Always insist on in-person appearance Master the identification requirements Avoid being rushed into notarizations Thoroughly scan and correctly complete the Notary certificate Be prepared to handle emotional signers 1. Always insist on in-person appearance Prior to notarizing a signature, the signer must appear in person before you. In most states, this is defined as a face-to-face meeting in the same room. This is essential for verifying the signer's identity, ensuring their willingness to sign, and confirming their understanding of the process. [Note: Some states have regulations for remote online notarizations. Visit our NNA Knowledge Center Remote Notarization page for details on remote notarization requirements by state.] New Notaries may struggle with this requirement, especially when asked for exceptions. It's important to remain firm and explain that all signers must be present at the time of notarization. Politely but firmly uphold this rule. An Important Message For Notaries. Notaries may face requests to bend rules due to health issues or other reasons. However, it is crucial to follow state laws and not ignore proper procedures to prevent fraud and legal consequences. If unsure, seek guidance from your state Notary agency or the NNA Hotline. 2. Master the identification requirements Most states outline acceptable forms of identification for signers, so ensure you are familiar with these guidelines. Some states, like Florida and California , specify acceptable identification documents. Others allow various forms of government-issued IDs. Refer to your state's Notary handbook or the NNA’s online U.S. Notary Reference Manual for details. Once you know which IDs are acceptable, carefully verify that the information matches the signer's description. Stay vigilant for any inconsistencies and take your time. The NNA Hotline is available for assistance. 3. Avoid being pressured to rush notarizations Even experienced Notaries can feel rushed when notarizing numerous signatures for stressed individuals. Rushing can lead to mistakes that invalidate the notarization and pose legal risks. “Do not let signers rush you,” advises Kathy Fletcher, the NNA 2013 Notary of the Year. “As a Notary, maintain control. Review each document after signing and before leaving the signer’s location to minimize errors.” 4. Scan and complete the Notary certificate accurately When completing the certificate, ensure all details are correct. Scan the document to: Check for any blank spaces, as some states prohibit them. Record any required details in your journal entry, such as the document title. Scanning does not require reading the document in detail; a quick review for necessary information suffices. 5. Be prepared to handle emotional signers Notarizations involving significant financial transactions can be stressful for signers. If a signer is unable to communicate clearly or seems unaware, you must decline notarization. Some may react negatively to this refusal. “When dealing with anxious clients, implement calming strategies,” suggests Laura Biewer, an NNA seminar instructor. Her tips include: Take time to settle in and ensure comfort. Listen attentively, make eye contact, and offer reassurance. Acknowledge their emotions and be sensitive to their concerns. Attentive communication and addressing any confusion can alleviate anxieties, leading to a successful and pleasant appointment.

Question 1: “I don’t possess any identification — can you just skip that step?” A common request from individuals without proper identification is to ask a Notary to skip the identification process and proceed with notarization without it. This is a request that should never be granted. As a Notary, it is imperative to always adhere to state Notary laws when verifying the identity of a signer. Some states allow for alternative methods of identification for signers lacking proper ID, such as credible identifying witnesses. However, if a signer requests notarization without being identified, the response should always be 'no'. Question 2: “I require this signature to be notarized — but I cannot be present. Can you notarize it as a favor?” Many Notaries have faced the loss of their commissions and costly lawsuits by agreeing to this request. If the individual who signed the document is not physically present during notarization, it is impossible to ascertain if the signature was made voluntarily or if it is genuine. Under no circumstances should a request to notarize the signature of an absent individual be accepted without the signer being physically present, even if the requester is a spouse, relative, or friend. Instances have been reported where a trusted family member or colleague persuaded a Notary to proceed, only for the Notary to later discover that the request was fraudulent. In such cases, the Notary could face severe legal repercussions and be held liable for negligence. Question 3: “I have a deadline to meet — can you alter the notarization date on the document to assist me?” Many documents presented for notarization are time-sensitive, particularly real estate documents. Occasionally, a Notary may be asked to backdate or post-date the notarization date. It is crucial to understand that altering the date of a notarization on a notarial certificate is illegal in all states. Falsifying the date of a notarization is a criminal offense that could result in significant civil and criminal penalties against the Notary.

