) 817-0000

8 Ways You Can Protect Yourself as a Mobile Notary

Protect yourself from everything from pit bulls to petty lawsuits with these mobile notary pro tips.

It’s an on ­demand world, and the days of “bankers’ hours” are long gone. With companies like Uber and Airbnb changing the way business is done in all kinds of industries, it’s only a matter of time before notary publics have to keep up with the times, too. That’s why mobile and remote notaries are the wave of the future: They bring their services right to the dohttps://www.airbnb.com/orsteps of people who need them, and they don’t make anyone rearrange their busy lives to deal with an old ­fashioned office schedule.

Mobile notaries are definitely cutting­ edge — so much so, in fact, that you may be wondering where the rule book is. Just what should you do to protect yourself in this relatively new field?

No worries. We’ve got great advice to help get you started. Here are seven important ways to protect yourself as you begin your adventures as a mobile notary:

1. Secure Your Surety Bond
Sometimes mistakes happen — and sometimes they can be costly. Every notary public needs to have a surety bond that will cover monetary damages if a mistake ends up costing the state money. Since you probably don’t have thousands of dollars lying around, a bond guarantees the money will be paid if anything goes wrong.

Protect Yourself as a Mobile Notary

2. Consider Additional Liability Insurance
Just like doctors have malpractice insurance, a notary should consider picking up additional insurance to cover damages. Notary Public Errors and Omissions insurance is usually inexpensive and offers you peace of mind. If you ever need to use that bond money, you’ll be glad you have this insurance coverage to pay it back.

3. Speaking of Insurance…
As a mobile notary, you’re going to be in your car. A lot. Make sure you have great car insurance coverage to protect you from nasty surprises. You might want to increase your liability coverage beyond the minimum. Adding glass and collision coverage can also be a good idea, especially if your car is still relatively new.

4. Have an Emergency Kit in Your Car
Your car might start feeling like your second home, and it makes sense to make it as safe as you can in the event of a break down. Keep a working jack, jumper cables, extra windshield washer fluid, flares, a snow brush/ice scraper, blanket and bottles of water in an emergency kit in your trunk. You should also have a phone charger up front. Bonus points if you keep a travel umbrella in your glove compartment as well.

5. Keep Pepper Spray in Your Pocket
You’ll probably never need it, but pepper spray is a really useful deterrent for snarly, unleashed dogs. You just never know when someone’s pit bull might be on the loose in the neighborhood you’re visiting, but a quick shot of pepper spray will send even the meanest junkyard dog away whimpering before he even gets close.

6. Go Back to School
Not all states require coursework for notaries, but taking a class to brush up on your skills is a great way to prevent mistakes. Find one in your state and sign­ up — it’s guaranteed to be an afternoon well spent!

7. Stay Sharp and Fresh
One last tip: Don’t let anyone catch you off your game. Make sure you are always dressed professionally and protect yourself from potential embarrassment with a tin of mints in your glove box. After all, you don’t want to make a terrible first impression by knocking a client dead with your coffee breath! Altoids or Tic Tacs are an easy fix.

8. Error Check Yourself to Avoid Costly Errors.

Yes, you may be insured and have a surety bond, but that does not mean you want to have anything looking out of place. Make sure you don’t hit an easy, but costly, notary mistake.

Sunshine Signing Service

Your Nationwide Notary Signing Service

Increase your efficiency and bottom line with Sunshine’s Mobile Notary Services and Online Notary Services. Sunshine is always there when you need us.

GET STARTED

Or Call us at (727) 817-0000

4 Notary Websites You Need to be on for Reviews

Studies reveal that 70% of people completely trust the information provided in online reviews. For better or worse, the internet has replaced the local watering hole where most people go for advice on who to hire. And this includes any mobile notary public, which is why you need to be proactive on notary websites that offer reviews.

Prospective clients will use the reviews to determine if they will choose your services over the competition. It is important to be proactive and create your own profile on as many review websites as you can. Below are four of the most popular and make an excellent starting point to establish your reputation online as a great notary.

Not All are Specifically Notary Websites, but this is a Great Start

Yelp

Since its inception in 2004, Yelp has established itself as the leader in online review sites. As a notary service provider, you can create or claim your business page to establish your presence on this site. On your business page, you can list your service areas, hours, payment information and rate range. Your past clients can post reviews and give you a star rating from one to five. Your star rating generates a detailed monthly and yearly trend report you can use to gauge your business growth and reputation increases.

4 Notary Websites for Reviews

Angi

Angi, formerly Angie’s list, allows your clients to shop for your mobile notary services right on the site. Upon selecting your ad, site visitors can read about your service package, check pricing information and read reviews from your past clients. The site gauges your reviews to create an overall letter grade. All of the reviews are verified to keep malicious individuals from driving down your rating. If you reach specific review milestones, you may even receive an award that displays prominently on your service page.

