Category: Development

Most everyone wants to be on the top of their game. So what separates the top notch 1% notaries?

The fact is most of it is simple. And attention to detail just takes some patience and determination.

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This one seems pretty simple, I mean everyone should know this, right.

Apparently not.

Do We Really Have to Remind People

We’re really not going to delve into any of the many notary scams running around right now. We’re just telling you to make sure you are not involved in one.

Remember, everything is saved. People take screenshots. The social media company preserves everything, even things you have deleted. They just don’t show publicly, but they are there. And this will come back to bite you in the future.

It may not be today or tomorrow, but it is coming.

Vet Who You Work With, and Let Others Know

Firstly, let your notary friends and clients know to keep an eye out for this stuff.

Before you friend someone, or reply to a direct message, ask yourself this. Does it sound too good to be true? Is there a way I can verify the veracity of this person?

If the answer is no, ignore or report it.

You don’t want to be following someone, or even liking a post, unless you know who and what you are dealing with.

And yes, this goes for your personal account as well. A lot of people can connect the company to the person. In effect, assume your personal posts are being watched as well.

Social Media Don’ts

• Don’t friend or follow anyone you don’t know.
• Don’t post anything that is a legal document. It may sound nice to post your signature, or a client’s. Don’t. If you do post your signature, make sure that is all it is (not a legal document). And make sure to identify it as such. We’d imagine we might see that more with new notaries, but experienced ones should be reminded as well.
• Don’t post anything political, even personally. There is nothing dumber than alienating half of your potential client base. A couple of second lapse could be damaging.
• Don’t post just to post. Have a good reason to post. Each social network has it’s own schedule, so make sure you can post across channels. You can write out topics you think should be great to use in the upcoming months, or you can ask AI what the most common notary prompts are.
• Don’t cross promote your business and personal accounts. Chances are you might have a lot of unrelated stuff in your personal account, and you don’t want to send visitors away. If you have someone who is really interested in your services, send them the work url in a direct message.
• Don’t use hashtags for the sake of using hashtags. A post should have only 1-3 hashtags. Any more than one should be relevant to the topic. Think About it. No one is searching for #MyCompany. We’d rather see on hashtag that is a little fun like #NotaryToTheRescue or #AnotherSuccessfulSigning. Don’t be afraid to be a little whimsical, as long as it goes along with your post.

Social Media Do’s

Well, it is time to get to the good stuff:

• Do make legitimate friends and expand your network. When you post it looks more important and is spread to the right people.
• Do post on a schedule with topics that match best practices for each social media network. So we might go to AI and ask “When should I post on Facebook and what topics should I post?” You might be surprised the right time to post and what topics are most popular. Now you can painfully put into your calendar or ask for a new prompt. “Please put the Facebook and LinkedIn posting schedule on a 2026 map in pdf format so I can download it.” You’d be amazed at what you can type in and get a response to.
• Do use photos. Why not a photo with a client (not the signer, more like the title company). “Another great closing with the people of Sample Title Company.”
• Do mention other accounts when Germaine, like the example above. “Another great closing with @SampleTitleCompany.” This will give you more visibility and spread the love to someone who deserves it.
• If you have the skill, look at a meme. There are plenty of meme making websites on the internet. Keep in your lane, but have some fun. Memes have been around for a long time now, but people still love them. They create great engagement.

So simply, keep it sanitized, post on a schedule, and use your imagination a little. This is what it takes to thrive on social media.

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In our previous post we talked about artificial intelligence and the benefits it can provide to a notary. But, something great can also be a double edged sword. In this article we will take a brief look at the downsides of AI when it comes to notaries.

Unfortunately, such an easy tool that benefit notaries can also be used by those with bad intentions. And if we are not ready for those, they can come back and bite us in the rear.

Images for Identity

An emerging type of fraud comes with the identity of the signer.

Artificial intelligence goes beyond text, it can be used for images as well.

Enter the fake forms of identification. AI can be used to create fake passports with astounding accuracy, which is also spilling into other forms of identity. On a remote signing, AI can even make a signer sound like the actual individual.

There are a few instances of this popping up, but fortunately it is not widespread, at least yet.

We have talked a lot about people using fake identities to steal houses and other high value items. And this was before artificial intelligence made it easier.

The fact is, even the best notaries can be fooled, which makes following best practices a must.

How Do I Identify a Fraudulent Signer?