By January 2025, many small businesses, including Notary businesses, must submit information to the government under a new federal law or face severe fines and penalties. To determine if your business is affected and how to comply, read our FAQ on the Corporate Transparency Act below. What is the CTA and who does it affect? The Corporate Transparency Act (CTA), which came into effect in 2021, is designed to enhance transparency regarding company ownership to combat financial crimes. Notaries operating their businesses under specific business structures need to be mindful of new filing requirements that could impact their operations. The reporting obligations commenced this year, with deadlines in January 2025. Under the CTA, certain businesses must disclose details about their "beneficial owners" to the Financial Crimes Enforcement Network (FinCEN). A beneficial owner is an individual with a significant stake in the company or control over its decisions. Are Notaries obligated to report business information under the CTA? It varies. Notaries functioning as sole proprietorships are likely unaffected unless they have filed documentation with a state office to establish their business. However, Notaries operating as Limited Liability Companies (LLCs), corporations, or any other business structure necessitating state filing are classified as reporting entities and must submit a Beneficial Ownership Information (BOI) report to FinCEN. What details are necessary to file for my Notary business? The BOI report mandates information about the reporting company, its beneficial owners, and any company applicants (if applicable), such as names, addresses, birthdates, and identification numbers for each individual. A "company applicant" refers to the individual who lodged the document that established or registered the company, or the person responsible for directing or controlling the filing of documents that initially established or registered the business. What are the filing deadlines? Deadlines vary based on the business establishment date: Businesses founded before January 1, 2024, have until January 1, 2025, to submit their initial BOI report. Businesses established in 2024 must file within 90 days of formation notification. Businesses founded on or after January 1, 2025, have 30 days from formation notification to file. What penalties apply to non-compliant businesses? Failure to adhere to the CTA can lead to substantial fines. Willful violation may result in civil penalties of up to $591 per day (as of April 18, 2024) and potential criminal penalties of up to two years' imprisonment and a $10,000 fine. What steps should I take if uncertain about my Notary business's CTA filing obligations? Notaries unsure of their filing requirements should seek advice from an accountant or lawyer to ascertain if their business must file a report under the CTA. There is no penalty for submitting a BOI report if unnecessary, so filing as a precaution is harmless. Remember: The deadline for companies established before 2024 is approaching. Notaries operating as reporting entities should ensure compliance with the CTA.

On the occasion of the website's one-year anniversary, let's take a look at some key performance metrics: Close to 1 million profile and page views: Specifically 945,689 views, with an average of almost 30,000 site visits per month from various locations nationwide. 270,000 individuals searched for Notaries: This averages to about 24,000 unique users monthly, which is expected as the majority now turn to online searches for Notaries. Most sought-after states: California , Washington , Texas , Florida , and Virginia show the highest search volumes on the platform. If you aim to expand your Notary business, these states should not be overlooked. Significant search demand: Since its launch, FindaNotary.com has registered 404,100 searches for Notaries, averaging 36,736 searches per month. Users find the site effective in connecting them with the Notary services they require. New features introduced: Alongside geographically targeted searches and specialized listings, the NNA recently unveiled direct text messaging for consumers, enabling quicker communication with you. While we are pleased with these achievements in the first year, FindaNotary.com remains dedicated to continual enhancement with a focus on linking you with potential clients. If you have not yet explored the platform, discover the offerings of FindaNotary.com and how it can elevate your business.

