Are you a Pigeon? Wait, what the flock did you just call me?!? Did you just call me a pigeon? Are you accusing me of being a rat with wings?? Before you fly off the handle, I'm not suggesting you have wings, a knack for statue-squatting, or an uncontrollable appetite for breadcrumbs. I'm actually referring to a concept known as 'pigeonholing.' It's a term derived from the tidy little compartments (or pigeonholes) people at one time used to store mail in. These days, it has come to represent the process of labeling and categorizing things, or in our case, people. Now, don't get me wrong. Labels can be super helpful – especially when you're trying to find the right tube in the medicine cabinet (wait…is this the toothpaste?). But when it comes to your career as a Remote Online Notary (RON), pigeonholing can be a very uncool bird indeed. Let's say for instance that you're known in your RON circle as 'Debbie the Divorce Notary.' Now, that's not necessarily bad. You're the go-to person for divorce documents, and that's a reputation to be proud of! But what if Mr. and Mrs. Newlyweds pop in to get their first house deeds notarized? They might hesitate. "Debbie, the Divorce Notary, for our new love nest?" they might wonder. "That's a little ominous, isn't it?" And there goes your potential client, flying away faster than a pigeon dodging a frisbee. And then there’s ‘Larry the Loan Signing Legend.' Larry, like many other RONs, found a comfy perch in the world of loan signings. And why not? The breadcrumbs in that particular sector can be quite delicious. He became so well-versed in loan signings, that he could identify a refinance packet in his sleep, spot an error in a deed of trust from a mile away, and could probably sign an acknowledgment with his wings...I mean, hands tied behind his back. Larry was riding high in the clouds of his success until the mortgage industry began to dip, as it tends to do. Suddenly, his phone wasn't chirping with notifications from new clients. His once plentiful bread crumbs started to dwindle. Had Larry nestled himself too comfortably in the loan signing pigeon coop? As Notary Loan Signing Agents, the temptation to specialize solely in loan signings can be a strong one. It's a rewarding field, both financially and professionally. However, putting all your eggs in the loan signings basket is much like our friend Larry's predicament - it leaves you vulnerable to market fluctuations. When the mortgage industry cools down, your steady stream of loan signings might cool down too. Pigeonholing can limit your business growth and diversity, because people may assume you only do one kind of notarization. It can prevent you from tapping into other potentially lucrative markets, like general notary work or medical documents, which are quite the golden eggs in the notary world. So how do we escape this pigeonholing predicament? Here are a few flight plans: Spread Your Wings: Show the world that you can handle any document that needs notarizing. Celebrate your versatility on your website, on social media, and through word of beak... I mean, mouth. Preen Your Image: If you're already pigeonholed, don't panic. You can rebrand! Remember: you're not just a 'Debbie' or ‘Larry.' You are ‘Debbie’ AND ‘Larry’. Soar to New Heights: Regularly upskill and train in different areas of notarization. **There is a site called Notary Stars that I hear is EXCELLENT for this type of continued education and training! The more you know, the more valuable you are. No one puts a knowledgeable bird in a corner... or a hole! More Eggs, More Baskets: Diversifying your services is like having eggs in multiple baskets. You'll be less dependent on one source of income and more resilient when market shifts occur. Ruffle Your Feathers: Shake up your routine. Offer services medical documents or immigration papers. Expand your offerings to include more things like I-9s, fingerprinting, permit running or being a wedding officiant. There's a whole world of notarization needs and related fields out there, just waiting for a bird with your skills! Squawk Loudly: If you've diversified your services, don't forget to tell the world about it! Advertise your wide range of skills on your website and social media. Let your clients know you're not just a one-signing wonder! So, before you find yourself roosting in the pigeonhole of 'only doing this one thing,' remember that variety is the spice of life – and business. You have the capability to be a majestic notary bird of paradise, spreading your colorful wings across all types of notarizations. Pigeonholed? More like pigeon-**hold** the entire notary spectrum in your talons! By recognizing and avoiding the pigeonholing trap, you'll ensure your notary business doesn't end up 'cooing' itself into a corner. Now, fly free and explore those broad horizons! You're not a one-trick pigeon, after all. In the end, it's all about flexibility. Being an exceptional Notary Loan Signing Agent is fantastic, but don't let it limit your full potential. By avoiding the narrow pigeonhole of specialization, you'll ensure your notary business soars, no matter the weather. Remember, you're not just any bird - you're a bird with an impressive range of notary skills. Don't let yourself be caged! Now, flap those wings and fly towards your next notarization adventure! #findthecheese

