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Nov 11, 2024 Upon returning, I bring forth what I believe are useful steps to confirm with your signer, whether it is after accepting the job from the hiring company or when it is a direct engagement with the signer. Last week, I provided you with a checklist of questions to consider before accepting a job to ensure it aligns with your needs. It's important not to assume that the Title Company or Signing Service has already covered all necessary aspects for notarization. Therefore, when you contact the signer for confirmation, ponder over the following inquiries. Queries for the Signers: Do they possess valid identification? It is essential to comply with state regulations. Be precise—request a state-issued driver's license, non-driver ID, US passport, or any other acceptable form of ID. Will all required signers be present? This helps avoid unnecessary return trips. Are witnesses necessary? In states like Florida or Georgia, witnesses are mandatory for Deeds. If witnesses are needed, can the signers arrange for them? If not, you might need to provide witnesses, incurring additional time and fees. Do all signers speak English or my language? Effective communication is crucial for a successful signing. Direct communication with signers is preferred over family members translating, unless state regulations allow for translators (e.g., CO and AZ). Are all signers fully conscious and attentive? Assessing their mental state is important. Are they prepared and willing to sign documents? Have they reviewed the numbers or closing disclosure with their Loan Officer? Sample questions for assessing alertness will be provided later in this communication. Can all signers sign their names? Be prepared for signature accommodations, such as signature by mark or proxy, as permitted by your state. Do they have pets that could be a concern? If they have pets, such as dogs or cats, and you have allergies, it would be beneficial to know if the pets can be kept away during the signing. What about access and parking? Are there any gate codes or parking restrictions you should be aware of? Specialty Work: Additional Considerations For specialized notary work involving direct customer interaction, consider the following additional questions: Is the caller also the signer? Clarifying this can prevent misunderstandings. Do they require mobile notary services? If not, guide them to an alternative service. What types and how many documents are involved? This helps gauge the scope and time needed. Can they provide a photo of the documents? If you are unfamiliar with the paperwork, seeing a photo can help identify any special instructions. What does the service entail? Ensure they understand that your service goes beyond just notarizing documents—explain the entire process. What payment methods do they accept? Knowing their accepted payment methods (cash, Venmo, Zelle, credit card, or check) can streamline the transaction and ensure timely payment. What time suits them best? Offer a few appointment slots and confirm the chosen time during the call. Upon Arrival: Confirmation and Assessment Upon reaching the signing location, take a moment to evaluate the signer's awareness. If there are any indications of confusion, address additional questions directly to the signer. This is particularly crucial for vulnerable groups like accident victims, seniors, or individuals in healthcare facilities. Verify their orientation by asking: Who are you? Where are you? What document are you signing? Who else is present, and what is their relationship to you? Do you wish to proceed with the signing? Record your observations in your journal, noting witness names and any pertinent details about the signing process. The Final Step: Requesting Feedback Post-appointment, remember to seek feedback. This can be done through a receipt, text, email, or face-to-face. Positive reviews are essential for attracting new clients, so tailor your request based on their discovery of your services—whether through Yelp, Google, or another platform. Conclusion By posing the right questions before each notary task, you can avoid potential issues and ensure a seamless signing process. Preparation is key to your success as a notary, so incorporate these questions into your routine. Happy signing!

Should Notaries accept tips and gratuities? It is highly recommended for Notaries to adhere to the ethical standards and guidelines by refraining from accepting additional tips for their services. By maintaining a strict policy against accepting extra gratuities, Notaries can uphold their professionalism and integrity in the eyes of their clients and the public. Furthermore, it is essential for Notaries to be aware of the maximum fee limits set by their state regulatory authorities. By never exceeding the prescribed Notary fees, Notaries can avoid any potential legal implications and ensure compliance with the law. In addition, Notaries should exercise caution when it comes to accepting gifts from customers. It is advisable for Notaries to refrain from accepting non-monetary gifts to prevent any conflicts of interest or perceptions of favoritism. By maintaining a professional distance and avoiding gifts, Notaries can uphold their impartiality and credibility. 1. The safest choice is not to accept extra tips for Notary services. State Notary laws generally do not directly address whether Notaries can or cannot accept tips in addition to the maximum notarization fees. While your state statute may be silent, it’s important to remember the Notary’s central role in providing impartial services. Accepting compensation above and beyond the maximum fees for the notarial act, travel or other ancillary services allowed by law could be seen as improper influence, even if it seems at the time like the signer has no ulterior motives. For example, suppose a customer regularly provides you with tips, and then later asks you to ignore a problem with his identification during a notarization. When you refuse he could say, “But I’ve always tipped you in the past; can’t you just overlook the small discrepancy with my ID”? To avoid any appearance of impropriety, the safest course is to politely refuse any extra compensation offered to you, other than the maximum fee allowed by law for the notarial act and any ancillary fees such as for travel.  2. Never accept more than the maximum Notary fee allowed by your state. If you are in a state that sets a fee schedule such as California , Florida or Texas , remember that the fee you receive for your services may not exceed what you’re allowed to charge for a notarization. In these states, if someone pays your fee and then offers an additional tip, you must turn down the tip if the total amount you would receive is more than state law permits. Nevada is very clear on this matter. Its fee statute prefaces the maximum fees for notarizations and travel by saying, “… a notary public may charge the following fees and no more ” (NRS 240.100[1]). Accepting tips is less clear-cut in Arkansas, Iowa, Kansas and Kentucky where Notary fees are not set by state law. While technically there is not a maximum fee for notarizations, Notaries in these states should exercise restraint by not accepting gratuities for their services. Arkansas and Iowa caution Notaries by saying that fees should be “reasonable.” Maine does not set a maximum statutory fee, but the state’s Notary Public Handbook recommends that Notaries establish their own fee schedule “… so that persons seeking their services will have some predictability or assurance on the fee.” Even if your state allows you to charge any amount you choose, the best ethical choice would be to stick to a reasonable fee for your Notary services and decline any additional money offered more than this fee. 3. Notaries should not accept non-monetary gifts from customers. What about gifts such as free movie passes or sports tickets in appreciation? Can you accept those? Some Notaries might think these types of gifts are different from accepting money. While a movie pass isn’t money in the sense that we can use it to spend on goods and services that we choose, it is still a financial perk that has the potential to compromise your impartiality, especially if the gift-giver wants special treatment during a notarization at some point. Just like money tips, the recommended ethical practice for other types of gifts and gratuities is not to accept them. Guiding Principle II-A-3 of The Notary Public Code of Professional Responsibility of 2020 recommends Notaries should not accept any gifts, gratuities or donations. David Thun is the Assistant Managing Editor at the National Notary Association.