That is the $64,000 question.

With the accuracy of fake ID’s, passports leading the way, it will get harder and harder to distinguish an actual signer from a real one. So following best practices is a must. Instead of giving a signer’s ID a once over, give it a twice over. Make sure the live signature matches the one on their ID. It is much more difficult to sign a document correctly, and most states have the signature on the ID.

And to further protect yourself, make sure your logs are completed and all the I’s are dotted and t’s are crossed. Anything that may cause problems, make sure they do not. Do not let yourself get dragged into anything that may be sketchy.

Software

Emerging software is trying to address this problem. Beyond security questions they are also implementing facial recognition to confirm the signer. But, that is difficult.

The fact is that security questions have been broken for a long time by saavy hackers. The type of people who may try to do a fraudulent signing.

Beyond that, these operations are not usually one person, but a collective of people looking to crack the code. With the amount of money potentially involved, multiple people are easily involved.

Another aspect is facial recognition. But, again, if I have my own photo on a passport, and I am at the signing, that is a difficult problem to overcome.

We expect better tools to hit the market, but exactly when a potentially foolproof system is found is not known. And if we’ve learned anything from previous signings, there may never be a foolproof system.

Protect Yourself

Again, make sure you do everything right. Double check things when needed. Understand potential signers may be hackers and take a little more time when needed. Make sure your logs are pristine.

The fact is that this emerging threat is a tough one to overcome. So doing everything in your power to make sure you are protected at every single signing.

The rise of AI/Artificial Intelligence technology brings its own upsides and downsides for notaries.

In this article we are going to focus on the upsides, whereas we’ll be focusing on the downsides shortly.

Automation

The biggest bonus is in the area of automation. It’s an easy concept to almost understand, but real world applications may be more difficult to think of.

One of the easiest is to set schedules for yourself. For example, you might to promote yourself through social media, but what are the best times to post for maximum effect. Just head on over to ChatGPT or a competitor to find a desirable result.

Just ask it about what times are best for each network. Then ask it to make a schedule for when and what you should post to receive maximum results. But, how do I do that?

Prompts

One thing we run across is people looking for the right prompts. A prompt is a set of words used to input into the artificial intelligence system. While they seem complex, in reality they are quite simple to use.

AI is there to answer questions, have a conversation and even to dive deeper into the knowledge of the web.

A prompt is simply a question you ask your AI program. They can be done conversationally. They don’t rely on keywords like search engines, but providing specific answers to questions.

For example, on a search engine, one might type in “best time to post on Facebook.” A prompt may look like “I run a small notary business. What times do you think are best to post there, and what type of content should I post?”

Remember, you are having a conversation.

Your AI program should then give you a succinct answer to your question. It is highly concise and accurate (in most cases), giving you the information you need to in seconds. This varies from the search engine, as it is quicker. You don’t have to spend too much time looking for germane results.

Now let’s take this to the next level.

I don’t want just an overview of what to post, but I want a more specific schedule I can refer to that tells me what to post and when. Even the type of post, be it a serious sell, or a more jovial subject like a meme or joke (just make sure people know it is a joke, lol).

So I open up ChatGPT and ask it about what I should post for a given social media site. Then I ask it to create a schedule I can follow to achieve the most results. Remember, we are not just looking for keywords here, just ask them a question just like you would ask a friend. Before you know it, you have created a highly effective schedule for your social media.

What About My Content

Your content should focus on answering specific questions, not just keywords. In fact, keywords, as in an a search engine optimization strategy, are not how AI works. If you see from this article we are focusing on answering questions, not just keywords.

Just answer questions you might types into the AI program. It really is that simple. I might even go to an AI program and ask it what are the most common prompts used for mobile notaries. The AI program will give you answers to that question, too.

Other Uses of AI

Sometimes what you write is a masterpiece, other times it may need some help. So why not use AI for an email? Just put in your email text and ask it to make it more concise, or readable, more professional or whatever you think you need. You might even be able to do this simply on your phone.

How about your text on your experience? A virtual resume so to speak. AI can do that, too. It may focus on areas you never thought about, or make a skill or experience more prominent.

The key here is the sky is the limit. You can use AI to boost yourself and your business. And you should look into doing so.

Are you a notary public loan signing agent looking to maximize your efficiency and profitability? A mobile office could be the game-changer you need. In this guide, we’ll walk you through building a mobile office, including vehicle selection, essential equipment, customization tips, and hacks to ensure your business runs smoothly on the go.