A conveyance deed is a document used to transfer a real property title from the current owner (the “grantor”) to a buyer (the “grantee”). The specific type of deed used to convey title varies depending on state law, but here are some common examples that NSAs may come across: General Warranty Deed: This document conveys the grantor’s interest in and title to the property. A General Warranty Deed also ensures that if the title is defective or has a “cloud” (such as a tax lien or mortgage claim on the title), the grantee may hold the grantor liable. Quitclaim Deed: This document transfers the owner’s current interest in a title to the grantee. A quitclaim deed does not guarantee the grantor’s ability to convey title. Grant Deed: A grant deed transfers title to real property or a real property interest from the grantor to the grantee and warrants that the grantor owned the title to the transfer. Are notarization requirements necessary for conveyance deeds? A deed must be signed by the grantor and, before being recorded in the land records, be acknowledged before a Notary. In some states, proof of execution by a subscribing witness may be allowed if the grantor cannot appear before a Notary in person. What types of transactions involve a conveyance deed? Conveyance deeds are used in transactions where a property is being sold to a new owner or buyer. They are also utilized when transferring a title to a family member. Another scenario involving a conveyance deed is when an individual places their home in a living trust. Refinancing transactions may require the home to be temporarily removed from the trust and then placed back afterward. In such cases, Signing Agents may come across one or more conveyance deeds among the documents in the loan package.

When to append a certificate form A certificate form may need to be appended to a document in the following situations: When the document lacks certificate wording: This is evident, as the obligation for Notaries to complete a certificate for each notarization is nearly universal. Michigan is a unique case — it eliminated its statutory certificates and now mandates the Notary to include specific information after signing a document. Maryland previously barred Notaries from adding a notarial certificate to a document without existing wording, but this restriction was lifted on October 1, 2020, under a new state law requiring a Notary to complete a certificate of notarial act for every notarization. When the certificate does not meet state requirements: Some states, such as California , have laws specifying precise certificate wording. In Hawaii , a regulation dictates that Notaries must incorporate a 'certification statement' either within the certificate wording or as an addition to the certificate. In such states, Notaries must ensure the certificate adheres to the law and include the correct form or certificate statement if it does not. When the certificate mandates an action the Notary cannot perform: For instance, "signature witnessing," which is allowed in about 20 states but not in states like Texas . In such cases, an acknowledgment or oath (or verification) chosen by the signer must be performed instead, necessitating the addition of an acknowledgment or jurat certificate to the document. When there is insufficient space for the Notary's seal: Many states require a legible Notary seal, but some documents lack space for it. If the seal would cover text or signatures, a separate certificate form must be completed and attached. When there is no room for the Notary's signature: If there is no space on the document for the Notary's signature, a separate Notary certificate should be filled out and attached. When multiple signers appear at different times: Occasionally, a document may need to be signed and notarized by one signer, then presented to another signer at a different time and place for a second notarization. In such instances, a separate certificate must be completed and added due to separate appearances. When a Notary commits an error: In Florida and California , changes to a notarial certificate cannot be made after notarization or once the signer and Notary have parted ways. Notaries may need to attach a new certificate to rectify mistakes like an incorrect date. When there is insufficient space for all signers' names: While most certificates accommodate one or two signers, additional signers may necessitate a separate certificate. Always adhere to your state's Notary regulations Notaries must follow specific practices when using separate certificate forms to ensure correct notarization and prevent fraudulent use of "loose certificates" on other documents. Michigan allows Notaries to attach a separate certificate form to a document if directed by a client, although it is not mandatory for notarization. The statute specifies the necessary information to be included by the Notary. If separate certificate forms are permitted in your state without specific guidelines, follow these recommendations: Have the signer determine the notarization type: Notaries should not decide the type of notarization. Ask the signer to choose between acknowledgment, jurat, or signature witnessing (if allowed in your state). Complete the certificate thoroughly: Fill out the separate certificate form as you would preprinted notarial wording on a document, ensuring accuracy and completeness. Use optional spaces to describe the notarized document, making it harder for fraudulent use. Attach the certificate to the document: Staple the completed certificate to the document's left margin, behind the signature page. Additional considerations for 'loose certificates' Notaries should not affix their seal on a document lacking notarial wording. Follow state-specific guidelines to ensure proper notarization and avoid fraudulent use of certificates. While separate certificate forms are an option, it is advisable to use the notarial certificate on the document whenever possible to ensure acceptance by receiving agencies. Never send a loose Notary certificate or rely on others to attach it to the document.