Everything starts with a Notary’s fee agreement Open communication is crucial. When problems do arise, each step of the collections process, from the first day a bill is late to months later, should be marked by careful, professional dialogue, and a trail of paperwork. It all starts with the contract or agreement, said Caitlin Pearce, director of member engagement for the Freelancer’s Union . “Make sure you have a clear, written agreement, ideally a formal contact,” she said. “This protects the company as well as the freelancer.” Most title companies and signing services have written contracts with the NSAs they use. Make sure you and your client are clear on all the requirements, large and small, as well as the due dates, payment terms and any other expectations. It’s also a good idea to have your own contract template for those clients who rely on handshake deals. Don’t forget to have a lawyer review it to ensure that you’re asking for things that are within the scope of the law, Pearce said. Before beginning a job, Pearce also suggested that NSAs find the name and contact information of the person responsible for payments, whether it’s the company owner or an employee in accounting. You should have their phone number and email address, and establish contact. Some companies have bureaucratic red tape a mile or two long; if you’ve chatted with your contact, your invoice is less likely to get lost in the shuffle. Your payment’s late. Now what? When you send your first invoice, you should also clearly state when you’ll follow up if not paid by a certain date. On that exact date, call and email your contact. Be polite and professional, Pearce said, but let them know you’re not going to let this go. Personally chasing after people for money can be tough, so there are several brands of payment collection software that can do a lot of the work for you, such as sending reminder letters and emails. WebAR , a cloud-based platform, manages accounts receivable and will process payments. The credit bureau Experian also offers an application. Its program will validate names, addresses, and other important data against information reported to Experian, and it’ll help you get nuggets like unpublished phone numbers. Escalation tactics if a Notary isn’t paid So you sent repeated invoices, made calls, and you’re still waiting to get paid. What next? There’s also small claims court, and if you choose to go down this path, make sure you have paperwork, including emails and copies of work product, available to show a judge. But that can be time-consuming and costly. Frank Metayer, who owns San Diego-based Mobile Notary Express, recalled an experience he had with one signing service. After 30 days, he sent a friendly email. His second attempt was a voicemail. By then, he went over the client’s head and alerted the escrow company that he had not been paid. The following day, he was called by the signing service and almost immediately paid. Sometimes you have to look at relationships. Escrow companies are important to signing companies and they don’t want to lose those contacts, he said. In another case, he did a signing for a different escrow company. After three attempts to collect, he sent an email and cc’d his contact’s manager. He promptly got a check. Barbara Weltman , an attorney and small business expert, notes that “invoices aren’t like fine wine — they don’t get better with age.” But if nothing works, and you can’t get paid what you’re owed, you may be able to write off the bad debt on your taxes.  Collecting debts may be a hassle, and may force you to get assertive while discussing a topic that makes many people uncomfortable, but persistence often pays off. Pearce said some freelancers have doggedly pursued debts as small as $100. On principle. Because everyone deserves to get paid for the work they do.

APOSTILLE NOTARIAL SERVICES Our Notarial Services provide Apostille Notarial Services, which is a process of authenticating documents for use in foreign countries. This involves certifying the signature, seal, and position of the signer on the document. We provide a fast and reliable notary service that ensures your documents are valid and accepted abroad. BOOK ONLINE SHOP ONLINE Apostille Notarial Officer take your documents to the Secretary of State of Nevada to be notarized and authenticated with an Apostille. This service includes preparation of all necessary documents, obtaining the signature of the Secretary of State, and returning the documents to the customer. Our Notarial Officer will handle the entire process for you, ensuring that your documents are properly authenticated and ready for use in the intended country.

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