Identifying signers is one of the most important responsibilities of every Notary. But determining if a particular ID is acceptable can be a challenge. Given the wide variety of IDs in the world, there’s a good chance that you’ll come across an unfamiliar ID at some point. So how do you determine if it is acceptable? That depends on where you are commissioned. Guidelines vary greatly from state to state, so you will need to be familiar with the ID requirements for your state. These guidelines will determine how much judgment or discretion a Notary must exercise in accepting or refusing an ID, as we shall see. Some states have lists of acceptable IDs for Notaries Some states — such as California, Florida and Pennsylvania — provide specific lists of IDs. In these states, if the ID is not on the list, the Notary cannot accept it as proof of identity. California permits Notaries to accept the following forms of identification, provided they are current or issued in the past 5 years: A California driver’s license or nondriver’s ID A U.S. passport (or passport card) An inmate identification card issued by the California Department of Corrections and Rehabilitation if the inmate is in prison or any form of inmate identification issued by a sheriff’s department if the inmate is in custody in a local detention facility California also permits the following IDs, provided they include a photograph, signature, description of the person and a serial or ID number, and provided they are current or issued in the past 5 years:: A driver’s license or official nondriver’s ID issued by a U.S. state A Canadian or Mexican driver’s license issued by an appropriate public agency A U.S. military ID A valid foreign passport from the applicant’s country of citizenship An employee ID issued by an agency or office of a California city, county, or city and county An identification card issued by a federally recognized tribal government A valid consular identification document issued by a consulate from the applicant’s country of citizenship that meets specific requirements. (Note: Matricula consular cards issued by the government of Mexico do not meet California's statutory requirements.) Additional California Notary ID requirements are available in the “Identification” section of the state’s official Notary Public Handbook. In Florida, the list of acceptable IDs includes the following. These IDs must be current or issued within the past five years and include a serial or other ID number: A Florida identification card or driver’s license A U.S. passport A foreign passport if it is stamped by the United States Bureau of Citizenship and Immigration Services Another state driver’s license or identification card issued by a U.S. state or a territory of the United States A Canadian or Mexican driver’s license or an identification card An identification card issued by any branch of the armed forces of the United States A veteran health identification card issued by the United States Department of Veterans Affairs An inmate identification card issued on or after January 1, 1991, by the Florida Department of Corrections for an inmate who is in the custody of the department An inmate identification card issued by the United States Department of Justice, Bureau of Federal Prisons, for an inmate who is in the custody of the department A sworn, written statement from a sworn law enforcement officer that the forms of identification for an inmate in an institution of confinement were confiscated upon confinement and that the person named in the document is the person whose signature is to be notarized An identification card issued by the United States Bureau of Citizenship and Immigration Services Pennsylvania Notaries may accept the following types of ID: A passport, driver’s license or government-issued nondriver identification card, which is current and unexpired Another form of government identification issued to an individual, which: (a) is current; (b) contains the signature or a photograph of the individual; and (c) is satisfactory to the notarial officer If you live in one of these states, rely on the list. You don’t have to exercise much judgment, if any, in deciding whether or not to accept an ID. Other states set Notary standards for acceptable ID A number of states — such as Texas — prescribe specific elements or information an acceptable ID must have. Notaries in these states must exercise some judgment in determining whether or not to accept an ID presented for notarization. As long as the ID meets the specific guidelines, a Notary may accept it. For example, Texas requires an ID to be current, issued by the U.S. federal government or any U.S. state government and contain the photograph and signature of the signer (CPRC 121.005[a]). States that don’t offer ID guidance for Notaries Finally, some states have laws that offer little to no guidance about acceptable IDs. The decision of whether or not to accept an ID in these states is left completely to the judgment of the Notary. Expired or suspicious IDs and Notaries Signers often produce expired IDs. But that doesn’t automatically mean you cannot accept it. Again, it depends on where you are commissioned. Notaries in Iowa, Montana, North Dakota, Oregon and West Virginia, which have enacted the Revised Uniform Law On Notarial Acts (RULONA), may accept an ID up to three years after it has expired. More than a dozen states, including ​Arizona, specifically stipulate that IDs must be “current,” “unexpired” or “valid” at the time of notarization; in these states, expired IDs are not allowed. This is a solid guideline to follow if you live in a state that does not specifically spell out what to do in the case of an expired signer ID. Finally, if you are presented with an unreliable or suspicious ID, the best action you can take is to have your signer provide an alternative form of ID, or use a different method to identify your signer, such as a credible witness or personal knowledge, depending on your state laws.