It is a common situation: neglecting a step in a notarization process. This can happen especially when the step may seem unimportant, particularly when dealing with one's superior. However, this is a scenario that should be avoided at all costs as it could lead to serious consequences, potentially even criminal charges. The incident in question involved a Notary who was employed by a business owner and performed notarizations as part of her job responsibilities. The owner decided to apply for a position with a government agency and completed the necessary application, which included an attached supporting affidavit. During a notarization, the signer or principal must be present throughout the entire procedure without exceptions. In this case, the owner provided the signed application and affidavit to the Notary-employee, who completed a jurat certificate but failed to administer an oral oath or affirmation. While it was customary in the workplace for the boss to submit documents for notarization without being physically present, this practice was incorrect. Requirements for Notaries Notaries are legally obligated to administer oral oaths or affirmations when executing jurats or verifications on an oath or affirmation. When a certificate states that it has been "signed and sworn to," or similar wording, the Notary must conduct an oral oath or affirmation. There is no specific language prescribed for the oath or affirmation, but it typically involves asking the document signer: "Do you solemnly swear or affirm, under penalty of perjury, that the information in this document is accurate and true?" The signer should respond verbally with a "Yes." Furthermore, nearly all states have statutes that define "official misconduct" for public officials, including Notaries, who fail to fulfill their official duties — this could encompass a deliberate or negligent failure to administer a required oral oath or affirmation. The Lie and the Notary's Risk It was revealed that the business owner had provided false information in the application. Consequently, the local prosecutor charged the owner with perjury, a felony offense for lying in the affidavit. Subsequently, the prosecutor deliberated on charging the Notary with official misconduct. To secure her cooperation, the Notary was granted immunity and confessed to not conducting the mandatory oral oath or affirmation. Upon being consulted by the defense counsel, I was tasked with providing an expert opinion on whether the business owner had committed perjury due to the absence of an oral oath or affirmation. I unequivocally concluded that the owner had not committed perjury since no oath or affirmation had been administered. Although the owner had lied, it was not under oath. Consequently, the owner evaded prosecution for perjury, and the Notary avoided official misconduct charges (despite her evident failure in duty). Nonetheless, this incident had negative repercussions for both the business owner and the Notary. They faced public embarrassment due to media coverage, incurred substantial legal and expert service costs, and expended significant time on legal proceedings. While the Notary managed to avoid criminal charges, she encountered disciplinary actions from the Notary oversight agency, which lodged an administrative complaint against her. The Lessons This case underscores several key points for Notaries: Recognize when an oath or affirmation is necessary and administer it verbally. Document in your Notary journal that an oral oath or affirmation was conducted. Avoid taking shortcuts when performing notarizations, regardless of whether it is for a superior or anyone else. Understand the implications of official misconduct and steer clear of it at all costs.

