Category: Development

Becoming a mobile notary can be an awesome experience for the right person, no doubt about it.

The hard part for many, if not most of us, is that fact we are running our own business.  And, I think a lot of us find out, that it is tougher than expected, because a lot of us simply don’t know what to do?

A Little Disclaimer

We just want to make sure people know that laws and strategies vary wildly between states, and even some localities.  This article is not meant to be an end-all be-all to your studies, you will need to learn the laws you are beholden to, and in the right cases consult with the proper professionals, whether it be an attorney, accountant or other professional.

So What is in a Name?

When you are becoming a mobile notary you need to have a name for your business.  But, depending on how you structure your business, and where you do business, your requirements are different.

So when do I have to register the name?

If you are forming an LLC or Corp, you must do a search and file your name with the proper agency for your area.  Then you will follow the proper procedures to reserve the name for your blossoming business. This will most likely include additional paperwork that will have to be carefully prepared.  You can do it yourself, or a service; like some banks, registered agents, or attorneys can do it for you.

Even if you are a sole proprietor, some states require you to register your business name.  For example, the state of Florida has a website/service called Sunbiz that allows independent contractors and sole proprietors to register their business names.

When don’t I have to register the name?

When you operate in certain states as a sole proprietor you are not required to register your business name.  In these states, you get what is known as a DBA (or doing business as).  You actually do this through your bank in most places.  When you set up your business account, they will set up your DBA.

So, instead of your account being to “Sample Name” it is “Sample Name DBA (doing business as) My Awesome Mobile Notary Service. North Carolina would be a state where you can do business as a DBA.

Again, check the rules for your area.  There are a lot of small business help centers to get you through the process.

When I am Becoming a Mobile Notary do I Need a Trademark?

Probably not, unless you choose a name that is prominent or close to the name of a large corporate behemoth.

We did recently have a friend who was in business who had to change the business name for this reason.  But they were in the banking industry and their name was too close to some big fish.  A small business can’t afford a costly legal battle in that case, so even if you are in the right, you are still going to take the brunt of it.

Now, as our business gets bigger, we would more closely consider the trademark.  If we branch out into different areas, especially across state lines, we’ll need to start to actively protect our brand.  And that is the most important part of the trademark, the protection it gives you to protect the brand you’ve worked so hard to build.

What is a Registered Agent and Do I Need One?

For the most part, if you incorporate your business, you’ll need a registered agent.  What are they?

A registered agent is someone whom you designate to receive official papers for your business. These would include documents related to lawsuits, and also important communications from the state such as renewal notices for business registrations. – -NOLO

Simply put,a registered agent is someone who is guaranteed to be there during regular business hours (9-5) to accept paperwork for the business. Sole proprietors dodge the need for a registered agent for the most part, though I’d recommend checking your local area before you pass up on one.

You need a registered agent in each state where you are registered to do business. As a rule, this means any state in which you’ve registered a corporation, limited liability company (LLC), limited partnership, or limited liability partnership (LLP). – -NOLO

One note here, is that if you own a storefront that will always be manned during regular business hours you can act as your own registered agent. When becoming a mobile notary, that may not be possible, but if you are in a situation where you have a open storefront, it is an option for you.

Some registered agents do offer additional services.  I spoke with one of our notaries today who told me that her service also helps her with all of her LLC filings and makes sure all of her paperwork gets filed properly and on time.

Again, this is just a brief look at becoming a mobile notary, from the business side.  We in no way covered every area, these are just some of the early hurdles you might hit.

Continued Reading:

• How Much Do Mobile Notaries Make
• 5 Ways to Make More Money as a Mobile Notary
• Finding New Opportunities
• Low Tech vs. High Tech Marketing

And we’d like to remind you again, we just want to make sure people know that laws and strategies vary wildly between states, and even some localities.  This article is not meant to be an end-all be-all to your studies, you will need to learn the laws you are beholden to, and in the right cases consult with the proper professionals, whether it be an attorney, accountant or other professional.

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What does diversity have to do with income?

It should be noted, first, that we are talking about diversity in revenue streams that come into our business. But, why should we strive for diversity in revenue streams when trying to make money as a mobile notary?

The Answer is Simple

We have an idea on what a notary makes in the current market.  But, diversity of income helps you make more money with more consistency.

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A lot of people looking to get into becoming a notary, are obviously interested in if the opportunity is right for them and their family.  And the biggest, and best question is: How much does a notary make?

It all starts there.

Does a Notary Make Enough Money?

Well, the first thing you must understand is that there are a lot of ways to be a notary. You are obviously looking for the most profitable way, so it is important to understand how the system works.

As an Employee

If you are an employee of a business, you may be required to become a notary and perform signings for the company, even if that is not your main responsibility.

For example, you may work for a company that notarizes a lot of documents in house and that is what you do.  Or, many bank managers are also required to be notaries to notarize documents for bank customers.  That practice seems to be fading a bit, but you can see that the main role of a bank manager is not to be a notary.

How much does a notary make as an employee?

In these roles, they get paid by their employer, and if there is a notary fee, the employer collects it.  Since it falls under part of their job responsibilities, the notary gets paid whatever the agreed amount between them and their employer is.

StoreFront Notaries

These are places you see that have notary signs in the window.  They can be a range of things like mail solutions places, tax offices or even convenience stores.

