Mark from Loan Signing Systems (LSS) does a thorough job on this one. Clear and detailed. He goes over all of the nitpicky fees and specifications too.
https://www.youtube.com/watch?v=g1kwzjeD_T0
Notary Blog – Signing Tips, Marketing Tips, General Notary Advice – 123notary.com Control Panel
May 13, 2021
January 24, 2025
Key Documents That Must Be Notarized to Be Legal
Navigating legal processes often involves ensuring specific documents are properly notarized. Notarization provides authenticity and legitimacy, safeguarding all parties involved. Whether you’re a homeowner finalizing a major purchase or a business owner signing critical agreements, understanding the documents that require notarization is essential for avoiding potential legal hurdles. Below, we’ll explore the most common documents that must be notarized to be legally binding.
Real Estate Documents
Real estate transactions often involve significant financial and legal implications, making notarization crucial.
Deeds of Trust and Property Transfers
Notarization is required to confirm the signer’s identity and willingness to execute the agreement when transferring property ownership or securing a mortgage through a deed of trust. Without notarization, these documents might not hold up in court.
Lease Agreements (Long-Term)
Lease agreements lasting more than a year often require notarization. This ensures that both landlords and tenants are legally protected and bound by the agreed-upon terms.
Financial Documents
Financial documents often require notarization to confirm the validity of transactions.
Loan Agreements and Promissory Notes
For business owners or individuals obtaining loans, notarizing loan agreements or promissory notes validates the terms and ensures compliance with applicable laws.
Power of Attorney (POA)
A notarized POA grants legal authority to another person to act on your behalf. Notarization ensures the document’s authenticity and prevents misuse, whether for managing finances or making medical decisions.
Legal Agreements and Contracts
Certain legal documents must be notarized to ensure their enforceability.
Business Contracts
Key business contracts, such as partnership or vendor contracts, may require notarization to prevent disputes and verify all parties’ consent.
Affidavits
An affidavit is a written statement made under oath. Notarization ensures the document’s credibility and legal standing, whether in court cases or administrative matters.
Personal Documents
Personal matters often necessitate notarization to protect individuals’ rights and confirm their intentions.
Wills and Trusts
Although notarization is not mandatory in all states, notarized wills and trusts offer additional security against disputes, particularly for homeowners and business owners with valuable assets.
Marriage and Divorce Documents
Certain documents, such as prenuptial agreements or divorce settlements, often require notarization to be enforceable.
Corporate Documents
Notarization can be a legal requirement for business owners for several corporate documents.
Articles of Incorporation
When forming a business entity, articles of incorporation often require notarization before submission to state agencies.
Meeting Minutes and Resolutions
Important corporate resolutions or board meeting minutes may also require notarization to verify the decisions’ authenticity.
Why Notarization Matters
Notarization provides an added layer of protection by verifying the identity of signers and ensuring documents are executed willingly. Notaries serve as impartial witnesses, helping to deter fraud and enforce legal validity. Being aware of the documents that require notarization allows homeowners and business owners to avoid costly mistakes and legal issues.
Ensure Legal Peace of Mind
Properly notarizing key documents is critical to ensure their enforceability and authenticity. Understanding the requirements can save you time, money, and stress when handling real estate transactions, financial agreements, or personal documents. For additional guidance, learn how to notarize a document in two different states and stay informed about best practices.
January 10, 2025
Top Reasons a Notarized Document May Be Rejected
Notarized documents play a crucial role in the fast-paced world of real estate transactions, legal agreements, and business operations. However, even a seemingly well-prepared notarized document can sometimes get rejected, causing delays and frustrations. Understanding why notarized documents get rejected is essential for homeowners and business owners who rely on these documents for critical transactions. Below, we’ll explore the top reasons for rejection and how to avoid them.
1. Missing or Incomplete Information
1.1 Blank Fields
Leaving blank fields in a document is a common reason for rejection. Notaries are required to ensure that the document is complete before notarization. Blank spaces can raise concerns about potential fraud or unauthorized alterations.
1.2 Incorrect Names or Details
The names on the document must match the names on the signer’s identification. Even a minor typo, such as a misspelled name, can lead to rejection.
2. Invalid Identification
A notary must verify the signer’s identity using government-issued photo identification. The notarization may be deemed invalid if the ID presented is expired, damaged, or does not meet state requirements.
3. Absence of Notary Seal or Signature
The notary seal and signature are fundamental to a notarized document. Missing either of these elements can result in immediate rejection. In some states, an embosser or stamp is required in addition to the seal, so it’s important to ensure all local requirements are met.