Many Notaries have contacted us asking, “A signer just gave me a photocopy of his driver’s license. Can I accept it as ID?” Because many people used photos of vaccination cards for admission to restaurants and businesses during COVID-19, presenting copies of official records gained widespread acceptance. Is it OK to accept copies of ID when notarizing, whether physical or a photo taken with a phone? Notaries should never accept copies of identification documents from a signer as proof of identity. Here are 4 reasons why: States do not allow Notaries to accept copies of signer IDs Copies of IDs are vulnerable to tampering Copies of IDs lack security features Notaries use to check for fraud Accepting a photocopy of an ID could result in legal liability States do not allow Notaries to accept copies of signer IDs Several states require the signer to present an actual identification document — not a copy. For example, California, Florida and Pennsylvania require signers to present specific identification documents for notarization. For example, the California statute says a Notary may accept a driver’s license or identification card issued by the Department of Motor Vehicles. Since the DMV does not issue anything other than actual IDs, the plain reading of the statute means that a driver’s license or ID issued by the DMV cannot be anything other than the actual license. Furthermore, in the past, the California Secretary of State has clarified that “temporary” California driver’s licenses issued to drivers renewing their licenses do not meet the statute’s requirement. Texas requires signers to present a current identification card issued by the federal government or any state government that includes a photo and signature. The critical point here is even though a state law may not explicitly require an ID to be “original,” the plain and natural reading of any law that states that a “driver’s license,” “passport,” or government-issued” ID presented to a Notary implies that the original must be presented. Copies of IDs are vulnerable to tampering What about Notaries in states that don’t require specific types of ID, like Alabama or New York? Even if your state doesn’t list particular IDs you may accept or list the general requirements for an ID presented to a Notary, accepting a copy of an ID card — either a photocopy or a photo on a mobile device — is a terrible idea. You cannot tell if a copy is altered or forged, which means the risk of fraud for the notarization is much higher. Photocopies and digital images are easily changed using editing apps widely available to the public. Copies of IDs lack security features Notaries use to check for fraud A copy is much easier to tamper with than an official state or federal-issued ID. State and federal IDs include security features that help Notaries confirm the ID is genuine when examining it. Examples include holograms, raised print or patterns and hidden details that copies lack. Also, a photocopy or photo of an ID often only shows one side of the identification document. Many IDs include security features on both the front and back. If you can’t examine both sides of an ID, you run a much higher risk of being tricked by a dishonest signer. This could lead to you facing penalties or lawsuits if the notarized document is used to commit fraud. Accepting a photocopy of an ID could result in legal liability Three states – California, Florida, and Tennessee – have statutes that say that the standard of care for a Notary in accepting an ID to verify a signer’s identity is “reasonable reliance” on the presentation of the ID. “Reasonable reliance” means that a Notary must exercise reasonable care only to accept the forms of identification listed in the statute. Reasonable care would dictate that the conscientious Notary only accept actual IDs, not copies. In the case of California and Tennessee, both have statutes saying that “an officer who has taken an acknowledgment pursuant to this section shall be presumed to have operated in accordance with [the law] (see CA Civil Code 1185[b][3]-[4] and Tenn. Code Ann. 66-22-106[d]). This means that a Notary who reasonably relies on a driver’s license or other acceptable ID to identify an acknowledger has a “safe harbor” — a shield from liability. So, the bottom line is: if you carefully follow the law, you will have exercised reasonable care. If you take the risk of accepting copies of a signer’s ID, you could be subject to legal liability.

Can Notaries accept foreign passports or consular cards as proof of a signer’s identity? — D.C., Texas Yes and no. A Texas Notary may accept a foreign passport as proof of a signer’s identity only when notarizing residential real estate transactions. A Texas Notary may not accept a matricula consular card to identify the signer. The relevant law requires IDs to be issued by the federal (U.S.) or state government. A matricula consular card is issued by neither which is why Notaries can’t accept it. See Texas Administrative Code provision (1 TAC 87.1[1]).

One hundred years ago this month, Calvin Coolidge was sworn into office as the 30th President of the United States. This moment would have been just another note in U.S. History except for one fact: He was the first and only president to have been sworn in by a Notary Public. Coolidge took his oath of office on August 3, 1923, following the sudden death of President Warren G. Harding, to whom he served as vice president. News of Harding’s death arrived very early in the morning at the Coolidge Homestead in Plymouth Notch, Vermont, so his father, a Notary Public, administered the oath of office at 2:30 a.m. by the light of a kerosene lamp. The entire scene was witnessed by reporters and memorialized in a now-famous painting. In the decades that have followed, the impact of Coolidge’s presidency has been deliberated by scholars. But most agree that his unwavering dedication to public service, integrity, impartiality, and civility was his monumental strength. Interestingly enough, Coolidge’s core principles mirror those of Notaries Public, which further reinforced the indelible connection between his legacy and America’s 4.4 million Notaries today. Coolidge was a firm champion of limited government intervention and individual liberty. He firmly believed that a government's role should be restrained, allowing citizens the freedom to pursue their aspirations and achieve their potential. The U.S. economy flourished under his leadership, starting a period of unprecedented prosperity known today as the "Roaring Twenties." He is often referred to as “Silent Cal,” as he was a man of few words but decisive action. He always adhered to the principles of honesty, transparency, and humility, and he was renowned for his incorruptibility at a time when political scandals were commonplace. His civility toward both allies and opponents and his dedication to fostering unity were equally celebrated during the heightened political divisions of the 1920s, which minted him as a true statesman. He was loved by citizens and respected by his political peers. For decades the NNA has celebrated Coolidge’s leadership, principles, and strong connection to Notaries Public. If you’d like to learn more about his historical impact and how he is viewed by influencers today, check out “Why Coolidge Matters.” Why Coolidge Matters: How Civility in Politics Can Bring a Nation Together Explore a presidency built on the ideals of integrity, ethical standards and commitment to the people, and the compelling kinship between Coolidge and the very principles that define what Notaries do every day. DETAILSGoing through the motions, simply stamping and signing, is not what your work as a Notary is about. As a commissioned state officer and public servant, you serve the public trust, playing a crucial role in law, commerce and everyday society. You are responsible for demonstrating levels of competency and integrity that spring from individual character. Explore a presidency built on the ideals of integrity, ethical standards and commitment to the people, and the compelling kinship between Coolidge and the very principles that define what Notaries do every day.