Do you want to be the Best Notary & Loan Signing Agent you can be? Or do you just want to do your job & get on to the next one? What’s the difference? Being just another Notary or Loan Signing Agent means. You only answer your phone when you want to You don’t engage with your signers (that’s not my job) You are a point and sign LSA – you only read the title of the document and point to the signature line. You do your best not to waste time at the table and rush your signers along. You never get a bad review, but only a few good ones as well. And none of them say you are stellar. You believe because they are paying you such a low amount that you can short cut the customer service. (They don’t pay me enough to do anything other than my base job) Your profiles are set up to look exactly like everyone else’s because that’s how it’s done. You have a website, but don’t really want to spend money on advertising your business. You don’t invest in your education because it’s not that hard to do your job. You don’t learn loan documents or loan variations because you’re not supposed to be an escrow officer. You get enough income to pay your bills or believe this is just a good side gig. Being the best you can be means; Going above and beyond your basic duties (still staying in your lane as a Notary) Being a problem solver when things go sideways. Knowing more than you really need to know about a loan file so that you present yourself more professionally. You geek-out on every possible variation of a loan file so that you are not caught off-guard at an appointment. You know what the critical and common documents are for each loan package and can spot when something is missing or an error on a file. Able to find and point to the answers in the documents when they arise instead of wasting time making a call from the table. Able to deliver a brief description for each document while pointing to those words on the document, all while reading upside down. Allow your signers plenty of time at the table and make them feel like they are your only concern. Engaging with your signers and putting them at ease with the process You invest in your education on a regular basis with trainers that you know have the knowledge and have been in the business long enough to provide the right guidance. Not someone with less than 5-years in the field. You get plenty of great reviews that let other consumers know you care about your job and go beyond the point-and-sign model of doing business. Your profile is set-up to deliberately avoid the ‘buss-words’ that everyone else is using and deliver real information about you and your company. You have an inter-active website and budget monthly (time or money or both) for advertising. You get repeat business from clients that are willing to pay you for your expertise and professionalism. You are in high demand and remain truly grateful for every opportunity. It takes a little more effort to be a great notary/signing agent. You might get by for a while on your good looks or sparkling personality. But that might not carry you as far as you want to go. If you take the time to learn as much as you possibly can about the documents you will be handling, and how to market yourself on your website and social media platforms, I promise you that you will be in high demand for as long as you want the business. The reputation you build now will follow you even beyond retirement. So is that going to be a stellar reputation? One that says ‘OMG she/he was awesome and helped us out so much’. Or a mediocre one that says,‘yes he/she was ok’ or ‘I never had a problem with him/her’. Which one do you want to be- comment below to let us and others know. Invest in yourself. Believe in yourself. Be the best you can be and then do it again!!!

Resources for finding your state regulations As Notaries, the more we educate ourselves the more legitimate questions we have. And consequently the line of the law blurs just a bit. To get information you will have to dig and cross check. You would think that all our regulations would be tied-up in one nice neat little package. But that’s not always the case. We have Notarial regulations – Real-Estate regulations – Probate regulations -Financial Institution regulations. All of those regulations can potentially effect our duties. Start with; Your state handbook – Make sure you have the most current version and Keep it digital so that you can use the ‘ctrl +F’ option to search key words. Keep looking for different key words that might relate to your search. Ex: Foreign Language Documents Search; Foreign – Language – English – Communicate - Read or write – translate When you find what you are looking for, see if there is an actual regulation number somewhere in the text. That number often can be plugged into a Google search page. Read the law. Sometimes our regulations end with “subject to the Administration Code set forth by the Secretary of State”. That could actually change the way the law is administrated or carried out. Make a call to your Secretary of state or your licensing agency – sometimes you have to make a couple of calls to see if you get the same answer. Make certain they understand your question. Using words like ‘Hybrid Certificate’ will not mean anything to most of our offices because they are not a creation of the notary industry – but instead a creation of the real-estate and lender industry. Limit those questions to Notary stuff. Don’t ask them Signing Agent questions like is it required that I print loan documents on mixed size pages? Don’t ask them Business owner or Tax accountant questions like can I claim mileage on my tax returns. If you get an answer, don’t stop there– ask for the corresponding regulation so that you can look at it for yourself and stash that away as your ‘get out of jail free’ card. If it is opinion, then ask for that opinion to be sent to you via email so that you can have it as a future reference. Sometimes we get lucky and they will do this for us. Tap a Colleague – Mentor – Instructor; Good source for immediate information, but check into it further for yourself. Facebook University – with extreme caution Google – don’t stop when you get the answer you want – keep looking as there could be mis-information out there. Don’t ask an attorney unless they specialize in Notarial Law. DO USE GOOGLE to Find and Bookmark your Legislature page; ex; AzLeg.gov Your legislation page will have the most comprehensive compilation of all sectors of law for your state. Public Law Libraries are a good resource; Ex; California SacLaw.org www.Findlaw.com; Bookmark that page after you set it for your state as an easy reference. www.AzRE.gov; Arizona Real estate law www.AzCourts.gov; Probate law www.nolo.com – Legal encyclopedia www.difi.az.gov – Banking and Financial law - Arizona www.DFPI.ca.gov - Dept of Financial Protection and Innovation - California