Yellow Pages

At first glance, the Yellow Pages may feel a little outdated. However, this site continues to be a trusted source for online reviews. Site visitors can search for your company by name or service type. Upon landing on your page, they can browse through detailed reviews and a simplified star rating. Links to your website, social media accounts and contact information allow for quick and easy accessibility for individuals in need of mobile notary services.

123Notary

The up and coming site, 123Notary, lists your service page alongside other industry professionals in your area with just a single search. The basic profile layout allows you to create a bio and include your full range of services for clients to review. Upon completion of the scheduled service appointment, clients can return to your service page to leave a review about their experience. Positive and neutral reviews are immediately listed with the client’s name and posting date. Negative reviews are screened in a two stage process to eliminate erroneous or unfair depictions of the provided services.

Encouraging Positive Reviews

Obtaining reviews from your clients on notary websites is often as easy as asking for an honest summary and star rating before you leave the appointment. You can create business cards with links to your favorite review sites to help clients navigate to the appropriate place to share their experience.

As your web presence improves, your past and current clients can search for your name online and leave a review on the site of their choosing. When you receive a review, you can address the user with a message of thanks or offer to rectify negative situations or interactions. Your feedback reinforces your commitment to providing the best services possible in such a competitive industry.

The more engaged you are on notary websites for reviews, the more willing you appear to accept new business.

Sunshine Signing Service

Your Nationwide Notary Signing Service

Increase your efficiency and bottom line with Sunshine’s Mobile Notary Services and Online Notary Services. Sunshine is always there when you need us.

GET STARTED

Or Call us at (727) 817-0000

A Notary Signing Company Helps Businesses Like Yours Thrive

Notary signing agents associated with a notary signing company provide a variety of services to individuals and businesses in their local communities, including transferring power of attorney, real estate transactions, time sensitive documents such as loan documents, and any other important paperwork that requires notarization.

Many consumers associate notary services with the necessity of visiting an office during standard business hours, causing inconvenience and possibly even hardship in some cases. This is particularly true for those experiencing limited mobility, parents of small children, or people with difficulty getting time off from their employment obligations.

Out-of-the area property purchasers who are unfamiliar with the area and are on limited time schedules also benefit from a nationwide notary service.

The following are just four of the ways a signing agent company helps businesses like yours thrive.

Nine-to-Five Doesn’t Work Anymore

Today’s economy is experiencing a revolution, and those who only conduct business during the traditional hours of nine-to-five on weekdays are missing out on significant opportunities.

For instance, clients who are flying in from another area to finalize real estate purchases appreciate being able to sign the necessary paperwork on their own schedule rather than waiting until a traditional notary office is open for business.

Busy professionals also prefer to handle personal transactions outside of their normal working hours.

In many ways, the nine-to-five business environment is evolving, becoming customized to suit individual needs and preferences and is becoming a 24 hour industry.

A Notary Signing Company Helps Businesses Like Yours Thrive

Notary Services from a Signing Company Saves Everyone Time

By the coming to the location of your choice, whether it’s over the computer, a hotel room, coffee shop, or your office rather than scheduling a time when everyone can meet at a traditional notary public’s office, notary signing companies save everyone time.

Online signing agents are available remotely for many signings, while mobile signing agents can meet you and your clients anywhere, freeing everyone up for other business matters.

A business should give thought to letting the customer choose based on preference. There will always be people who want to do business face to face. And your business can use it as a premium service, just like it is a large part of Sunshine’s white glove service.

Mobile Notary Agents Provide Maximum Flexibility

An agent can even meet you at an airport when you or your client are traveling between destinations. They can also come out to the property that’s being sold in order to streamline the process.

In instances where someone who needs to sign legal documents, such as living wills or last wills and testaments, the agent can meet all involved parties in the person’s hospital or hospice room.

Notary Signing Company Services Help Keep Costs Down

Many businesses recruit, train, and employ in-house notaries to avoid having to go to a notary office when legal documents need to be signed.

However, with a notary signing company, you’ll only pay for the services that you actually use, without the expense of paying an in-house employee a regular salary and benefits.

Even if you don’t have an in-house notary, mobile services help cut costs by requiring significantly less time and effort on the part of you, your employees, and your clients.

To find out more about how a signing agent company helps businesses like yours thrive, please feel free to contact us below and one of our specialists will be more than happy to help you.

Still Interested.  See the Top 5 Reasons to work with a Notary Signing Company.

Sunshine Signing Service

Your Nationwide Notary Signing Service

Increase your efficiency and bottom line with Sunshine’s Mobile Notary Services and Online Notary Services. Sunshine is always there when you need us.

GET STARTED

Or Call us at (727) 817-0000