Things can get complicated if you are asked to notarize for a signer who is visually impaired. How can you be sure the signer is willing if the signer can’t read the document? Don’t worry, there are ways to overcome these extra challenges, as long as you are careful. Making sure the signer knows what’s being signed The most important task is to make sure that the signer is aware of the document being signed and notarized. However, since a visually impaired signer can’t read the document to confirm this, you’ll need to confirm the signer knows what the document actually says. Some states provide instructions when notarizing for a visually impaired signer: Some states, such as California, do not provide statutory guidelines when notarizing for someone who's visually impaired. If your state does not provide guidelines for notarizing for a person with visual impairment, you can still talk with the signer and ask if the signer can describe the document in general terms. If the signer’s description is different, or the signer does not seem to recognize its contents, then do not proceed with the notarization. When notarizing for a visually impaired person, a Florida, Illinois and Indiana Notary, for example, must first read the document to the signer. The Notary may not explain the document’s meaning or answer questions about its legal effect, as this is considered the unauthorized practice of law. Though not required by law in Maine or North Dakota, these states also recommend reading the document to the signer without offering advice or asking questions. Inability to sign In some cases, a customer may not be able to sign due to visual impairment. If a person is unable to sign a document due to visual impairment, many states — including Iowa, Michigan and Washington — permit the signer to direct the Notary or another person to sign the disabled person’s name on the document (known as "signature by proxy") while the disabled person is present during a notarization. Be sure to follow any instructions or requirements in your state — for example, in Michigan, the Notary may sign the name of the disabled individual, but the individual must be present before the Notary and orally, physically or otherwise direct the Notary to sign. The Notary also must write beneath the signature, “Signature affixed pursuant to section 33 of the Michigan notary public act.” In some states, additional witnesses must be present before a third party can sign on behalf of a disabled individual. For example, Massachusetts, Nebraska, North Carolina, and Rhode Island only permit disabled signers to direct someone else to sign their name if two witnesses unaffected by the document are present, and Texas requires a single witness who must also be identified by the Notary. Wyoming allows a single witness unaffected by the document to sign as a proxy in the Notary's presence, or a Wyoming Notary may be directed to sign as the proxy if 2 witnesses unaffected by the document are present. Because asking another person to sign on their behalf leaves a disabled signer extremely vulnerable to potential exploitation, it’s strongly recommended you first contact your state Notary-regulating office

The "Immediate Release" statement from FinCEN on September 29, 2022, announced the issuance of a final rule related to the "Beneficial Ownership Information Reporting Rule" pursuant to the Corporate Transparency Act (CTA). A rule designed to crack down on illicit finance and enhance transparency in the U.S. financial system. What does this mean for Small Business Owners? New Reporting Requirements: This rule requires most corporations, limited liability companies (LLC’s) and other entities created or registered to do business in the U.S. to report information about their beneficial owners ** to the FinCEN. **Beneficial Owners are individuals who ultimately own or control the company or entity. Why is this important? By requiring collection of The Beneficial Ownership Information from all businesses, this rule aims to prevent criminal or illicit activity such as drug and human traffic rings, by not allowing anonymous shell companies to conduct business. Businesses that do not comply with filing deadlines for Beneficial Ownership Information are subject to fines, penalties, and legal actions. What is the deadline to file my information? The Rule goes into effect on Jan 1st, 2024. Reporting Companies created prior to Jan 1, 2024, will have one year (until Jan 1st, 2025) to file. Reporting Companies created on or after Jan 1, 2024, will have 30 days to file. *Note – for both new and existing Companies, there is also a requirement to file any updates to Beneficial Ownership within 30 days of that change. This is a new ruling, small businesses should be prepared for the high probability of additions, edits and modifications to this new rule and its implementation. FinCEN is committed to implementing this rule to its fullest extent, while not over burdening small businesses with paperwork. Navigating this new reporting requirement can be overwhelming and intimidating, but rest easy, you don’t need to rush to close your businesses down prior to 12/31/2023! You only need to prepare to submit your proper forms in a timely fashion, letting FinCEN know who owns, benefits from, manages or makes decisions for, the business. Some argue that this information is repetitive, and an unnecessary burden on small businesses. However, it is crucial to understand that the rule aims to deter criminals from using companies as a shield. The goal is to create a better, safer place to do business. It’s important to stay connected to the new reporting requirements and deadlines so that your business stays in compliance. For specific guidance and understanding of how this rule applies to your small business, consulting legal professionals and financial advisors is strongly recommended. More Information: https://www.fincen.gov/news/news-releases/fincen-issues-final-rule-beneficial-ownership-reporting-support-law-enforcement

Can a Notary Public accept digital forms of Identification? An electronic Driver License or State ID is a secure version of your physical card that can be stored on your cell phone. This is not merely a photograph of the card, but a digitized version using a secure connection to the local issuing MVD to display the image and information on record in state databases. The fact that major corporations like Apple and Google are providing the option to store this info on your phone, means eIDs are becoming more popular. The technology for mobile ID's or digital ID's have been around for years, it has only begun to be implemented recently for everyday use. As it becomes more widely used, we will of course be presented with the digital ID at the table during a notarization. The question is....can we accept this form of identification? Approximately 30% of the 50 US states have either adopted or are piloting a Mobile ID program. And less than a handful do not yet have a task force to even investigate its use. Whether you will have access to mobile or digital IDs largely depends on where you live. According to www.upgradedpoints.com/travel " The Department of