A great deal of the articles we bring to you are real life examples we either deal with at Notary Stars or at Unlimited Ink Notary (our sister company/signing agency). We start this article off this way because sometimes the titles may not seem to apply to you, but this particular scenario could happen to anyone going through renewal and we want you to know how to deal with it. With that said, we want you to know that just because someone, even your Secretary of State, tells you that you can do something that you have to think ahead and ask the what if's. Especially if you are a Loan Signing Agent because working with Loan Transactions often depend on what a lenders underwriters (or attorney's) will accept. This particular case came out of New York. We had a Notary who accepted a Signing in SigningOrder.com as usual. Her Notary Commission was showing up to date because she manually changed the date in Signing Order, even though she hadn't physically received her Notary Commission via mail yet. DO NOT DO THAT AS IT MAY LAND YOU IN HOT WATER. Always wait until you have your physical commission in hand to update any of the websites you are listed on. Now, she had applied for her renewal two months in advance, but her expiration date came and went, and the new commission didn't arrive. When we assigned her the signing, she was 4 days past her commission date expiration. Now someone at the Secretary of State's office told her that she could just strike through the commission date on the Notary Stamp and write her new expiration date. We all also know that our stamps expiration date is inspected prior to closing but she can't get a new stamp from anyone without her physical commission. No stamp maker is going to make one for a Notary until they have that and can verify it. This just happened to be a late Thursday evening, scan and ship, signing that was closing on a Monday (end of Month). The buyers would not be able to resign and could lose money if they didn't sign on time. The package was flawless except for the strike throughs on the commission date in her Notary stamp. Our scan back team caught it but the damage was done. The Notary signed the entire package with two people who were going in two different directions and wouldn't be able to resign again together- and then it was up to Unlimited Ink Notary and the Title Company to sort things out. The wait time to speak to anyone at the New York Secretary of State that day was 192 minutes. And we started working on this around 9 am PST, meaning that it was already 12 pm EST. The lenders are also located on the East Coast, and we all know if they can't fund right away, they may not get to fund. The Notary was in absolute heart break as she thought she was doing a good thing. She also didn't understand why they wouldn't accept it since she was told by her Secretary of State that she could do this... and that would be fine if she had proof at all. Why would a lender allow $500,000+ dollars to exit their account if they could run the risk that the Notary would be denied their commission for any reason at all? Again, there was no proof she would actually be able to get her commission as it was in process. Luckly, we had just presented the New York Notary Alliance at Notary Stars Unlimited the same month and we had someone we could reach out to verify the New York processes with. New York is currently 4-8 months behind in processing Notary Commissions. However, we were told that the Notary if applying in person can get an official letter head to prove they can notarize. When we spoke with the Notary on this advice, she did have an email that did tell her she was going to get her commission and what date to use but an email isn't good enough. She had to drive about 30-45 minutes to her local office (which isn't a luxury for most) and ask them to write this letter and sign it. Now, here's what we want you to know if you are in between for commission renewal. 1) Do not update any commission expiration dates until you have your commission in hand, or valid proof that you are indeed approved (official letter head from your Secretary of States Office and not just an email). If your State doesn't offer that, please don't risk it! 2) If you have physical letter head proof that you are renewing your stamp then you need to let your assigning parties know BEFORE you process any transactions as a Loan Signing Agent. This is because the lender you are working for may not accept a stamp like this. If this lender hadn't been willing to make an exception, we don't even want to know what could have happened to the Notary.* 3) For general Notary work you also need to explain to your clients before you charge them and put them through this kind of stress what could happen and allow them to decide if they want to take that chance. More than likely a large bank would not accept a Power of Attorney like this. *In this particular instance we made it through closing with the letterhead but if for any reason she doesn't actually get her commission, and anything goes wrong- she actually could get sued and that wouldn't be good as Errors and Omissions insurance only covers you for Notarial Acts when you are allowed to preform them. Remember, all Insurance companies are just that, insurance companies. This means, they aren't your friend, and they don't have your back if you make a mistake like this. So, the moral of this story is if your State takes a long time to process renewals but allows you to continue to Notarize you need to make sure you have physical proof readily available, on hand, and talk with your clients ahead of time.