Why a Mobile Office?

A mobile office allows you to take your notary services directly to clients, saving time and increasing the number of appointments you can handle daily. Imagine printing documents right in the client’s driveway or having a dedicated workspace wherever you go. It’s all about efficiency and providing top-notch service.

Step-by-Step Guide to Building Your Mobile Office

1. Vehicle Selection:

• Type: Choose a spacious and reliable van, such as a Ford Transit or Mercedes Sprinter.
• Used vs. New: Opt for a used van to save on initial costs. Ensure it’s in good condition and suitable for customization.

2. Finding a Customization Shop:

• Search for: Van conversion companies that specialize in creating mobile offices or motor homes.
• Keywords to Google: “Custom van conversion,” “van life cabinets,” “mobile office van customization.”

3. Essential Office Equipment:

• Scanner: Secure a sturdy scanner on top of your setup to prevent movement during transit. Epson Scanner makes a really good one!
• Printer: Install a dual tray laser printer. Brands like Brother or HP are reliable and efficient for document-heavy tasks.
• Mounting Supplies: Use heavy duty Velcro strips to secure your equipment. These are great and super strong and easy to use!

4. Storage Solutions:

• Custom Cabinets: Install custom cabinets for storing essential office supplies such as binder clips, pens, paper clips, rubber bands, a stapler and extra paper.
• Drawer for Extra Supplies: Keep extra paper, toner, and printer drums in dedicated drawers to ensure you’re always prepared.

5. Power Setup:

• Battery and Inverter: Install a battery and inverter hardwired into the vehicle’s electrical system to power all office equipment efficiently. https://amzn.to/3APP3MI
• Rechargeable External Battery: Optional for added power security like a portable power station.

6. Comfort and Efficiency Enhancements:

• Swivel Seats: Ensure the driver and passenger seats can swivel to face the back, creating a comfortable workspace.
• LED Lights: Install LED lights for visibility during early morning or late-night signings.

7. Additional Features:

• Tech Integration: Integrate Apple CarPlay, Android Auto, or Amazon Alexa for hands-free phone use, GPS navigation, and media control.
• Marketing: Display your business logo and website on the exterior of the van to continuously market your services.
• Jump Starter: Keep a portable jump starter for emergencies to avoid downtime.

8. Efficiency Hacks:

• Preparation: Regularly restock supplies and check for shortages to ensure you’re always ready.
• Use of Time: Utilize the van as a true mobile office, performing tasks like printing, checking documents, and scheduling while on the go.
• Hiring Assistance: Consider hiring a driver, such as a responsible family member, to maximize your working time between signings.

Conclusion

Building a mobile office tailored to your notary public loan signing business can significantly boost your efficiency and profitability. By following these steps and incorporating the right equipment and hacks, you’ll be well on your way to providing top-tier service while maximizing your earnings.

Ready to take your notary business to the next level? Start building your mobile office today and experience the difference it can make!

Effective leadership requires a combination of skills and qualities that enable individuals to guide, motivate, and inspire others to achieve common goals and objectives. These essential and effective leadership skills include:

1. Communication: Strong communication skills are fundamental for leaders. They must articulate their vision, expectations, and ideas clearly and listen actively to their team members. Effective communication fosters understanding and collaboration.
2. Emotional Intelligence: Leaders with high emotional intelligence can understand and manage their own emotions and those of others. This skill helps in building strong relationships, resolving conflicts, and motivating team members.
3. Vision and Strategic Thinking: A good leader has a clear vision for the future and the ability to formulate a strategic plan to achieve that vision. They can set goals, prioritize tasks, and make decisions that align with the overall strategy.
4. Decision-Making: Leaders must make tough decisions, often with limited information. They should be able to analyze situations, consider various options, and make informed choices. Being decisive is crucial to moving forward.
5. Adaptability: In today’s rapidly changing world, adaptability is key. Leaders need to be open to new ideas, willing to change course when necessary, and resilient in the face of setbacks.
6. Empathy: Empathetic leaders understand the feelings and perspectives of their team members. They can connect on a personal level, show compassion, and consider individual needs and concerns.
7. Conflict Resolution: Conflict is inevitable in any group or organization. Effective leaders can address conflicts constructively, facilitating resolutions that are in the best interest of the team and the organization.
8. Delegation: Effective leadership skills include the ability to delegate tasks and responsibilities to team members, while trusting them to complete the work. Delegation empowers team members and allows leaders to focus on high-priority tasks.
9. Motivation: Leaders inspire and motivate their teams to achieve their best performance. This involves recognizing achievements, providing positive feedback, and fostering a culture of continuous improvement.
10. Accountability: Leaders lead by example and take responsibility for their actions and decisions. They hold themselves and their team members accountable for meeting goals and fulfilling responsibilities.
11. Problem-Solving: Effective leaders are adept at identifying and solving problems. They encourage creativity and critical thinking among their team members and actively work to find solutions to challenges.
12. Time Management: Leaders often have demanding schedules. Effective leadership includes time management skills that are essential for prioritizing tasks, meeting deadlines, and maintaining work-life balance.
13. Integrity: Leaders must be trustworthy and honest. Demonstrating integrity in all actions builds trust among team members and stakeholders.
14. Resilience: Effective leadership can be challenging, and setbacks are inevitable. Resilient leaders bounce back from adversity, maintain a positive outlook, and keep moving forward.
15. Team Building: Leaders should be skilled in building cohesive and high-performing teams. This involves identifying strengths and weaknesses, promoting collaboration, and fostering a sense of unity.
16. Innovation: Forward-thinking leaders encourage innovation and creativity within their teams. They are open to new ideas and embrace change as a means of improvement.

Remember that effective leadership skills are not about mastering each skill perfectly, but continually developing and refining these skills to suit specific situations and contexts. Great leaders are adaptable and always open to growth and improvement.

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Congratulations, you just got your first signing!

Now is when you set yourself up for success to ensure your first signing goes smoothly and provide your client(s) with a great experience. Positive feedback from signers, Title and Signing Services will be a crucial part of your self-advertising and using the following tips and tricks will practically guarantee your next job.

Read Your Instructions for a Successful First Signing

It cannot be said enough that reading your instructions will make or break your first signing. Do not skim the information provided. New policies and practices are introduced frequently in this industry and taking the time to confirm what is needed on each document(s) will only benefit you in the long run. Reading your instructions will also answer some of your most common questions: Print size, ink color, are witnesses needed, does your first signer need a copy, shipping instructions, etc.

Confirm with the Signer

First impressions matter and greatly influence the overall signing experience. Keep in mind, you are a stranger meeting them to notarize confidential documents. A professional conversation over the phone confirming the time, date and location of the signing gives you the opportunity to introduce yourself and go over any other important details. You have set the foundation for your signing relationship which will lead to a better overall signing experience for you and your first signer.

Review the Docs

This is your first closing or maybe it is a signing you have never done before. Either way, reviewing the docs before going to the table is always recommended. Taking this time to familiarize yourself with the signature and notarization requirements will limit the chances of something being missed during your first signing. You could even go so far as to tag the package with removable sticky notes to make the signing process simpler.

Come Prepared

Make sure your docs are printed according to instructions and you have all the supplies you might need as a notary. This includes your notary journal, notary stamp, additional acknowledgements and jurats, extra pens in both black and blue. Additionally, make a note of the correct contact numbers for title or the lender to have any questions answered at the table as well as the contact information for the company or service who hired you to conduct the signing.

Be Presentable and Professional

Going back to first impressions, not many would consider their attire in these kinds of situations. But, if you think about it, you are representing the title company, lender and even the signing service when you arrive to location. All of which are professional businesses that the signer has been in contact with frequently. This means they will be expecting the same in the representative sent to conduct their signing. Business casual or business dress is highly recommended to portray that level of professionalism.

Shake their hand, provide your business card and reintroduce yoursel. Then confirm you are in fact the notary sent to them and the person they spoke with on the phone. This provides reassurance to the signer when letting a stranger into their home and reaffirms the professional setting.

Stay on topic as much as possible, but do not fear a little small talk. Providing a comfortable and easy notarizing environment is beneficial both to you as a new notary and your first signer. Help them increase their productivity.

Review for Your Successful First Signing

We are all human and we make mistakes, even veteran notaries make errors. Give yourself enough time in your schedule to double check your work at the table. Collect any missing signatures, initials or information while you are still at location. This way you don’t need to return for a correction.

Do not hesitate to review your portion of the docs again as well. Ensure all your notary blocks are properly filled out and notarized to decrease the likelihood of a correction coming back.

