4 Tips for Notaries dealing with natural disasters
Natural disasters can result in numerous paperwork challenges for Notaries and their clients. Notaries may lose or damage their supplies, while signers might need urgent notarization without having their IDs. Here are some tips to prepare for a natural disaster and assist signers in need.
Keep your Notary seal and journal in a safe place to avoid loss or damage
Adhere to your state laws when replacing lost or damaged Notary seals
Know the alternatives for identifying signers who have lost their IDs
Consider not charging full price for your services
1. Keep your Notary seal and journal in a safe place to avoid loss or damage
Performing notarizations becomes difficult if your seal and journal are lost, destroyed, or unusable due to a natural disaster. Protect your tools by storing them securely in an area that won’t be affected by severe conditions. Here are some recommendations:
If you live in a state with frequent tornadoes, such as Kansas, Oklahoma, or Texas, it’s wise to store your tools where they are easily accessible and protected when taking shelter quickly. For instance, if you use your basement or cellar as a tornado shelter, consider storing your Notary tools there.
In regions prone to hurricanes or flooding, like Florida, store your seal and journal in a high place to avoid water damage and avoid leaving them in your car or other vulnerable locations. Consider a waterproof safe for protection.
If you reside in an area prone to fires, such as California, a fireproof safe is a suitable place to store your seal, journal, and other important items to prevent loss during a disaster.
2. Adhere to your state laws when replacing lost or damaged Notary seals
If your seal or journal is lost or damaged in a disaster, know the correct procedure for reporting and replacing them. California and Texas require Notaries to notify the Secretary of State in writing if a seal or journal is lost or damaged. Florida requires notification to the Department of State if a seal is lost.
3. Know the alternatives for identifying signers who have lost their IDs
After a disaster, many people lose important items, including their ID, so alternative identification methods are needed. Except in California, all states allow a signer to be identified by personal knowledge. If you know the signer well — such as a close friend or long-time colleague — personal knowledge can verify their identity.
Another option is using credible identifying witnesses who can confirm the signer’s identity if they lack other identification. Note that credible witness requirements vary by state. Some states, like Pennsylvania, require the witness to know both the Notary and the signer personally. Others, such as California and Florida, permit two witnesses who don’t know the Notary but know the signer and can present their own ID (e.g., a driver’s license). Florida Notaries need a sworn written statement from credible witnesses affirming the signer’s identity, the witness’s lack of interest in the transaction, and the signer’s lack of other ID forms.
Keep your state Notary handbook accessible or consult the NNA’s State Law Summaries for guidance. The NNA Hotline is also available for assistance.
4. Consider not charging full price for your services
To help signers during a natural disaster, consider reducing or waiving your fee. Disaster victims often face significant financial losses and need numerous notarized documents for insurance claims, aid requests, and property replacement. No state mandates charging the maximum fee for each notarization, and most allow you to waive your fee entirely for a signer in need.
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