Ensuring that the signer is fully informed about the document being signed and notarized is the primary objective. In cases where the signer is visually impaired and unable to read the document, it is crucial to verify their understanding of its contents. Certain states offer specific guidelines for notarizing documents for visually impaired signers. 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 C The primary responsibility is to ensure that a visually impaired signer comprehends the document being signed and notarized. In cases where the signer cannot read the document, it is crucial to verify that they understand its contents. While some states offer specific guidelines for notarizing for visually impaired signers, others, like California, do not have statutory provisions. In such instances, it is advisable to engage in a conversation with the signer to gauge their familiarity with the document. If discrepancies arise or the signer appears unaware of the document's content, notarization should not proceed. When notarizing for visually impaired individuals, Notaries in Florida, Illinois, and Indiana are required to read the document aloud to the signer. Notaries should refrain from interpreting the document or providing legal explanations, as this could be deemed unauthorized legal practice. Although not mandatory in Maine or North Dakota, these states recommend reading the document to visually impaired signers without offering interpretations or soliciting input. In situations where a person with a visual impairment is unable to sign, certain states, such as Iowa, Michigan, and Washington, allow the signer to instruct the Notary or another individual to sign on their behalf while they are present during the notarization. Compliance with state-specific regulations is essential. For instance, in Michigan, the Notary can sign the disabled person's name only if directed by the individual in person, and the Notary must include a specific statement below the signature as required by law. In jurisdictions like Massachusetts, Nebraska, North Carolina, and Rhode Island, additional witnesses are necessary before a third party can sign on behalf of a disabled individual. Texas mandates the presence of a single identified witness, while Wyoming permits either a single unaffected witness or the Notary to sign as a proxy under specific conditions. arolina , 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.

Recently, Notaries have reached out to the NNA for assistance when faced with handwritten documents requiring notarization. The most common inquiries include: Is it permissible to notarize handwritten documents? Are there specific procedures that Notaries need to adhere to when notarizing handwritten documents? Are there any particular considerations when notarizing a handwritten document? Let’s delve into the legal aspects of handwritten documents and address your queries. Is it permissible to notarize handwritten documents? Indeed, it is. In the early days of the United States, handwritten documents were prevalent. Notaries routinely notarized handwritten documents as part of their authorized notarial duties. Even in contemporary times, various types of documents such as wills, deeds, contracts, powers of attorney, etc., can still be lawfully handwritten. What was acceptable and legal in the past remains so today; Notaries are authorized to notarize handwritten documents. Moreover, it is the signer’s signature that is notarized, not the document itself. Signatures are typically handwritten. Are there specific procedures that Notaries need to follow when notarizing handwritten documents? However, it is crucial to note that for a Notary to legally notarize any document, a completed notarial certificate must be provided and attached. In the case of a handwritten document, the notarial certificate can be handwritten, machine-printed, or machine-typed. Even when dealing with a typed or printed document, a Notary has the option to handwrite the notarial certificate to be attached. The focus of the law is on the content of the document, not the paper format. If the content is satisfactory and the certificate wording aligns with state laws, a handwritten notarial certificate is acceptable. A common concern when a signer requests notarization of a handwritten document is the absence of notarial certificate wording. Many signers are unaware of the need for a certificate for the requested notarial act. If a handwritten document lacks a notarial certificate, the signer – not the Notary – must select the type of notarization to be carried out. The Notary can provide sample certificate forms for acknowledgments, verifications on oath or affirmation, and signature witnessings. Subsequently, the signer can choose the desired act, and the Notary can either complete and attach a printed version of the chosen certificate form to the handwritten document, handwrite the selected form's language on the signer’s document, or handwrite the certificate on a separate page for attachment. Are there any particular considerations when notarizing a handwritten document? Due to common misconceptions about notarization, signers may mistakenly believe that notarizing a handwritten document will render it ‘valid’ or ‘legally binding’ and may seek advice from the Notary. This is incorrect; notarization does not validate or legalize a document. The notarization verifies the signer's identity, signature, and willingness and competence to act. If a signer requests to 'legalize' or 'validate' a handwritten document, the Notary should clarify the purpose of notarization and recommend seeking legal advice from a qualified attorney for questions about making a document legally binding. As highlighted in this article, handwritten documents can be confusing for both signers and Notaries. When asked to notarize a signature on a handwritten document, it is advisable to adhere to the fundamentals of Notary law and best practices to ensure compliance.