The heat is on! As summer kicks into full gear, life may seem like a sunny poolside barbecue for many. But for Remote Online Notaries, it's the season of grilling, not on the barbie, but over client identifications. While the world is sipping margaritas poolside, we're busy playing detectives on the digital frontier, validating identities. Just as the sun doesn't take a day off in summer, neither does the responsibility of ensuring a client's identification. Think of the identification verification process as preparing a poolside BBQ meal. The ingredients: signer name, photo, and expiration, must all pass the freshness test. Firstly, let’s grill the client's name. Just like ensuring the meat at your BBQ isn't past its sell-by date, it's crucial to confirm the authenticity of the client's name against all the documents provided. When verifying a signer's identity, imagine it's like figuring out if the pool's water is warm enough for a swim. Your job is to dip your toes in, using the provided ID, and decide if the person is really who they say they are. Just like each summer day has a different temperature, there's no one-size-fits-all rule for every situation. Sometimes, you'll need to make a judgment call, like deciding if it's ice cream or popsicle weather. When in doubt, you can always ask for an alternative form of ID that your state deems acceptable with the correct information. The next ingredient is the photo. But this isn't as simple as throwing the meat on the grill and coming back a few minutes later. Pictures may look straightforward, but you need to look deeper, sort of like checking that your BBQ chicken isn’t just seared on the outside but raw in the middle. You want that meat thoroughly cooked inside. Look for features, aging effects, or changes that may suggest a mismatch. Does the signer’s birthday say you should be seeing a “Baywatch Babe” but instead you are looking at a “Bengay-watch Babe?” Use your best judgment. And for the libations, don’t overlook the expiration date on the ID, like forgetting to chill the beverages for your BBQ. Different states have different "best before" rules, just like how some like their steaks rare and others well-done. Ensure you're following the regulations for the state in which you are licensed. One tip that's as refreshing as a summer lemonade is to make verbal commentary during the audio/video recording about the ID. You might say something like, "We're both July babies, it seems," or "Don't forget your ID expires at the end of this year." This practice not only helps to encourage friendly banter, but also ensures thoroughness and leaves an 'audio notation' in your electronic recording that you did your due diligence in checking the ID. But remember, while poolside chitchats are fun, don’t let any sensitive information slip once you leave the party. In the end, when the sun sets and the BBQ embers cool down, remember this: the ultimate responsibility falls on your shoulders as the host of the BBQ party. The RON platforms provide the tech, like the grill and the patio chairs, but you're the one flipping the burgers and mixing the drinks. If there is a party foul, YOU as the Notary will ultimately be held responsible. As notaries, we bring the human touch to this online gig. We're like the lifeguards in this vast digital sea, ensuring each notarization swims safely back to the shore of integrity. So, let's roll up our beach towels and meet this summer with sunblock levels of diligence. After all, it’s not just any old season, it’s the sizzling summer season of identity verification. Let's keep the beach vibes high and the fraudulent IDs low!

Office space rentals, equipment rentals and purchased business equipment: When it comes to tax deductions for office space and equipment here are some general guidelines to consider. 1 – Office Rental Space – Rent Expenses can usually be deducted as a business expense. The amount will depend on your lease agreement and local tax regulations, but usually the full rent paid is deductible as a business expense. 2 – Equipment Rental Fees – Rental fees for business equipment such as computers, scanners, or machinery are also deductible as a business expense. So similarly, to office space rent, the full rental fees can usually be deducted. 3 – Purchased Equipment – when you buy equipment or machinery for your business, you to need to spread the deduction out over its useful life, known as depreciation verses deducting the full cost in one year. Depreciation reflects the equipment’s gradual loss of value over time. * NOTE – Tax Rules in regard to depreciation vary, so it is very important to work with a tax professional to ensure compliance for your specific jurisdiction. 4 - As with all Business Expenses – Keep Accurate Records of documentation such as all Lease/Rental Agreements, & Receipts to support your deductions! Tax Tip June 2023 edition from Glen Hill, 20+ year CA Tax Professional and NotaryAssist Software READ ALL OF THIS YEAR'S TAX TIPS BY CLICKING HERE: https://www.notarystars.com/blog/notary-tax-tip-space-equipment-rentals-purchases https://www.notarystars.com/blog/can-signing-agents-write-off-meals-on-taxes-yes-and-it-pays-to-eat-in-2023-as-long-as-you-do-things-properly https://www.notarystars.com/blog/mileage-for-notary-business-owners https://www.notarystars.com/blog/bad-signing-agencies-unpaid-signings-tax-tips https://www.notarystars.com/blog/tax-tips-from-sue-hope-glen-hill https://www.notarystars.com/blog/tax-tips-from-sue-hope-glen-hill-january-2023 https://www.notarystars.com/blog/your-notary-loan-signing-agent-business-tax-time