4. Incorrect Notary Certificate
4.1 Wrong Type of Certificate
Depending on the type of document being notarized, the notary must use the correct notarial certificate, such as an acknowledgment or jurat. Using the wrong certificate can invalidate the notarization.
4.2 Errors in the Certificate
Mistakes in the notarial wording, such as incorrect dates or locations, can also lead to rejection. This is particularly important for documents used out of state or internationally, where specific language may be required.
5. Signature or Date Issues
5.1 Unsigned Document
Unless state law specifies otherwise, a notarized document must be signed in the notary’s presence. A document signed beforehand is likely to be rejected.
5.2 Backdated or Postdated Signatures
Notaries cannot backdate or postdate a document. Doing so can void the notarization and lead to legal penalties.
6. Non-Adherence to State Laws
Each state has unique notary laws. If a notary fails to follow the specific regulations of their state—for instance, requiring witnesses in addition to the notary—the document may not be accepted.
7. Lack of Proper Witnesses
Certain documents, like deeds or wills, may require witnesses and notarization. If these witnesses are absent or fail to sign, the document can be rejected.
8. Fraud or Coercion Concerns
Notaries ensure that the signer is signing willingly and not under duress. If there are signs of coercion or fraud, the notary may refuse to proceed, and the document will not be valid.
How to Avoid Rejection
Understanding why notarized documents get rejected can save you time, money, and frustration. To minimize errors:
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Double-check all information for accuracy.
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Ensure all required fields are filled.
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Present valid and acceptable identification.
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Work with an experienced notary who understands state-specific requirements.
You can check how to properly notarize a document for a step-by-step guide on ensuring your documents meet all necessary criteria.
Save Time and Avoid Frustration
Whether you’re a homeowner closing on a property or a business owner finalizing a contract, a rejected, notarized document can disrupt your plans. By addressing these common issues upfront, you can avoid delays and ensure your documents meet all necessary legal standards. You can complete your transactions smoothly and confidently with proper preparation and the right notary.
September 13, 2024
Networking Tips to Grow Your Mobile Notary Business Locally
Building a thriving mobile notary business requires more than excellent service—it involves making meaningful local connections. Networking is key to establishing yourself within your community and growing your client base. Strong relationships can lead to more referrals and increased visibility, whether you serve homeowners or business owners. Let’s explore networking tips to grow your mobile notary business locally and build referrals.
Attend Local Networking Events
Getting involved in your community through local networking events can open doors to new clients and referral partners. Join local Chamber of Commerce, business associations, or professional networking groups. These gatherings provide an excellent platform to introduce your mobile notary services to other business owners and homeowners.
Maximize Community Engagement
Regular attendance at community events, such as business mixers or trade shows, allows you to meet people who might need notary services. Be prepared with business cards and an engaging elevator pitch to explain your services clearly and concisely.
Build Relationships with Real Estate Professionals
Real estate transactions often require notarization, making real estate agents and title companies ideal partners. Building a solid rapport with these professionals can ensure a steady stream of business for your mobile notary services.
Offer Specialized Notary Services
If you specialize in loan signings, make it clear to real estate agents and brokers. Tailoring your services to meet their needs can make you their first choice for mobile notary work. Always provide exceptional service to encourage repeat business and referrals.
Partner with Local Law Firms and Financial Institutions
Lawyers, banks, and credit unions frequently need notaries to handle legal documents such as wills, contracts, and loan paperwork. Developing partnerships with these institutions can lead to regular referrals.
Tailor Your Approach
Reach out with a personalized offer explaining how your mobile notary services can benefit their clients. Ensure that your services are convenient, flexible, and reliable, making it easy for them to refer you.
Utilize Social Media and Online Platforms
In today’s digital age, online networking is as important as face-to-face connections. Social media platforms like Facebook, LinkedIn, and Nextdoor allow you to connect with homeowners and business owners in your local area.
Join Local Community Groups
Join Facebook and LinkedIn groups dedicated to local business discussions or community concerns. Offer helpful advice about notarization, answer questions, and engage with others. Avoid aggressive marketing; instead, focus on being a useful resource.
Request Client Reviews
Encourage satisfied clients to leave reviews on Google My Business or other platforms. Favorable reviews increase your online visibility and attract potential clients looking for trustworthy notary services.
Collaborate with Other Local Service Providers
Partnering with businesses that complement your services, such as accountants, tax preparers, or insurance agents, can expand your referral network. These professionals often deal with clients who require document notarization.