Homeland Security (DHS) is working to help create new standards for mobile driver’s licenses, known as ISO 18013-5 mDL, and TSA started testing DDL acceptance for PreCheck passengers at select trial airports." Not only do eIDs help to prevent fraudulent ID circulation but Digital IDs are great for protecting private information. For instance, information can be parsed-out so that if you only need to verify the age of someone - as in purchasing alcohol or entering a night club - then you can specify what information you are wanting to be displayed. I certainly wouldn't want the bouncer to see my home address. But the bouncer would need to see my picture and my date of birth. As of June 2023, 14-states have MVD digital ID's either as a joint effort through Apple Wallet and Google Wallet or as a proprietary app for Apple/Android that can be downloaded from the respective app stores. Those states are; Arizona - Delaware - Florida - Louisiana - Mississippi - Missouri - Oklahoma - Utah - Colorado - Wyoming - Georgia - Hawaii - Ohio and Maryland. But can we accept them as a Notary Public to identify our signer's? That probably is a question you will need to ask of your licensing Agency. As of this date, I believe that Colorado, Louisiana, Missouri and Wyoming notaries can use digital IDs. Ohio and California do not have digital IDs but allow their notaries to accept them if the ID is deemed legal in the state it was issued in. In other words, California and Ohio can take a Colorado eID as a form of identification. I played a small part in the presentation of the use of digital IDs in 2021. Myself, Bill Anderson (NNA) and the founder of Idemia (Private software company that partners with AZDOT) met with 4-managers and the Director of the Arizona Secretary of State to demonstrate a notarization using a digital ID both as a traditional notarial transaction and as a Remote Online notarization. They had several questions and lots of interest, but to my knowledge no directives came from this meeting. Currently Arizona notaries cannot accept the digital form of identification. It's best to pose the question to your SOS or Notary licensing agency to be certain as there may be restriction on what form of digital ID you may be authorized to use. Currently there are three forms of digital IDs being issued; State governed MVD digital programs Partner contract where the state contractually agrees to give access to state databases - like Apple or Google Wallet Private software companies that are hired by state agencies to host and manage ID cards. Here is a short list of states and the eID status; StateStatus of Digital Driver’s LicenseArizonaArizona is currently using the Mobile ID app, developed by Idemia and also available for Apple Wallet.CaliforniaCalifornia is currently running a pilot for California’s Digital ID Project to roll out in the near future.ColoradoColorado has been accepting digital licenses using the myColorado app since 2019 and this is also available for Apple Wallet.ConnecticutConnecticut is working with Apple to develop virtual IDs that work with Apple Wallet, per Apple, but it is still not available yet.DelawareDelaware is currently using the Mobile ID app, developed by Idemia.FloridaFlorida is currently running a pilot for the Florida Smart ID to roll out in the near future.GeorgiaGeorgia will be among the first states in the country to introduce compatibility with Apple Wallet, per Apple, but this is still not available yet.HawaiiHawaii is working on compatibility with Apple Wallet, per Apple, but this is still not available yet.IowaIowa is working with Apple to develop virtual IDs that work with Apple Wallet, per Apple. The Iowa Mobile ID is also “coming soon,” per IowaDOT.KentuckyKentucky is working with Apple to develop virtual IDs that work with Apple Wallet, per Apple, but this is still not available yet.LouisianaLouisiana’s LA Wallet app launched in 2018 and provides a digital driver’s license that is accepted by state police.MarylandMaryland Mobile ID is available for Apple Wallet.MississippiMississippi has a digital Mississippi Mobile ID app to store your digital driver’s license and this is working with Apple as well.New JerseyNew Jersey is working with Apple to develop virtual IDs that work with Apple Wallet, per Apple, but this is still not available yet.OhioOhio is working with Apple to develop virtual IDs that work with Apple Wallet, per Apple, but this is still not available yet.OklahomaOklahoma is currently using the Mobile ID app, developed by Idemia.Puerto RicoPuerto Rico is working with Apple to develop virtual IDs that work with Apple Wallet, per Apple, but this is still not available yet.UtahUtah is currently using the Get Mobile ID app, developed by GET Group North America, and is working with Apple to develop virtual IDs that work with Apple Wallet. Curious about how all of this works? You can find more in-depth information on www.IDscan.net/mobile , https://www.adnovum.com/blog/digital-identity or your local MVD website.

Credible Witnesses are used when a signer does not have proper identification for a notarization. They act as a human ID and are required to swear to the identity of the signer. Most notary reference manuals state that the credible witness must 'personally know' the signer. The definition of 'personally known' is; familiarity with an individual resulting from interactions with that individual over a period of time sufficient to eliminate every reasonable doubt that the individual has the identity claimed. This must be a person who has known the signer for a significant amount of time and not just met them when they moved into the house next door a month ago. They are required to know the signer well enough to be able to stand up in court and swear to the identity of the person. The credible witness often is a family member as they definitely can attest to the signers identity and often are readily available. But if the family member is a party to the document or receives something of value as a result of the document being signed, then they cannot be a credible witness. It's important to know what our state regulations say about utilizing a credible witness in place of an actual physical ID. Here is a listing of all 50-staes - valid as of this writing - but always double check your state regulations before proceeding. *States shown in green require or recommend the use of a Credible Witness Affidavit. Alabama N/A Alaska 1-Credible witness. Oath must be administered. Only reference is for RON transactions. Arizona 1-Credible witness. Oath must be administered. Journal entry required. CW Affidavit recommended Arkansas 2-Credible Witnesses. Oath must be administered. Journal entry required. California 1-Credible witness who knows the signer and the notary -or- 2- Credible witnesses who only know the signer. Cannot be a party to the document. Oath must be administered. Journal entry required. Colorado 1-Credible witness. CW Affidavit must be completed, and oath administered. CW Affidavit must be retained by the Notary. Journal entry required. Connecticut 1-Credible Witness personally known to the Notary and signer. Oath must be administered, journal