Step 1: Check for pre-printed wording. Many documents come with pre-printed Notary wording that clearly indicates what type of act is needed. For example, if your state requires specific wording for a jurat and that wording is pre-printed on the document, you may proceed with a jurat. However, if for any reason the certificate wording is unclear to you or the document lacks pre-printed notarial language, do not proceed until you can confirm what act is needed from another source. Step 2: Ask the signer. If the document lacks appropriate and clear certificate wording, ask the signer what type of notarization is needed. If the signer directs you to perform a particular act, that’s all you need. If the signer isn’t sure, you cannot choose the notarial act for them, but you are permitted to describe the different notarial acts and let the signer pick one. For example, you can say, "If you need your signature acknowledged, you will need to be identified and confirm you are willingly signing this document and aware of what you have signed. If you need a jurat, you will need to sign in my presence and take an oath or affirmation swearing the contents of the document are true. Which would you like?" You can also show the signer samples of an acknowledgment and jurat certificate. Once the signer chooses what type of notarization they want, you may proceed. Step 3: Have the signer contact the issuing or receiving agency for instructions. If you cannot determine what act to perform from steps 1 and 2, the signer should contact either the agency that issued the document or the receiving agency and ask what type of notarization is needed. Again, you may describe the different notarial acts to the agency and let them choose which one is appropriate. However, be careful. Some agencies unfamiliar with notarial laws and procedures may direct you to just "stamp and sign" the document or ask you to perform an act not permitted in your state. If you are asked to perform an illegal notarization, explain that state regulations don't permit you to do so and ask the agency to choose an alternate lawful notarial act. Once you learn what act is needed, you can proceed. If none of the above steps are successful, and it’s still not clear what notarial act is needed, the notarization needs to be called off. The signer may need to contact an attorney for guidance on how to complete the document before rescheduling the notarization.

What is ‘moral turpitude’? According to Merriam-Webster, “moral turpitude” has two legal meanings: An act or behavior that gravely violates the sentiment or accepted standard of the community. A quality of dishonesty or other immorality that is determined by a court to be present in the commission of a criminal offense. What do state Notary laws say about moral turpitude? Notaries witness the execution of document signings. In general terms, a person cannot be trusted to perform Notary services impartially and honestly if they have been convicted of a crime that involves moral turpitude. In some states, persons convicted of crimes of moral turpitude may be disqualified from applying for a Notary commission. Moral turpitude as applied to Notary laws seldom has an exact definition. It is a concept that gives state commissioning authorities wide flexibility in deciding whether someone should receive or keep a Notary commission. Not every state lists moral turpitude in its Notary laws as a disqualification for a Notary commission, but many do. North Carolina authorizes the Secretary of State to deny a Notary commission to an individual who has been convicted of any crime involving “dishonesty or moral turpitude” (GS 10B-5[d][2]). Arizona disqualifies any person convicted of a crime “involving moral turpitude or of a nature that is incompatible with the duties of a notary public” (ARS 41-330.A.2). California law states moral turpitude as grounds for the denial, suspension or revocation of a commission (Government Code 8214.1[b]). The California Secretary of State’s Notary Public Disciplinary Guidelines lists examples of offenses of moral turpitude that can lead to revocation of a Notary’s commission or denial of a commission application. The examples include but are not limited to:assault, arson, auto theft, burglary, possession or sale of illegal drugs, embezzlement, forgery, fraud, failure to pay child support or failure to comply with a court order.The California Supreme Court has handled many cases in which crimes of moral turpitude were at issue. In one case, the Court said, “Although we have variously defined ‘moral turpitude’ in such broad terms as ‘baseness, vileness or depravity’…, we have also decided that the question of whether a conviction involves moral turpitude so as to warrant revocation or suspension of a license to practice a professional cannot be determined in the abstract but depends rather on whether the conviction demonstrates unfitness to practice that profession” (Cartwright v. Board of Chiropractic Examiners, 16 Cal. 3d 762, 548 P.2d 1134, 129 Cal. Rptr. 462, 1976 Cal. LEXIS 258). Under Texas law, “a crime involving moral turpitude includes dishonesty, fraud, deceit, misrepresentation, deliberate