Create a Referral Program
Establish a mutually beneficial referral program with local businesses. For example, offer a small incentive for every client they refer to you, and refer your clients to them when their services are needed.
Get Involved in Local Community Activities
Local community activities, such as volunteering or sponsoring events, can increase your visibility. When people see you actively involved in the community, they’re more likely to trust and recommend your services.
Be Authentic
When participating in community events, focus on building genuine relationships rather than simply promoting your business. Authentic connections often lead to referrals and long-term business relationships.
Networking for Success
Incorporating these networking tips to grow your mobile notary business locally and build referrals will help you create lasting relationships within your community. Consistent networking is essential for success through local events, social media, or partnerships with real estate and legal professionals. Be patient and persistent in building these connections, and your business will grow. For additional guidance on notarization, including details like the signature date, stay informed and offer your clients the best possible service.
July 28, 2023
High Demand for Notaries: Fact or Fiction?
Are notaries in high demand? It is a question that both new and experienced practitioners of the notary business must face. While many view notaries as essential components of businesses, legal processes, and other services, there are still questions about whether or not being a notary is profitable or beneficial to those who sign up for the job. In this post, we will look at cold hard facts from reliable sources to see if being a notary is in high demand or just media hype.
The Evolution of Notary Services
Before exploring the present scenario, it’s essential to understand the historical significance of notaries. Throughout history, notaries have played a vital role in ensuring the authenticity and legality of various documents, from wills and contracts to affidavits and deeds. Traditionally, notaries would physically witness the signing of documents, putting their official seal and signature to attest to the event’s legitimacy. With the rise of digital transformation, some may have speculated that traditional notaries would become obsolete. Still, this assumption overlooks the resilience and adaptability of the profession.
Current Demand for Notaries
Contrary to the notion that notaries are fading into obscurity, the demand for their services remains robust in various industries and sectors. Are notaries in high demand? As transactions have increasingly globalized, the need for authenticated documents across borders has surged, putting notaries in high demand. Moreover, certain industries, such as real estate, finance, and legal services, heavily rely on notaries to certify the validity of agreements and contracts.
Real Estate Sector
The real estate industry relies heavily on notaries to authenticate property deeds, mortgage agreements, and other critical documents. Whether it’s a residential property purchase or a commercial real estate deal, notaries are essential in ensuring the smooth transfer of ownership and protecting the interests of all parties involved.
Financial Services
Banking and financial institutions often require notarized documents to facilitate various transactions, such as loan agreements, refinancing, and estate planning. The assurance provided by a notary’s signature and seal adds an extra layer of security to these crucial financial transactions.
Legal Profession
Within the legal sector, notaries are essential for witnessing affidavits, power of attorney documents, and statutory declarations. Courts and legal institutions require notarized documents as evidence in many cases, making the services of notaries a constant necessity in legal proceedings.
Adapting to the Digital Age
Recognizing the potential of technology to streamline processes and enhance accessibility, notaries have adapted to the digital age. Remote online notarization (RON) has emerged as a game-changer, enabling notaries to officiate documents virtually. Notaries can witness and authenticate signatures remotely through secure online platforms, making it convenient for clients and expanding their reach beyond geographical boundaries.
This technology integration has not only sustained the relevance of notaries but has also opened up new opportunities. RON has significantly increased efficiency in the notary process, reducing the need for physical appointments and paperwork, thus saving time and resources for both notaries and clients.
The Global Perspective
The demand for notaries is wider than in any specific region. As international trade and cross-border transactions flourish, the requirement for notarized documents has escalated globally. For instance, businesses engaging in foreign partnerships often need notarized documents to ensure the validity of agreements in different jurisdictions. Additionally, individuals immigrating to other countries or seeking dual citizenship must provide notarized documentation for legal and identity verification purposes.
Notaries In High Demand—Act Now For Success!
In conclusion, notaries are in high demand. More and more people and businesses require their services to approve various documents. Becoming a notary is a great way to earn extra income while helping to ensure that essential agreements and contracts are properly validated. Furthermore, recognizing the increasing reliance on technology can open up even more excellent opportunities for smart notaries to obtain greater success by developing the necessary technical skills and expanding into new business areas. Notaries represent an invaluable role in our society, and with the right resources, they can leverage their services for maximum success in today’s ever-evolving digital world. So if you’re looking for a reliable career option that offers diverse growth opportunities, becoming a notary could be just right for you.are notaries in high demand
February 23, 2023
Businesses That Need Notaries
Are you wondering which types of organizations to target when spreading the word about your notary business? After all, there are plenty of businesses that need notaries on a regular basis, but others that might be less interested.
