Updated 6-26-23. Once you've finished your training, exams, and received your official Notary seal, what comes next? While getting started can feel daunting, here are tips to ensure your first notarizations go smoothly and how to build your career and professional reputation.
Tips For Your First Signing
- Require Physical Appearance: Signers must appear before you. If a colleague or manager asks you to bend this rule, explain that you are protecting everyone involved in the transaction by following the law.
- Require Acceptable Forms Of ID: Make sure you understand what types of ID are acceptable in your state. Most states have Notary handbooks. You also can check the State Law Summaries posted on the NNA’s website. “I always ask up front before my appointment if the name on their identification matches the documents,” says Angela Varvi, owner of Angela V Mobile Notary. “If not, I refer them back to the source who prepared the document.”
- Never Advise Signers: You can explain the differences between jurats and acknowledgments, but never advise a signer on which type of notarization should be performed.
- Record All Notarizations: Most states either require or recommend that you keep a record of all your notarizations. The NNA recommends keeping a Notary journal, regardless of state laws. You should complete each journal entry first and make sure the signer signs the record before proceeding with the rest of the notarization. That ensures you will have all the required information you need for your journal before the certificate is completed and the signer leaves.
- Reach Out For Answers: If you have questions, request clarification from the document receiving agency, reach out to a Notary mentor, or call the NNA Hotline.
- Secure Your Notary Tools: Always keep your journal and Notary seal in a safe, locked place.
Get The Notary Training And Resources You Need
Whether or not you had to go through any education to get your commission, continuing training is important. What do you do, for example, if your boss asks to look at your Notary journal? Or if a signer doesn’t have ID?
“Notaries are not just rubber stampers,” says Notary educator and 2009 NNA Notary of the Year Elaine Wright, who teaches courses covering best practices, procedures and advanced Notary topics. Wright recommends going beyond what is covered in state-mandated courses, which focus primarily on Notary laws, and finding ways to supplement your Notary knowledge.
Your Secretary of State’s website is a good place to start. Most of these agencies have Notary handbooks or reference guides.
You can also find online or face-to-face Notary courses within your area. If you are not sure what is available in your state, Colorado Notary Carol Salter, the 2005 NNA Notary of the Year, recommends contacting your Secretary of State. “Even if your state doesn’t offer courses, they may be able to recommend one near you.”
The NNA’s YouTube channel has helpful videos for new Notaries on a variety of topics, including how to apply for a Notary commission, tips for building a business as a mobile Notary or Notary Signing Agent, basic notarization guidelines and more.
Find A Mentor And Create A Notary Network
Even the most educated Notary can find him- or herself in challenging situations. “Don’t be afraid to reach out for help,” advises Salter. Luckily, the digital age makes it easier than ever to find mentors and colleagues.
- Find a mentor: Notary mentors provide valuable tips and can join you at signing appointments. “Mentors know how to go into a signing and take control of the situation,” says Howard Blum, owner of Pro Mobile Notary.
- Make a digital connection: Visit and join online discussion groups for Notary professionals, such as the NNA Facebook page or NNA LinkedIn groups, where you’ll find colleagues discussing how to deal with difficult signers, handling specific types of notarizations, tricks for maximizing efficiency, and dealing with challenging requests from your boss.
Related Articles:
5 Steps To A Proper Notarization
Additional Resources:
Notary Essentials