At Sunshine, we also do a storefront notary business.  Like most businesses that offer this service, we do it mainly to get more foot traffic in the office.  People we can easily serve, and at the same time are exposed to our brand and the other services we offer.

When you offer a service like this, for individuals looking to get documents notarized, the amounts that can be charged are heavily regulated by each state most states (updated due to a couple of changes to laws in specific states), and are usually not high enough to earn a consistent income.

How much does a notary make with a storefront?

This is best left for businesses that offer it as an additional service.  Depending on state law, the conditions to attempt it are more favorable than others in certain locations.  But, you would need a consistent line out the door in many states to make a good living being a storefront notary.  That is just not realistic in most cases. 

How Much Does a Notary Make by Going Mobile?

There is no easy answer to this question.

But, we will say, the potential to make a good living is much higher as a mobile notary.  The potential of this being a career instead of a side thing is real.  The chance to become your own boss and own your own business is tangible and achievable.

But, it is not easy.  Don’t let someone tell you that.  It will take a lot of hard work, and it will be rewarding when it pays off.

There are different kinds of signings that pay more than the ones above.  The most talked about are mortgages, as they tend to pay the most, but there are a lot of others.  At Sunshine, we do many types of signings outside of mortgages, even outside of real estate.  For a business, even a home one, diversity of income is consistency in income. Look at the wide variety Sunsine offers for both mobile and online notary services.

Businesses need these signings done on a strict time line and at specific places.  For these businesses it is more beneficial to have a notary go on site for them than to try and use an in house employee.  It is even becoming more popular for individuals, as the convenience is worth the cost for many.

What About Remote Online Notaries?

We don’t know if this is a question we can really answer yet, but our early numbers are saying they will pay less, as the fees per notarization are higher than for mobile notaries.

This ends up coming out of the clients’ or notaries’ budget, and who do you really think that will fall on?

But, the truth is we just don’t know yet.

• The potential number of signings might offset the higher cost per signing.
• The notary may be able to work hours they could not before.
• How is the business structured and invested?
• These are just the obvious factors, but there are many more.

But, How Much Does a Notary Make?

Let’s be realistic here.  A successful, established mobile notary has a mix of private clients and signing services.  A good diversity of income streams.

A signing through a signing service pays anywhere between $45 and $100.  Some signings may pay twice that if the notary acquires their own private clients.  We established in the past, that the small jobs end up paying about as much per hour as the larger number signings.

In the current market, as a realistic number, new notaries are making about $50 an hour, travel time included, before business expenses.  This is a conservative number, and more experienced notaries who have built their business make more than that.

This is heavily dependent on market conditions.  When real estate is booming and there are a lot of higher paying signings, the amount a notary can make increases.  And the opposite also holds true.  So, income potential is higher than the $50 an hour mentioned above, but I think it is reasonable to start with a more realistic outlook so you can plan your growth.

And if you are ahead of the curve, that is just icing on the cake.

But, a Business Has Costs

You must account for the fact that you most likely won’t be on the move eight hours a day.  Don’t fall for projections that have you doing 8-10 private signings every day.   While that is an awesome goal, it is not realistic.  Especially when you are building your business and learning to set yourself apart from the crowd.

First off, every business has administrative time.  It’s rarely fun, but it must be done.  You also have to account for marketing, which helps you earn more money.  Then you have to decide if you are going to do the online thing, and how much effort you are going to put in if you do.  All of this is time you are not signing.

Of course, you could do this after hours or have a spouse or someone else help, but that must be accounted for, and if you are going to pay that person, that must be accounted for.  This is still a great opportunity for spouses, as long as both spouses understand and agree to their responsibilities in the business.

Additional Costs

Don’t forget about general business expenses, state or local fees and taxes, the structure of your business and how that affects your personal and business taxes.  Costs of any services used and vehicular expenses (depending on how you calculate them for taxes).

So, How Much Does a Notary Make?

As we said before, there is not a set amount.  It depends on a lot of factors.  If a notary can gross $50 an hour or more, and can work 25 to 30 hours a week, then this is an opportunity that can work for many of us.

It can be a profitable and fulfilling venture for the right person.

A person who wants the personal freedom, who wants the challenge and who wants to take a more direct role in their career future.

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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.

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.

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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.

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.

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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.

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.

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As a mobile notary, you spend a lot of time behind the wheel, traveling from client to client. If you can cut your fuel costs, you can significantly improve your bottom line. We recommend making these tips part of your daily habits to improve your gas efficiency and spend less at the pump:

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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.

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.

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Click the video below for the full breakdown of the closing disclosure 2015 form.

Understanding the Closing Disclosure 2015 form.

It’s important as a notary signing agent to understand how to locate, read, and identify key information on the closing disclosure 2015 form.  It is a simplified way to understand all costs on a real estate loan.

It makes it easier to locate Interest Rates, Monthly Payments and Cost to Close associated with the loan.  The disclosure must be provided to the buyer at least three days prior to closing.

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Protect Yourself!

After talking to notaries, there seems to be confusion with what E&O really is. A lot of mobile notaries say that it’s not a state requirement and they have a bond so they don’t need it. This is where they are wrong.

Don’t Miss Out On Work Because you’re not covered! You can be a mobile notary or a remote notary, but you need to be protected for both business and individual signings.

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