Essentially, any company that deals with legal transactions or documents of any kind will need notary services every now and then. Here are a few types of businesses most likely to require your services.
Real Estate Agencies
There are a great many legal documents involved in real estate transactions. This is true, especially if the buyer is taking out a mortgage. That’s good news for you as a notary—in most states, your services will be required by law.
In a real estate transaction, you’ll serve as an impartial witness. It will also be your responsibility to check and affirm the signatures of all the parties involved. The duties may vary from state to state, so ensure you know what’s expected of you in these cases.
Law Firms
It goes without saying that many legal documents require notarization. Paperwork granting power of attorney, trust documents, and wills are a few examples.
Many lawyers try to hire paralegals who are already commissioned notaries. That way, the employee can add notarization duties to their list of regular tasks. But if no one in-house can do it, the attorneys must commission notary services.
Banks, Mortgage Lenders, and Other Financial Institutions
As we pointed out, loan and mortgage documents require signature verification. The same goes for other financial agreements as well. That means financial institutions will need notary services on a regular basis.
It was common for banks to employ on-staff notaries to provide free services to their customers (sometimes even walk-ins). However, with the rise of online banking, this practice is rare. This works out well if there are a lot of banks in your area constantly seeking outside help when notarizing documents.
Healthcare Providers
You might not think of medical offices as businesses that need notaries. But the truth is, any business that deals with legal documents needs to have a notary on call.
In addition to power of attorney documents, certain medical consent forms must also be certified. Otherwise, it would be difficult to prove whether or not the patient consented to the transfer of power—or the medical procedure itself.
Government Agencies
Here’s a partial list of government documents that might require notarization:
- Immigration forms
- Oaths
- Affadavits
It’s always important to avoid the pitfalls of a forged signature notarized document, but you must be careful when dealing with government documents. Always ensure the person signing the document has the proper identification, and check all the dates and sections of the forms carefully before notarizing.
Employment Agencies
Some employers require drug tests and background checks before they make an official job offer. In these cases, the employment agency might enlist a notary to verify those documents to cover all their legal bases.
Small Businesses
Just because a company is small doesn’t mean it’s entirely self-sufficient. Many businesses that need notaries are very small, like mom-and-pops. Even the smallest businesses have contracts and other agreements that require notarizations occasionally. So get out there and spread the word about your notary business today!
January 18, 2021
Detailed analysis of Opportunities in inspections (video)
Here is a great video for Notaries from the NNA
https://www.youtube.com/watch?v=CChtuxuHefs“>https://www.youtube.com/watch?v=CChtuxuHefs
Another video — Mark Wills of LSS interviews a very successful newbie making $12000 in a month? Is that even humanly possible? Apparently so!
https://www.youtube.com/watch?v=4j6yt62a2lE
December 27, 2020
New Year’s Resolutions for Notaries for 2021
Every year I come back to this topic. Sometimes I address it in a humorous way, and other times in a serious way. Notaries often procrastinate some of their responsibilities. Your business will do better if you are a little more proactive in certain ways. Here are my tips for 2021.
Supplies
Stock up on supplies like paper, toner, ink, get that new GPS system if it will help you, pens, stamps, Fedex envelopes, and whatever else you need.
Snacks
Notaries have to eat on the road and that is not always healthy unless you live near a Whole Foods or a Jamba Juice. But, you can have packages of nuts and dried fruits in the car, and then bring fresh fruit on a daily basis. Dried fruits have a lot of nutrition. Apricots, dates, plums, dried mangos, raisins, and other dried fruits are packed with many micronutrients, minerals, vitamins, iron, and more!
Education
The newer Notaries seem to take education a lot more seriously. I noticed a change in collective attitude about six months ago. It seems that Mark Wills at LSS is a force of motivation and enthusiasm to be reckoned with. His students seem to be popular on our site too. His course seems to be oriented towards practical issues like dealing with some of the types of signings that became popular in the last few years (that were not popular during my day sonny.)
123notary has a paid certification course with a hard test. Our testing standards are the hardest in the industry and those who use our site are aware of that. We also have a very interesting FREE course on the blog which people love called Notary Public 101 and we test people who completed that test and sometimes certify them. Most people don’t study enough, but you can make that your New Year’s resolution and it will benefit you for the rest of your career.
