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January 6, 2011

Your jumbled or too short notes section is costing you 50% of your business

Notaries just don’t get it. They think that 123notary is a magic service. All they have to do is pay us some money and they will be rolling in jobs. They also have to follow our advice if they expect to get anywhere. Get reviews on your listing, pass our test, and for God’s sake, fill in your notes section. Below are some common problems with people’s notes sections.

1. Omitted
Many Notaries just don’t get around to filling in their notes or claim that they have nothing to say. Say something for God’s sake. Talk about your radius, professional background, types of documents or loans you are familiar with, or your personal style doing business.

2. Jumbled
Most Notaries write a long paragraph that includes their name, equipment, a few adjectives about how great they are, hours, counties and anything else they can think of. This is a disorganized mess and it means that your brain is a disorganized mess. Clean up your act and divide your notes section into logical paragraphs and keep it easy to read and formatted in an attractive way.

3. Fluff
Most Notaries tell you lots of fluff about themself that any other Notary would claim. Claiming it doesn’t make it true, and those reading your notes are tired of seeing the same old claims thousands of times in a row only to find out that the claims are very rarely true. I am professional, reliable, responsible, accurate, etc. are claims that won’t get you anywhere. Being experienced helps, but reliable counts against you. The most unreliable and unskilled Notaries are the first ones to claim to be reliable — think about that. Notaries that actually have merit talk about specific types of loans they sign, specific Title companies they are on the white glove list for, and specifics about what they do to get your job done. Facts — not fluff please unless you are in the pillow business!

4. TMI
Too much information can also be bad. If you are experienced with two hundred types of documents, it might not be a good idea to list them all. I would not list more than twenty, unless you have a link to your web site where you can list them all. Listing 500 zip codes also creates a mess on your profile and on my site. Please don’t do this. Keep the right amount of information and keep it straight.

5. Misinformation
Some people claim to speak Spanish when in fact they cannot get through a loan in Spanish. If you claim to know a language and put it in the language box, do NOT do so unless you know enough to get through a signing. This will involve understanding a lot of Mortgage and Legal terms which are not always known to the layperson, and you might not know from hanging out with Aunty Consuela who talks to you in Spanish about issues concerning daily life, your kids, your husband, your cooking (and how you added too much salt yesterday,) etc.

6. Omissions of quick & good content
Popular things to add that are typically not added in notes sections include:
Radius — those reading your profile would lose to know your radius.
Last minute assignments — since many are looking for you to jump and run, saying up top that you do last minute is good.
Equipment — Don’t write a novel on this, but some quick pointers on what you have might help.
Languages — Add this
Loan Types — a comprehensive list of loan types helps a lot. Don’t leave any out.

7. Rambling
Going on and on about how you put the client first and how you keep things confidential and you value professionalism to the utmost is using lots of words to say basically nothing. Be informative in what you say, and make sure the reader can put their finger on what you really mean rather than just rambling.

8. Education
You can mention all of the agencies you are certified by or background screened. Any designation is good. The more the merrier.

9. Keep your notes updated regularly
We keep track of how often you update your notes. Many people have had the same information for five years and we don’t like that. Login and brush things up from time to time.

10. Mistakes
Don’t make spelling mistakes as people will refuse to hire you based on that. Title companies assume that if you make a spelling mistake you will also make a mistake with their loan which is a reasonable assumption.

11. Ask for help
We help people with their notes. We make quick commentaries and can tidy things up. We can’t write it for you, but we can rearrange your notes or clean them up.


You might also like:

How to write a notes section if you are a beginner

2014 excerpts from great notes sections



  1. Very well said, thank you for the reminder.

    Comment by Teresa — June 13, 2016 @ 1:23 pm

  2. This article prompted me to revise my notes to be more specific and to remove my list of zip codes. I am working on a hyperlink for the zip codes instead. Thank you.

    Comment by Liz Head — June 17, 2016 @ 11:40 am

  3. Ironically, for an article on how to improve the notes section to be more accurate it has at least 3 typos. Good advice none the less.

    Comment by Justin — August 4, 2016 @ 8:11 pm

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