The goal of any notary is to provide an enjoyable notarization experience for their signer. And then return accurate documents back to title. Remember you want to set yourself apart and end up being their go to notary. These steps are just a few that can be taken. It is on you to assure your first signing completes without a hitch and boost your confidence going into the next one. Set yourself up for success.

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No matter your profession or standing in a company, errors are things we all try to avoid.

Our goal as notaries is to send back a completed package with no errors so the transaction is approved with no delays. There are many reasons a document can be rejected by title including: Missing signatures, unclear stamp, incomplete notary block, etc… Here are a few steps to take to reduce the likelihood of errors or catch them before submitting to title.

TAKE YOUR TIME

This is going to be your most important step in reducing errors. To often we see notaries rush a signing to move on to their next closing causing signatures to be missed or items forgotten. Go over each document carefully, ensure there are no blank lines, and all signatures and notary requirements are met before moving on.

CHECK YOUR WORK

Take the time to review the package once completed before you leave location. This way any missed items can be corrected there at the table verses having to schedule another appointment and delaying funding or closing.

MAKE SURE YOUR STAMP IS CLEAR AND NOTARY SECTION IS COMPLETE

A document can be executed perfectly, but still rejected due to an unclear stamp. If your stamp is distorted or faded in any section where your information can be deemed illegible, strike a single line through that stamp, initial the correction, and re-stamp the document. All stamps must be legible on a scan and the original to be approved.

Ensure your notary section is filled out completely. There should be no blank lines on a document for the signer, the same goes for your notary section. We see many notaries who assume that their stamp is sufficient for the notary block but that is not the case for most title companies. To save yourself a possible rejection later, fill out the notary section in full.

INITIAL CORRECTIONS

Documents can be rejected for something as simple as a missing initial on a correction. No matter who makes the correction on the document, signer or notary, that party must initial the correction to verify that they were in fact the one who corrected it. This includes corrections to state/county in the notary section.

PRACTICE MAKES PERFECT

One of the best suggestions we can give you is practice.

Try to complete a few sample packages with a friend or family member so you can practice not only your table side manner, but signature placement and filling out notary acknowledgments. The more signings you conduct, the better you will be at executing a signing with little to no errors.

CONTACT YOUR SIGNING COMPANY

The signing company is a resource, not just the company that hires you.

Communication is key to understanding and solving problems at the table. Do not hesitate to contact your signing company so they can assist you with getting questions answered or going over a document you are not familiar with. It is better to ask questions than assume and have a correction later down the road.

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The hope and goal for any signing is a smooth transaction and a likeable signer. We all love these types of signings and cross our fingers for this kind of outcome every time.

But…. this is not always the case.

This article will address how to handle a rude or impolite signer properly and professionally.

First and Foremost, Stay Calm.

Keep in mind that they are more than likely not even upset with you as the notary and more with the situation. Real estate transactions can be a long and tedious process that can take anywhere from a few weeks to almost a year depending on the signer’s circumstances.

They are having to deal with multiple people from the lender to title all the way down to you, the notary. It is easily frustrating, and the smallest thing could be a trigger for impolite behavior.

Empathize with your signers.

We all want to feel heard, and our problems validated. A little empathy goes a long way to diffusing an upset client or atmosphere. You understand their position and why this is frustrating, lets find a solution or explanation for the problem.

Loop in Title or the Lender.

Often, the signer is upset over incorrect information or figures on their docs. Docs they have been negotiating and working with their LO on for months! Incorrect numbers when they finally see the light at the end of the tunnel can lead to a quick decline in the signer’s demeanor.

Offer to let them speak to their LO or title contact so any questions or incorrect information can be resolved quickly. Providing solutions to their problems and contacting the correct individual quickly goes a long way in decreasing tension at the signing table.

Do not force yourself to stay in a potentially dangerous environment.

An upset or rude customer comes in a variety of levels. While most can be diffused and the signing put back on track, there will be those few who are unwilling to work with you. Your safety should always come first, meaning if a situation continues to escalate and your attempts to help them or find a solution have not produced the desired result, excuse yourself and offer to reschedule at a later date. Contact title or the signing company who contracted you to explain the situation so they can address the signer directly.

These kinds of situations can be unpleasant, and they are never the types of signings we want at the end of the day. However, by using the above tips and trying to keep in mind their side of the story, practically any situation can be resolved where everyone leaves the table with a smile.

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