violence, moral depravity, or that reflects adversely on the applicant's honesty, trustworthiness, or fitness as a notary public …” (1 TAC 87.10 [c]). Crimes involving moral turpitude include felony or Class A or B type misdemeanor convictions. In short, the legal definition of moral turpitude is fuzzy around the edges. It may be hard to define, but it comes into clearer focus when you consider individual offenses that demonstrate the unfitness of the individual to perform official duties, in this case being a Notary Public. What about Notary laws in other states? States that do not have moral turpitude provisions in their Notary laws may still disqualify persons convicted of certain crimes from serving as Notaries. For example, Florida disqualifies any Notary commission applicants who have been convicted of a felony unless the applicant has had his or her civil rights restored. Florida Notaries may also have their commissions suspended for fraud, unauthorized practice of law or other types of misconduct (FS 117.01). Questions about convictions and Notary commission eligibility Many readers have contacted the NNA asking if crimes committed as a juvenile or a conviction that has been vacated or pardoned will affect eligibility for a Notary commission. These situations often include sensitive personal information and the NNA is not authorized to answer specific legal questions about criminal convictions. If you have an unusual legal situation in your personal record and want to know if it affects your eligibility to serve as a Notary, the NNA recommends directly contacting your state Notary regulating agency for help to protect your privacy.

We asked small business experts and members of the NNA community to offer tips on choosing a name that is just right for your small business. You should: Choose a Notary business name that's easy to recognize. Make sure your business name focuses on your strengths. Make your Notary business name unique — but not too unique. 1. Choose a Notary business name that's easy to recognize. Consider this: Your business name is going to be used in a lot of places, from your business cards and website to your email address and possible street marquee. If your personal name is challenging to spell or pronounce, it could actually hinder you from getting calls. “My advice to new Notaries would be never to use only your name,” says Texas Notary Tonie L. Boaman, owner of Dash Notary. “Think outside of the box and have pride in your new business name.” Consider using a name that indicates your service area, which has worked for California Notary Karen S. Flores. “My business West Coast Notary Pro has defined and branded me as a Notary professional,” says Flores. Dave Holland, who launched his small business, CalCoastNotary, shortly after receiving his Notary commission, agrees. “Name recognition is important in any business,” says Holland. “It lends comfort to people to do business with an actual company vs. ‘Bob down the street.’  It’s important for people to be comfortable with who they do business with, especially in our industry where everything we touch is important to someone.” 2. Make sure your Notary business name focuses on your strengths. You can use your business name to emphasize a strength or competitive edge that you offer, such as availability, speed, convenience and confidentiality, or catering to niche markets, such as legal firms, healthcare facilities, prisons, or financial institutions. California Notary Laura Biewer, owner of At Your Service Mobile Notary, focuses on quality customer service, while Kisha Smith focuses on availability and location when choosing her business name, AfterHoursVA. Reliability is a primary focus for David Harper, owner of A Dependable Notary. Maria Torres-Lopez’ Notary @ Your Door brand emphasizes convenient service that comes to you. Herbert Willis, owner of Sunshine Signing Connection, went with warm and inviting branding, also creating a sun-shaped company logo and brightly colored website imagery. 3. Make your Notary business name unique — but not too unique. The key to creative naming is to be original without being too strange or obscure. “Avoid using a name that is used by another company,” warns Forbes contributor Marianne Bickle. “A name that is even similar to another company can cause legal difficulties.” Google names you’re considering to ensure your stroke of genius hasn’t already been used, and “test-drive” unusual names with friends or family. “If a company name is too complex and puzzling, it will remain a mystery to your customers,” says Entrepreneur magazine contributor and business naming expert Phil Davis. Final words of advice on Notary business names If you do end up using a business name other than your own name, you need to file a “Doing Business As” name, or DBA (also referred to as a Fictitious Business Name or Assumed Business Name), generally at your county clerk office or with your state government. Consult your state laws for DBA renewal information. You might also apply for an Employer Identification Number (EIN) to use in place of your personal Social Security number.