This week during general mentorship we got on a topic that is near and dear to my heart and may be on yours as well, anxiety. Feel free to watch the full replay here. Maybe you aren't diagnosed with anxiety but 30% of people suffer from anxiety and with the stresses that can come along with owning a small business you more than likely face it at some point in your daily life more than you wish. In fact, I personally take at least one to two calls a month from Notaries around the country who are suffering from anxiety related to their Notary businesses. And because I've dealt with clinical anxiety most of my adult life (overcoming it without medication) I love helping my fellow Notary Business Owners with what I've learned over the past 13-14 years. Some of the most common things I hear are: Do You Think I'll Make It? What If I Don't Succeed? I Don't Think I'm Cut Out for This? I Feel Like I Don't Know Enough! No One Seems to Understand What I'm Doing Here. I'm Afraid I'm Going to Let My Family Down. These are just a few of the things I've heard on the Notary Stars' support line in the past year- especially after the downturn and even more now that we are starting to level out. Before I go any further, if you feel these things you need to know you are not alone! When I became a Notary Public & Loan Signing Agent there was really only one or two mentors out there, the National Notary Association and Notary2Pro was getting off the ground. At that time, I was in California, which has some of the strictest Notary laws of all 50 States. And I was absolutely fed up with Corporate America because I was tired of being the responsible one who showed up to work on time, did the most work, and got absolutely the least recognition for it. I wanted this career to work for me much like many of you do because I just couldn't go backwards. Funny story: I wanted it so badly that I wound up in the ER several times trying to convince nurses and doctors that I was having a heart attack. I even wore an expensive at home heart monitor for 30+ days because I convinced doctors they just hadn't found what was wrong with me. Or, they wanted to humor me? That's neither here nor there anyway. The fact of the matter is that I get how stressful it is to become a business owner and although Unlimited Ink Notary and Notary Stars does very well for itself, a decade later. I will never forget where I came from or how hard I had to work to get here. Which is why I want to give you some of the things I've learned over the years to deal with anxiety as a business owner that have really helped me. Here are my top go-to's to alleviate anxiety: Create a Happy Place Play List and Keep It on Hand If You Have Pets Play with Them Pets Generally are Comforting. Do Things You Did as a Kid/Teenager Go to the Mall/Movies Play Video Games Ride a Bike Swing on a Swing Set Color in a Coloring Book Call an Old Friend to Catch Up Identify Outload What is Wrong and if Anything is Actually Wrong If you'd like to add to the list of ways to get rid of Anxieties, We'd love for you to comment on this blog article:

There's a lot of talk about what you can copy certify as a notary public. And there’s a little more to this than meets the eye. Not all states authorize notaries to copy certify or they limit what you can copy certify. Most state handbooks tell you exactly what you can or cannot copy certify. So, everyone please check your handbooks FIRST. Those who have state handbook have been linked here for you: State Handbooks & Reference Manuals Copy Certification is verifying that a copy is a true and accurate reproduction of the original document. Some states require that the Notary make the copy. Other states simply state that the notary is to inspect or compare the copy to the original for accuracy. California limits you to copy certifying your journal entries and original powers of attorney only. Hawaii notaries can only copy certify their own journal records. Maine has the distinction of restricting notaries to only providing copy certification services for private records. New York, Illinois, Michigan, Nebraska, North Carolina, South Carolina, Ohio and Tennessee do not allow you to copy certify any document. (not a complete list) New York doesn't accept a copy certification of any kind unless it's from a government office, like a certified copy of a birth certificate from the Vital Statistics Bureau. That is an important distinction. Some common state-defined limitations include; Vital records, public records, publicly recorded documents, or anything that's recorded in county records. So let’s figure out what those document are. What is a vital record? Think of this in terms of our government holding a record of important life events. If they collect data on this event and hold it in their authority, then it is considered a Vital Record. This includes, birth certificates, marriage licenses, civil Unions, domestic partnerships, separation agreements, divorce decrees, and death certificates. Only the government that issued the record can guarantee its authenticity. What are Public Records? A Public record refers to any document with information that has been recorded or filed by a public agency. So that COULD be any Vital Record but can defined further as Trial Transcripts, Depositions, Bankruptcy, Civil or Criminal Judgements, (almost any kind of court record), Corporate Minutes, Electoral rolls, Records of accounting for Banks, Conveyance Deed, Deeds of Trust or Mortgage, Motor Vehicle Records, Police reports. This is not a complete list, but you get the idea. What are Publicly Recorded Documents? That would include everything that was just noted in the above paragraph. But it goes further than that because in some counties, we can request just about anything to be recorded at our County Recorder’s Office. Last Wills, Powers of Attorney, Assignment of Corporate Stock Ownership, and other miscellaneous documents. So, if you have this specific restriction in your handbook and the original document presented to you has a County Recorder’s stamp in the upper right-hand corner, then you cannot copy certify this document…No matter what type of document it is. Some states allow copy certification by document custodian. This is a legal process where the original document holder signs a statement that the copy is identical to the original and that statement is then notarized. So really, it's not certifying a copy of the original by the notary, it’s notarizing a statement by the document custodian. See the difference? The document custodian is verifying the authenticity of the document and not the notary. What is a Tangible Copy Certification? Tangible means information that is contained in electronic or other tangible forms and capable of being ‘papered out’. This is for RON notaries who have completed an online notarization and might print out the document, signature page and notarization page and certify it to be a True and Unaltered copy of the original electronic document. RULONA provides that every state adopts the provision to allow RON notaries to copy certify their electronic notarizations. So, there you have it. Get out those state notary reference manuals and look up what is authorized for you to copy certify in your state. Commit that information to memory because you never know when you will get the request to certify a copy of something.