entry required Delaware 1-Credible Witness personally known to the Notary and signer - or- 2 Credible witnesses. Oath must be administered. Journal entry required. District of Columbia 1-Credible witness. Oath must be administered. Journal entry required Florida 1-Credible witness who knows the signer and the notary -or- 2- Credible witnesses who only know the signer. Cannot be a party to the document. Required to complete a CW Affidavit. Journal entry required. Georgia 2-Credible witness required. CW Affidavit must be executed. Record in Journal. Hawaii 1-Credible witness. Oath must be administered. Journal entry required. Idaho 1-Credible witness. Oath must be administered. (IC 51-107[2[) Illinois 1-Credible witness known by the Notary and the signer. CW Affidavit recommended. Indiana 1-Credible witness. Oath must be administered. Journal entry required for RON Iowa 1-Credible witness. Oath must be administered, journal entry required Kansas 1-Credible witness. Oath must be administered. Journal entry required Kentucky 1-Credible witness. Oath must be administered. Journal entry required. Louisiana N/A Maine 1-Credible witness and recommended to also be known to the Notary. CW Affidavit must be completed, and oath administered. Maryland 1-Credible witness. Oath must be administered and CW Affidavit completed. Journal entry required. Massachusetts 1-Credible witness known to the notary. Oath must be administered. Journal entry required. (GL 222, Sec. 1) Michigan 1-Credible witness known by the Notary. Oath must be administered, and CW affidavit completed. Journal entry required. Minnesota 1-Credible witness. Oath must be administered. Journal entry required for RON. Mississippi N/A Missouri 1-Credible witness known both to the Notary and the signer or 2- Credible witnesses. Oath must be administered. Journal entry required (RSMO 442.200) Montana 1-Credible witness. Unbiased third party. Oath must be administered. CW Affidavit optional. Journal entry required. Nebraska 1-Credible witness known both to the Notary and the signer or 2- Credible witnesses. Unaffected by the transaction. Oath must be administered. Journal entry required. Nevada 1-Credible witness – personally known to the Notary. Oath must be administered. Journal entry required. New Hampshire 1-Credible witness. Oath must be administered. (RSA 456-B:2- b.ll). Journal entry required New Jersey 1-Credible witness known to the Notary and the signer. Oath must be administered. Journal entry required. CW Affidavit – optional. New Mexico 1-Credible witness. Unaffected by the document. Oath must be administered. Journal entry required New York 1-Credible witness. Oath must be administered (137-c.3) North Carolina 1-Credible witness known to both the Notary and the signer. Oath must be administered (GS 10B-3[22]) North Dakota 1-Credible witness. Unaffected by the document. Oath must be administered. Journal entry required. Ohio 1-Credible witness. Unaffected by the document. Oath must be administered. Journal entry required. Oklahoma 1-Credible witness. Oath must be administered. Journal entry required for RON. Oregon 1-Credible witness. Oath must be administered and CW Affidavit completed. Journal entry required. Pennsylvania 1-Credible witness who knows the signer and the notary. Oath must be administered. Journal entry required. Rhode Island 1-Credible witness. Oath must be administered. (RIGL 42-30.1-6[b]) South Carolina 1-Credible witness if known to the Notary or 2-Credible witnesses. Oath must be administered. CW Affidavit optional. Journal entry required. (SCC 26-1-5[17]) South Dakota 1-Credible witness who knows the signer and the notary. Oath must be administered. Tennessee 1-Credible witness who knows the signer and the notary. Oath must be administered. Journal entry required if charging a fee. Texas 1-Credible witness. Oath must be administered, journal entry required. (CPRC 121.009[c]) Utah 1-Credible witness known to the Notary and the signer. Oath must be administered. Journal entry required. (UCA 46-1-2[19][a][i][C]) Vermont 1-Credible witness. Oath must be administered. Virginia 1-Credible witness if also known by the Notary – or 2-Credible witnesses. Oath must be administered. Journal entry required . Washington 1-Credible witness who knows the signer and the notary. (RON requirements may differ) Oath must be administered. Journal entry required. West Virginia 1-Credible witness. Oath must be administered. Journal entry required. (WVC 39-4-7[b]) Wisconsin 1-Credible witness. Oath must be administered. Wyoming 1-Credible witness. Oath must be administered. Journal entry required

Today, we delve deeper into the exceptional benefits of using press releases as a strategic marketing tool, with a special focus on promoting Remote Online Notarizations (RON) and Remote Ink Notarizations (RIN). These innovative notarial services have been rapidly gaining popularity, and harnessing the power of press releases can take your business to new heights. 1. Amplifying Remote Notarization Services: When it comes to marketing remote notarizations, press releases are your secret weapon. By crafting compelling press releases that highlight the convenience, security, and efficiency of RON and RIN, you can effectively showcase your business as a pioneer in providing modern and flexible notarial services. 2. Establishing Trust in Remote Services: As the demand for remote notarizations increases, businesses need to assure potential clients of the legitimacy and reliability of their services. Sending out well-crafted press releases through reputable news media outlets establishes trust and confidence among consumers, positioning your company as a reliable provider of remote notarizations. 3. Cost-Effective Lead Generation: Press releases offer an excellent return on investment, especially for remote notarization services. With an average cost of less than $50 to distribute a press release, businesses can generate a substantial number of leads both locally and internationally. This cost-effectiveness makes press releases an ideal tool for attracting a diverse client base. 4. Global Reach: Press releases have the power to transcend geographical boundaries, making them perfect for promoting remote notarization services to a global audience. By reaching out to news outlets with international readership, you can tap into new markets and expand your client base far beyond your local area. 5. SEO Boost: Promoting remote notarizations through well-optimized press releases can significantly improve your online visibility. With appropriate keywords and backlinks, your press releases can rank higher in search engine results, driving organic traffic to your website and boosting lead generation. In conclusion, leveraging press releases to market remote notarizations is a savvy and strategic approach. By showcasing the benefits of RON and RIN, establishing credibility, and reaching a global audience, you can position your business as a leader in the digital notarial services landscape. We encourage you to explore the potential of press releases for your business and seize the opportunity to stay ahead in the ever-changing world of notarial services.