Notes
Your Notary profile has a notes section. I just reviewed several hundred of our most prominent notes sections on the site. I am sorry to say that few did a bang up job writing about themselves. I think that putting in a lot of effort to try and figure out what to say about yourself will really pay off. Those who use our site want to read what you have to say about yourself, so if you say very little, they are less likely to call you first. It might take a few hours to read our section on the blog called, “Your notes section” while taking notes. It might take a few more hours to write a great notes section. But, that is what successful notaries so, so if you want to be successful, invest some time in it, especially during the holidays.
Reviews
It is the same suggestion every year. Our notaries seem to have less reviews than a few years ago. The very experienced Notaries got old or died off. Most of our Notaries are new which is refreshing, but they need to have reviews too. Anyone who compliments you on your work – ask them for a review and send them a link to your review page. The link is above your name on your profile.
Company Names
It pays off to have a good company name and register it with your county. We have written many articles on the topic. Please read those articles. It takes hours of brainstorming and conversations with others to pick a great name for your company. It is worth the effort in the long run.
Review your state notary laws
Some people look to Notary agencies for advice, but to know your local laws, please refer to your notary division’s website. Most states have a notary division under their Secretary of State, but some have it under another state office. Review those laws, because you might have a quandry one day if you are not rock solid on Notary laws and procedures.
Summary
I think I better think up my resolutions for this year. I want to be better at time management, lose lots of weight and learn Chinese better. Never mind becoming a millionaire — I’ll save that for 2022.
October 29, 2020
What documents can I notarize?
What documents should I NOT notarize? (better idea for a title)
This is written about frequently but it does require repetition given the penalties associated with it and the # of requests received for unauthorized notarizations.
WILLS – Unless prepared or directed by an attorney, wills are generally witnessed by two disinterested independent third parties.
VITAL DOCUMENTS – Birth and Death Certificates and Marriage Certificates. The Secretary of State has specific laws preventing public Notaries from notarizing vital documents primarily because the Notary cannot verify the validity or authenticity of such a document. In cases such as this, the Notary needs to refer the client over to the agency who issued the document which in many cases is the County Recorder.
INCOMPLETE DOCUMENTS – A notary should not complete any documents that are fully completed at the time of notarization.
DOCUMENTS WHERE NOTARY IS AWARE THERE IS FALSE INFORMATION IN THE DOCUMENT – If you overhear conversation between people talking about the false information contained in the document they are signing, don’t notarize it. If you suspect that the person signing appears to be overly nervous or if it looks like someone else with a beneficial interest is forcing the person to sign the document, don’t notarize it. Always remember that the signer must sign the document willingly and present proper identification and must be able to communicate with the notary.
PERSON SIGNING CANNOT UNDERSTAND THE LANGUAGE IN WHICH THE NOTARY IS SPEAKING. You cannot use an interpreter because you don’t know what is being translated and if the translator has an interest in the transaction. Do not confuse this with notarizing a document in a Foreign Language. You can always notarize a foreign language document and don’t need to speak that language as long as the person signing can communicate with you in English or another common language in which both the notary and the signer can communicate.
April 13, 2020
Loan Signing Systems G/B/U?
Recently, I have seen that there are a lot more people getting certified by LSS or Loan Signing Systems run by Mark Wills. In the last few months, there seem to be many more graduates than ever before. In the old days, NNA used to be the only popular game for certification. Then the serious people came to 123notary from around 2005 to 2010. After that, Carol Ray at Notary2Pro became the most popular teacher / program for the serious students. Now, it seems that although National Notary Association sells the most courses, the more serious people seem to be following Mark.
So, what do they like about Mark? People say he is high energy, very helpful, and fast on the draw responding to questions. That is always good. At 123notary, we do not have a hotline as part of our program, but Carmen seems to do a lot of mentoring to our students. It seems to be that 1% of our customers monopolize Carmen’s time while the others don’t seek her help at all. Such a disbalance! 123notary is also there to help even though it isn’t formally part of any of our programs.
But, I wanted to see how an LSS certification affects your click average on 123notary. Would it help, hurt, or do nothing at all? I did a quick survey on several dozen listings of the same placement level and newness. Basically I found that based on my quick math, LSS graduates get about 3 or 4% more clicks from their 123notary than those in similar placements and experience without it. 123notary certification gets people more like 30% more clicks on our site at least. NNA certification neither helps nor hurts if you mention it in your notes.
So, we welcome LSS graduates to study from Notary Public 101 on our blog. It is free. Study hard and try to pass my over the phone test. I would like to see how you do.
Let me know your thoughts in the comments.