If it hasn't happened to you already, it is going to at some point. You will be asked to provide either one of your Signing Agencies or Direct Title Clients and additional Acknowledgement or Jurat "incase anything happens." But you have to ask yourself a good question here, "what could happen?" Well, in most cases your clients will ask for them just in case one of your Notarizations is incorrect so they can swap it out. You know you don't want to be the cause of delaying a loan closing, but you also don't want to violate your State laws either (at least we hope you don't). It seems innocent enough, right? They would never do anything wrong to hurt you or someone else, right? Right??? But what if they attached it to a document you weren't even sent with the signing package? And what if that document wasn't necessarily in favor of the signer? Or what if they attached used it on another file. If you don't think that escrow officers or title officers are human beings that also do things wrong- you really need to think again. There are actually some Signing Agencies that will tell you if you don't provide additional certificates, they can't work with you. That is okay, you don't need to work with them. A good Signing Agency would never ask a Notary Loan Singing Agent to break their State laws or best practices. Now we forewarn you to be polite about this as some of those agencies still have access to Blacklist you and/or tell others a different reason why they wouldn't work with you. So, as much as you should want to throw up a middle finger at them- don't! Simply tell them that you aren't able to take their assignment because you aren't comfortable with that specific request and it's not a good fit. Leave it with, "If that ever changes, I'd love to work with you." For Title Companies and Direct clients you can let them know that you will always double check your work. Really lean into your training and remind them that you have trained countless hours (at NotaryStars.com) to hopefully not make a mistake but if you do that you will promptly fix it. And you need to mean that. Notary Business Advice: In our industry previous business should always come before future business. When you make an error, you have to remedy it as soon as possible. Not after your next signing but before it. Always check with your client to see when it is acceptable to have the correction. Mistakes are going to happen. Breaking the law is no way to prevent it. Just remember these words from the late, great, Carol Ray from Notary2Pro: "It is not the mistakes we make that people will remember but how quickly we remedy them." Reference: NNA | Signing Agent Tip: Sending Extra Notary Certificates | 2023

Summer! The word alone brings a sense of freedom and leisure. The sunny skies, the smell of barbecues wafting through the neighborhood, the lure of the beach, or a trip to a fantastic vacation destination. It’s the perfect time to kick back and spend quality moments with family and friends. But as a Remote Online Notary (RON), you’re an independent business owner, and you may find it challenging to strike a balance between your work responsibilities and enjoying those summer delights. Never fear, RONs! It's absolutely possible to keep your business thriving while making the most of the summer season. Here's how: Plan Ahead - Charting Your Summer Voyage Planning is the key to success. Look at your summer calendar in advance. Identify the days when you'd like to be away from work and block them out. Then look at your workload. Are there times when your clients typically need your services the most? Schedule your working hours during these peak times. Inform your clients about your summer schedule in advance. Use it as an excellent and valid reason to reach back out via phone, email or a newsletter. Let them know when you'll be available and when you won't. If you set expectations ahead of time, your clients will respect your time off. After all, everyone understands the importance of a good vacation! Delegate Responsibilities - Building Your Beach Volleyball Team You're an independent business owner, but that doesn't mean you have to do everything yourself. Consider hiring a temporary assistant for the summer months. This assistant can handle administrative tasks, scheduling, and client communication while you're away. There are many virtual assistants available today who can seamlessly fit into your operations. And don’t forget neighborhood kids that are off school and could use the extra income. Not every task needs to be “high level”. There are plenty of things you can assign to others that don’t require your magical touch. You could also consider partnering with another RON to cover your clients while you're away. This could be a reciprocal arrangement where you cover for each other during vacations. Not only will your clients continue to receive services, but you'll also forge a professional relationship that can be mutually beneficial. Remember, this new RON you team up with is your colleague, not your competition! And best of all, they don’t even have to be local. You can team up with another RON anywhere in the country. Establish Efficient Systems - Setting Up Your Lemonade Stand Efficiency is your best friend when it comes to managing work-life balance. Leverage technology to streamline your operations. Use online scheduling tools, like Calendly or Setmore, that allow your clients to book appointments with you. Set up automated responses to let clients know when you'll be unavailable; a CRM like Hubspot or a mass emailing software like Mailchimp are great for this. You could even consider taking a “working get-away” within your state’s borders. Make sure you have a reliable mobile setup for your notary work. If you decide to mix work with vacation, you'll need to have