Dec 07, 2022 You can listen to this blog on YouTube here A friend and I bought a liquor store we found listed on BizBuySell.com in the early 2,000’s. It was just a small mom-and-pop shop, or more accurately a pop-and-son thing, and the son had lost interest so pop was selling cheap. It was located in a pretty busy shopping center with a Home Depot as an anchor, so I was confident I could boost revenues and quickly grow to a second location. My strategy? Offer a compelling “lead magnet” and capture email addresses of my customers so I could communicate value on my terms. Tapping into my experience with another business I was in, we bought a badass poker table and set it up in the store as a display and ran a promotion to win it. The rules were simple: Register with your email address. Earn additional entries for every $10 you spend. The strategy was a hit, garnering over 1,200 email addresses of local imbibers of booze. Following a similar strategy to Gary Vaynerchuck’s book “Jab, Jab, Jab, Right Hook,” I sent an occasional email to my list with stories, local events, and, of course, specials, promotions, and coupons for our liquor store. Value, Value, Value, Offer. Within three months we had tripled our monthly sales revenue. When done correctly, email still reigns king. Don’t let anyone tell you otherwise, especially the 99.9% of your notary peers who haven’t tried it. I applied these learned lessons to my own notary business (and continue to do so today). Your network, and database of customers, is the single most valuable asset your current, and future business owns. To the extent you bring value and stay in touch (keep it warm) with your network, you’ll never have to hunt for a customer again. Everybody needs a notary at some point. And, If they needed a notary once, they’ll likely need another one again. If they don’t, they’ll know someone who does. You can’t let them forget you. That’s your responsibility…not theirs. And if you offer any other service, like Apostille Facilitation, Fingerprinting, Living Trust Presentations, Field Inspections, Wedding Ceremonies, Real Estate Sales, Insurance Products- literally anything else, then you are leaving major money on the table if you are not sending periodic emails to inform your clients of your skills and services. Even more than leaving money on the table (which as a business isn’t a good idea anyway), I think you actually do your clients a disservice by not staying in touch with them. Have you ever needed a notary and not been able to find one? Or found a notary…that didn’t know what they were doing? There’s 4.5 million notaries in the country but you can’t find a great one when you need one. If you’re an extraordinary notary that has gone through additional training, and are constantly honing your craft because you care about your customers and the role you play in our economic system, then you owe it to your clients to stay in touch. Don’t make them go on the hunt for a quality notary again. Keep them close. Be unforgettable and top of mind. Stay. In. Touch. Every appointment with a client you want to stay in touch with should end with some variation of this question: “I love to stay in touch. Would you mind if I send you a thank you card and the occasional email to check-in?” I’ve never had anyone say no. Get their email and mailing address and then do what you said you’d do- Stay. In. Touch. This is how permission-based marketing- modern marketing- works and it can change your life.

Dec 14, 2022 I almost didn’t graduate high school because of two subjects: Keyboarding and algebra. Keyboarding, by the way, was still done on a typewriter in 1996 Show Low, Arizona (somehow that was 26 years ago). I wish I could say my failing grade was because I had some clairvoyant vision that computers were the wave of the future, and typing was obsolete, but that wasn’t it. I just didn’t go to class (and I still can’t type). That was the pitfall of being 18 years old for my senior year: I could sign myself out of school. And algebra… Well let’s just say I disagreed with Mr. Butler’ insistence that letters of the alphabet should be commingled with numbers to create a math problem (emphasis on problem). Letters and I got along just fine in English class, geeking-out alone on paper, writing essays and book reports. But throw them in with mathematical equations, and suddenly they act like they don’t know me anymore. The alphabet started treating me like “Mean Girls.” I could not sit with them anymore. At least not in math class. Fast forward nearly 30 years and zero college degrees later, and here I am creating the Notary Client-Getting Formula that has both numbers and letters in it. Look, Ma’, I’m doing math stuff! Mr. Butler, eat your heart out. I learned the term “client-getting” from my mentor, Ray Edwards. I’ve been using that term for about two years, much to the chagrin of my book editor, Beverly. She’d much prefer I use the term, “client acquisition.” She’s right, of course. That’s what makes her a great editor. But “client acquisition” is way too stuffy and convoluted for me. I like the term “client-getting” because that’s exactly what we’re setting out to do: get clients. So let’s look at five questions you can ask yourself to get more clients. The Notary Client-Getting Formula Get ready, kids. We’re doing some math today. (not really, but roll with me here) Here’s what this looks like: It’s easy. W²(H)+V= $ The sum of; Who, Where, How, & Value, is Revenue. W #1- Who is Your Ideal Client? Beware the trap, “Everyone is my client!” Sure, as a notary public, it is actually going to be true for most people in the country because they WILL likely need your services at some point in their lives. But adopting that broad definition isn’t going to serve you. You’re not going to get more clients trying to appeal to “everyone.” You have to be specific. Get clear about who you want to work with. This definition will help inform your marketing efforts, advertisements, events, blogs, and…everything. It is not enough to say "attorneys" are your ideal client. What kind of attorneys? Where are they? Who they serve? What do they need? How do they treat you and their clients? What volume do they have? What are they willing to pay you? With more clarity comes more clients. I have a detailed explanation about how to identify your ideal client in my recent book, The Notary Business Building Challenge (sometimes less than a dollar on Amazon). W #2- Where Do Your Clients Hang Out? Okay, so now you know WHO you want to work with. Next, we focus on WHERE to find them. This is where the invitation to get really creative and think outside the box comes into play. No matter who you have chosen as your ideal client, they congregate somewhere. Your mission, should you choose to accept it, is to discover where that somewhere is. Here are a few ideas: Online groups and communities like Facebook, LinkedIn, Circle, Mighty Networks, MeetUp, and others. Live conferences, workshops, seminars, and retreats. Associations, clubs, corporate or non-profit boards, etc. Local networking groups, service organizations (like Rotary, Kiwanis, Chamber of Commerce, etc). It will blow your mind how many different, and highly specific, events exist. Hospital administrators have their own events. Specialized attorneys have their own events. Small car dealership owners have their own events. If you really want to go down the rabbit hole, get connected to other companies that market to the same clients you want. Every industry has other brands, companies, and innovators providing value and service to that industry. Get on their list. See what’s hot for that industry. What are the buzzwords they are using? Where’s the next conference? All of this will help you be a better connector and get more clients. H- How Do You Get Closer to Your Client? Remember in elementary school, when you were assigned a seat on the first day. Who became your best friend? Likely someone sitting close to you. Your goal is to “sit close” to as many of your ideal customers as possible. And, just like back in the school days, you’ll hit it off with some, and not so much with others (remember the Mean Girls?). Getting in the orbit of your customer gets a lot easier after the previous two W’s, right? You know exactly WHO you want to work with and you have a pretty good idea of WHERE to find them. Now your ‘H’ is to be in their orbit, within arms reach of a connection or relationship. Those deeper connections don't happen from the couch. You have to be in the arena. But HOW can you get closer in the arena? Here are a few ways you can do that. Simply follow them on social media. This is the most passive way to get in their orbit. Look for ways to support and opportunities to engage. When appropriate, or relevant, like, comment (thoughtfully), and even share their content in your own feeds. Join an online community with them. And then, sit back and observe, hunting for ways to add value to group conversations. Do NOT just jump in and start hawking your services. Find ways to help members of the online community through information, resources, referrals, stories of your experience, etc. Start your own targeted online community or group. This is done best when it’s not so “on the nose,” like, say, “Probate Attorneys Who Need Notaries.” A better approach could be, ‘Elder Care Support Professionals Group.’ You’ll get a mix of membership which will make the group powerful and valuable to the members, and it will give you direct access to them. You will be an authority figure in your space, simply by being a thoughtful administrator of a group they see value in. Attend one or more of the LIVE events you have identified for client-getting. In fact, attending five of these events each year will likely give you more clients than you can handle. Sub-note: Attending versus participating versus optimizing are all different things. If you’re going to attend, you might as well participate. And if you’re going to participate, you might as well optimize every opportunity. Sponsor an Event. The next level to attending those client-getting events is to help sponsor one or more of them. Get a table, booth, ad, or whatever your budget and brand can handle. Be a Speaker. And the next level to sponsoring those client-getting events? Being a speaker or presenter at them. Many of these event planners struggle to find relevant topics and dynamic speakers. This is a powerful way to bring value and establish you as the expert in your city. V- Add In Your Value As a notary public you have to think bigger than your stamp when it comes to your value. Think about it: What do you bring to the table? Notary stamp? Sure. Mobile convenience? Yep, for sure-this is a huge one. You want to work with people who value their time over money-that's the convenience economy. And… What about all the extra training you take to not just be another mediocre notary, but to be an extraordinary notary? What about all the characteristics you have that help mold your personality? Your attention to detail. Your organization skills. Your outstanding grammar and spelling. Even your sense of humor. Your ideal clients want to work with people they know, like, and trust. This level of relationship happens when you dominate the four pillars: Pillar One: Competence- the ability to get the job done right. Pillar Two: Confidence- Demonstrating those abilities as a professional. Pillar Three: Integrity- Knowing exactly what you can do, and what you can’t do, and honoring those boundaries. I shared a vlog about six practices of integrity that can help you develop this skill here. Pillar Four: Likeability- Being interested in others, being interesting to others, and taking 100% responsibility for your emotional wake. This winning formula of knowing who your ideal client is, where they congregate, how to get into their orbit, and providing undeniable value, equals more revenue for your business. W²(H)+V= $ I don’t think this is what Mr. Butler had in mind as he etched his algebraic hieroglyphs on the chalkboard, but the formula works nonetheless. If you want more appointments, you have to hang around with more people that will hire you for those appointments, and constantly bring value to those relationships. It’s not rocket science. It’s just the Notary Client-Getting Formula. Please let me know what you think of the formula, math in general, or what you'll do next to get more clients, in the comments below.