all necessary tools at your fingertips. It’s as simple as a laptop with a reliable internet connection. With a good setup, you can work from anywhere! Embrace Flexibility - Riding the Summer Waves One of the great perks of being a RON is the flexibility. You can work anytime your heart desires. This means you can adjust your working hours to accommodate personal activities. Want to spend the day at the beach? No problem. Schedule your appointments in the early morning or late evening. Want to take a week off for a family trip? Go ahead. There will always be more work when you return. Prioritize Self-Care - Sunscreen for the Soul Remember, you're no good to your clients if you're stressed and burned out. Taking time for yourself isn't a luxury—it's a necessity. Make sure to schedule time for relaxation and self-care. Enjoy your favorite summer activities. Spend time with loved ones. It's crucial for your mental and physical health. Remember, the goal is to make your work as a Remote Online Notary compatible with the life you want to lead, not the other way around. Summer is a time of renewal and relaxation. With a little planning, delegation, and the right systems in place, you can enjoy your summer while keeping your business humming along smoothly. So, go ahead, put on your sunhat, and let's make this summer a memorable and balanced one! Summer! The word alone brings a sense of freedom and leisure. The sunny skies, the smell of barbecues wafting through the neighborhood, the lure of the beach, or a trip to a fantastic vacation destination. It’s the perfect time to kick back and spend quality moments with family and friends. But as a Remote Online Notary (RON), you’re an independent business owner, and you may find it challenging to strike a balance between your work responsibilities and enjoying those summer delights. Never fear, RONs! It's absolutely possible to keep your business thriving while making the most of the summer season. Here's how: Plan Ahead - Charting Your Summer Voyage Planning is the key to success. Look at your summer calendar in advance. Identify the days when you'd like to be away from work and block them out. Then look at your workload. Are there times when your clients typically need your services the most? Schedule your working hours during these peak times. Inform your clients about your summer schedule in advance. Use it as an excellent and valid reason to reach back out via phone, email or a newsletter. Let them know when you'll be available and when you won't. If you set expectations ahead of time, your clients will respect your time off. After all, everyone understands the importance of a good vacation! Delegate Responsibilities - Building Your Beach Volleyball Team You're an independent business owner, but that doesn't mean you have to do everything yourself. Consider hiring a temporary assistant for the summer months. This assistant can handle administrative tasks, scheduling, and client communication while you're away. There are many virtual assistants available today who can seamlessly fit into your operations. And don’t forget neighborhood kids that are off school and could use the extra income. Not every task needs to be “high level”. There are plenty of things you can assign to others that don’t require your magical touch. You could also consider partnering with another RON to cover your clients while you're away. This could be a reciprocal arrangement where you cover for each other during vacations. Not only will your clients continue to receive services, but you'll also forge a professional relationship that can be mutually beneficial. Remember, this new RON you team up with is your colleague, not your competition! And best of all, they don’t even have to be local. You can team up with another RON anywhere in the country. Establish Efficient Systems - Setting Up Your Lemonade Stand Efficiency is your best friend when it comes to managing work-life balance. Leverage technology to streamline your operations. Use online scheduling tools, like Calendly or Setmore, that allow your clients to book appointments with you. Set up automated responses to let clients know when you'll be unavailable; a CRM like Hubspot or a mass emailing software like Mailchimp are great for this. You could even consider taking a “working get-away” within your state’s borders. Make sure you have a reliable mobile setup for your notary work. If you decide to mix work with vacation, you'll need to have all necessary tools at your fingertips. It’s as simple as a laptop with a reliable internet connection. With a good setup, you can work from anywhere! Embrace Flexibility - Riding the Summer Waves One of the great perks of being a RON is the flexibility. You can work anytime your heart desires. This means you can adjust your working hours to accommodate personal activities. Want to spend the day at the beach? No problem. Schedule your appointments in the early morning or late evening. Want to take a week off for a family trip? Go ahead. There will always be more work when you return. Prioritize Self-Care - Sunscreen for the Soul Remember, you're no good to your clients if you're stressed and burned out. Taking time for yourself isn't a luxury—it's a necessity. Make sure to schedule time for relaxation and self-care. Enjoy your favorite summer activities. Spend time with loved ones. It's crucial for your mental and physical health. Remember, the goal is to make your work as a Remote Online Notary compatible with the life you want to lead, not the other way around. Summer is a time of renewal and relaxation. With a little planning, delegation, and the right systems in place, you can enjoy your summer while keeping your business humming along smoothly. So, go ahead, put on your sunhat, and let's make this summer a memorable and balanced one!