How to Use Artificial Intelligence (ChatGPT) to Create Content for Your Notary Business Dec 16, 2022 You can listen to this blog on YouTube here During my recent Prolific Content Creation workshop at NBB, a student asked me what I thought of using Artificial Intelligence (AI) to write content for blogs. This is literally a workshop where I write a piece of content, like a blog article, from scratch, in collaboration with fellow members, and we make it customizable so each notary can use a personalized version of it on their own platforms. So… Being the writer snob that I am, shared my distaste of some random robot wrecking my craft. I wasn’t a fan. Writing is supposed to be pure, I said. It’s supposed to be an extension of our soul, I cried. It’s our personality on paper, I pontificated. Blah, blah, blah. The fact is, not everyone enjoys writing as much as I do, and that’s okay. That doesn’t mean the need to write or otherwise create valuable content is any less important. Content should not be ignored. Content creation is critical for next level success. This is how your ideal customers get to know, like, and trust you. I’ve been preaching it for over five years now. If more notaries did it, more phones would ring. But with Artificial Intelligence? Isn't AI supposed to destroy the world? As I pacified my fears of a “Terminator” style end of civilization-as-we-know-it with a cookie and a nap, I said, hmm, what if…AI actually makes content creation more accessible to those notaries who think it’s out of reach right now? I mean, if I truly believe that content helps build successful businesses (I do), and notaries need help creating content (they do), then shouldn't I at least give it a look? So I tried it using ChatGPT (free) and an app that uses their AI, Chatteo (paid). How good could a robot’s writing be anyway, right? Here’s the response from Chatteo to the very first message I sent, “mobile notary near me”: Okay, not bad, robot. Not bad at all. Decent definition. Great tip on finding a notary for sure. It’s not perfect. But then again, what writing is perfect, especially on the first go-round. Hemingway said, “The first draft of anything is sh!%.” And some of these other samples I got from ChatGPT were exactly that, sh!%. Lemme show you what I mean. When I messaged “How much does a mobile notary cost?”, here’s the response I received from Chatteo: But I think I like ChatGPT's answer better when I tweaked the question a bit to, "How much is a mobile notary": And what if we wanted to write something about another service we commonly offer in our business these days, apostille facilitation? I asked Chatteo, "What is an apostille?" Here's what it had to say: And here's what happened when I asked Chatteo, "What's the best way to get out of a speeding ticket?": Note to self... While imperfect and incomplete, these auto-produced responses are actually quite good for prompts. With a little tickling of the keyboard, AI programs like ChatGPT could be the answer for notaries who struggle to create content. In the Prolific Content Creation course, we just wrote two articles; one about the REAL ID updates, and one about the rise in "smishing" scams. Combined research included reading at least 12-15 different websites and resources and we created some decent content. I was curious what ChatGPT would do with it. Chatteo: Ultimately, pretty worthless, but it might be a good starting point. But look what happens when we asked the chatbot, "How can I avoid a smishing attack?" The suggestions generated from AI are similar to what we found in all the research (see our article here). And if there was a bit more of a story here, sprinkled with some personality, this might actually be a valuable piece of content. Be aware that using Artificial Intelligence comes with some risks of inaccuracies (among others). Look at this example of the question I asked, “What is In-Person Electronic Notarization?”-legal in all 50 states, and is, in fact, performed in-person. Incorrect info from Chatteo: The answer provided was clearly about Remote Online Notarization (RON)- which is not yet legal for notaries in all 50 states to perform, and is done virtually. That’s a big deal. If you decide to use AI, use it wisely and with appropriate due diligence. This is relatively new technology and we'll need to be patient and observant. If you want to take a stab at it, here are my suggestions. Five Ways to Get Started with Artificial Intelligence to Write Your Notary Content: Visit ChatGPT here (it's free) Tinker and play with it a bit. It’s insanely simple to use and gets smarter every day. (yes, I paid about $6 for 500 credits on the paid app, Chatteo, from the app store so I could play with it…a lot!) Ask better questions to get better answers. (And yes, 500 credits on Chatteo goes pretty fast!-stick to the free ChatGPT website) Use your results as a writing prompt only. Utilize it as a launch pad instead of the final destination. Add your personality and your own state-specific information, to make it relevant and valuable for your prospects. Get creative with where you use your content. Consider: Blogs Vlogs (video blogs) Social Media Posts LinkedIn Articles Google Business Profile posts And certainly emails to your database Never forget that YOUR personal flavor and personality is ultimately what makes or breaks your business. If your content reads like a robot wrote it, no one is going to read it. More importantly, your prospects miss out on an opportunity to get to know, like, and trust you. Which means, they probably won’t hire you. I asked Chatteo "What are the best questions to ask an attorney before you hire them?" Now this is a great launching point for a useful article. This could be enhanced with a personal story of yours, or a story you heard somehwere. You could add your own flare, and then easily optimize for keywords and phrases you hope to rank for in Google. This is where I see the value of AI. It can help us be more efficient content creators. We all struggle with coming up with content ideas, even if you love to write. And who has time to read 12-15 research articles every week? It looks as though a tool like ChatGPT or Chatteo might help. As there often is with new technology, and according to the Search Engine Journal, there is debate over ethical use of AI generated content, and whether or not Google considers content written by AI as auto-generated content, which could trigger a manual penalty (whatever that is). The last thing we need is to be in Google-jail (again). Use AI as the tool it is, not the end-all-be-all. Avoid a simple copy and paste of the responses you receive. Trust your inner creative and enhance the response to assemble a valuable piece of content for your ideal customers. Consistently creating & distributing content has helped double my audience and my revenue many times over, both as a field notary, and as a trainer, author, creator, and investor. I know it will help you too, no matter which direction you choose to scale or pivot your business. And if using AI helps you create consistent content, I say go for it. Content creation is that important. Still not sure? Ask the chatbot. I did. This Artificial Intelligence has taken "Know Thyself" to a whole new level. If you’re scribe-raging me right now for advocating the possibilities with artificial intelligence, I get it. It took me a minute to embrace the inevitable as well (I think the tech layoffs of late are going to cause a surge of innovation in the next 2-3 years, and AI is a hot focus right now). So if you happen to be a fellow graphomaniac, rest assured, even with AI, and maybe because of it, the divide between good writing and great writing will widen. And therein lies another opportunity. It’s everywhere. Tell me what you think. Will you try using artificial intelligence to create content for your notary business? Bill Soroka teaches a Prolific Content Creation Course in the Notary Business Builder advanced mastermind program. He is also the best selling author of three books (and counting) designed to help notaries.