When it comes to printing a document that has been notarized online, the authentication process plays a crucial role in ensuring the document's legitimacy and integrity. 1. Digital Notarization: The first step in the authentication process involves digital notarization. This process involves the use of advanced technologies to affix a digital notary seal or signature to the document. The digital notarization process creates a tamper-evident seal that helps prevent any unauthorized modifications tothe document. 2. Certificate Authorities: To establish trust in the digital notarization process, certificate authorities (CAs) play a crucial role. CAs are trusted third-party entities that issue digital certificates used in electronic transactions. These certificates verify the authenticity of the notary's digital signature and ensure that it has not been tampered with. By relying on trusted CAs, the authentication process adds an additional layer of security and trust to the notarized document. 3. Document Hashing: To ensure the integrity of the notarized document, a process called document hashing is employed. Document hashing involves generating a unique digital fingerprint of the document using cryptographic algorithms. This fingerprint, known as a hash value, is unique to the document's content. Any modifications made to the document will result in a different hash value, making it easy to detect tampering or alterations. The hash value is typically included in the digital notary seal, providing a means to verify the document's integrity during the authentication process. 4. Verification and Document Printing: During the authentication process, the recipient or party requiring the printed document will verify its authenticity. This involves checking the digital notary seal, the digital signature, and the associated digital certificates. The recipient may use specialized software or online tools provided by the notary or a trusted authority to verify the document's integrity. Once the document has been verified, it can be safely printed, knowing that it has undergone a secure authentication process. This ensures that the printed document is an accurate representation of the digitally notarized version, providing assurance to all parties involved. 5. The papering out of an Online Notarized Document: Several states have established a designated procedure to verify the printed document's integrity and confirm that it remains unaltered from its electronic file counterpart. In states where notaries are authorized to perform true copy certification, the process typicallyinvolves the following steps: 1. The notary will print the document that was previously notarized online, ensuring that it accurately reflects the content of the electronic version. 2. The notary will securely attach a separate certificate for true copy certification to the printed document. This certificate serves as an official declaration by the notary that the printed copy is a trueand accurate replica of the original electronic file. 3. The notary will personally sign the certificate using ink and apply an ink stamp or seal to further authenticate the document. This signature and stamp affirm the notary's professional responsibility for certifying the accuracy of the copy. 4. Finally, the notary will carefully package and ship the printed document, along with the attached certificate, to the intended recipient or receiving party. This ensures that the certified copy reaches its destination in a secure and verifiable manner. Example of a Florida Compliant Authenticator Certificate: Declaration of Authenticity The attached document “Document Name”, dated “Date It was done online” and containing _X_ pages, is a true and correct copy of an electronic executed record printed by me or under my supervision. At the time of printing, no security features present on the electronic record indicated any changes or errors in an electronic signature or other information in the electronic record after the electronic record's creation or execution. In states where notaries are not authorized to perform true copy certification, the process typically follows these steps: 1. The documents that need to be certified as true copies are sent directly to the receiving party. 2. In this scenario, the notary can provide a blank loose certificate, which includes an oath or affirmation. This certificate will be attached to the printed documents by the receiving party. 3. The individual who prints the documents must sign the provided certificate in the presence of a notary. It's important to note that this step cannot be completed through remote online notarization, as it involves swearing or affirming that the printed copy attached is an exact replica of the electronic file. Example of an Ohio Compliant Authenticator Certificate: AUTHENTICATOR CERTIFICATE I certify and warrant that the foregoing and annexed paper document being presented for record, to which this certification is attached, represents a true, exact, complete, and unaltered copy of the original electronic document. The county offices of the auditor, treasurer, recorder, and others necessary to effectuate the transfer and recording of the instrument shall be entitled to rely on such certification and warranty for all purposes. Would you like to hear more about this subject? Check out the Virtual Notarization Series on Amazon by Amy Seitz:

Obtaining a certification or status of diversity within a state or qualifying category can be advantageous for small business owners in many ways. Not only can it demonstrate a commitment to diversity, but it can also provide businesses with access to a wider range of opportunities, including government contracts. In this blog, we will discuss the benefits of obtaining diversity status and how businesses can use it to market themselves to local government agencies. Firstly, obtaining diversity status can provide businesses with a competitive advantage in the marketplace. It demonstrates a commitment to diversity and can help businesses stand out from their competitors. Additionally, it can provide businesses with access to a wider range of opportunities, including government contracts. Many state, federal, county, and city agencies have allotted amounts of funds that they must spend with businesses that have this certification. To obtain diversity status, businesses must meet certain criteria set forth by the state or qualifying agency. These criteria typically include ownership by members of a minority group, such as women or individuals from underrepresented communities. The specific requirements may vary by state or agency, so it's essential to research the requirements and ensure that the business meets them before applying for certification. Once a business has obtained diversity status, it can use it to market itself to local government agencies. It's important to create a marketing strategy that emphasizes the business's commitment to diversity and how it aligns with the agency's values. For example, the business could highlight how its ownership structure aligns with the agency's diversity goals. To market to local government agencies, businesses can attend local government procurement events or reach out to procurement officers directly. It's essential to have a strong understanding of the agency's procurement process, including its timeline and requirements. Additionally, businesses should be prepared to provide documentation of their diversity status and how it aligns with the agency's requirements. An example from me, during a local vendor fair, I had the chance to converse with a local city government office. I informed them that my business provides identical services to those being offered by a large corporation they were using, but with the added benefit of our diversity certification. I explained that this certification would make us eligible under their spending funds. To my surprise, the city government representative immediately responded positively, indicating their willingness to hire our business for those services. It's worth noting that many government agencies have notaries on their staff. However, when they need to outsource work, they are more likely to choose a business with diversity certification over others. This preference extends to a variety of services, including notary, fingerprinting, and courier services (just to name a few opportunities). In conclusion, obtaining diversity status can provide businesses with many benefits, including a competitive advantage in the marketplace and access to government contracts. To use diversity status to market to local government agencies, businesses must have a strong understanding of the agency's procurement process and create a marketing strategy that emphasizes the business's commitment to diversity. By doing so, businesses can increase their chances of being selected for government contracts and expand their opportunities in the marketplace. Would you like to explore further advantages of diversification? Then be sure to check out my latest book "Unlocking Opportunities: Why Obtaining Diversity Status Can Benefit Your Business," releasing on Amazon.