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July 11, 2016

How to write a notes section if you are a beginner

We wrote a similar article on this aspect of Notary advertising a few years ago. I think it was very helpful. But, let me structure this article as a quick tips article with itemized things to add to your notes section. The basic idea is that if you have no experience, you cannot talk about what you’ve already done. So, talk about what you are willing to do, where you go, or what training you have had.

Don’t write three paragraphs telling us how many years of experience your mentor has otherwise we’ll stop looking at your profile and start looking at your mentor’s profile. Remember, you are selling yourself, not your mentor.

Don’t write six paragraphs telling us about your Real Estate career as nobody is hiring you as a Realtor on 123notary.com. That is something to write a single line about LOWER in your notes.

Don’t waste space telling us how you respect the integrity of the transaction and how confidentiality of the transaction is of utmost importance. That tells us nothing except that you are claiming not to be a conman.

Don’t tell us how important it is to hire a Notary who is experienced and knowledgable. You think the browsers don’t already know this? They have hired tens of thousands of Notaries and are hiring Notaries daily. They know what is important, the question is, are you the kind of Notary they want?

Don’t write two paragraphs about how you are a new mom. People will assume that when they call you they’ll hear screaming in the background. Focus on Notary work.

Don’t use adjectives. people who claim to be reliable, responsible, experienced, professional, accurate, etc., are people who have nothing good to say about themselves who compensate by using a bunch of unverifiable claims about themselves which are usually not true. Experts who hire Notaries see through the nonsense faster than you can say, “skip my listing.” So, don’t use adjectives unless you can back them up with real information. So, what should you write about?



Basic information should go at the top of your notes section. If you bury the most critical information where nobody can find it, they won’t hire you. Pertinent knowledge, radius, and special services are what people need to know about first. Don’t bury this in a long paragraph about how wonderful you are!

Last Minute Signings — It is sometimes hard to find someone who accepts signings at the last minute. If you do, that really helps.

Hours — Letting the world know how early you start and how late you finish can really help.

Languages — Fluent in Thai? Let them know. There is more demand for Spanish and Vietnamese though based on word on the street. Also let us know if you are fluent, or only conversational. If you cannot get through a signing with your language, save us the trouble and don’t mention it.

Hospitals & Jails — Most Notaries aren’t experienced with these types of signings which are more demanding. Let people know if you do.

100 mile Radius — Most Notaries are wishy-washy about how far they go. They have three paragraphs of information about exceptions to the rule like if their coffee wasn’t good that morning, they won’t go too far into Morgan County, but if you pay extra they might consider Strantom County. Just list your radius and your counties without all of the hype please. Nobody has time for this.

Counties Covered — List as many counties as you can if you want to get lots of jobs. If you cover counties that nobody else does, even if it is a long drive, you might get a lot of new clients as a result.

Loans & Documents — List all types of documents or loans you know how to sign including types of loans. Most Notaries say they are familiar with most legal documents. This is vague. It is better to list the top several legal documents you see a lot of.

Catchy Phrase — Sometimes a catchy phrase about yourself, your business or service can win the game. Often it is a one-liner that is artfully phrased and catches people’s attention. Don’t bore them with fluff, dazzle them with class!

About You — What is unique about your service or about you that the reader might want to hear?



All of us have some type of experience. Mortgage and Escrow are the most valuable. Real Estate experience doesn’t translate into being a better Notary, and doesn’t make you that familiar with the documents despite what you may think or claim. However, you can mention it in a one liner. Mention other experience, but don’t write paragraphs on it. Keep it short. Military and Police experience are actually very helpful if you are a signer. That way you can keep the peace and use real bullet points in your notes sections!

Mortgage Experience — List any pertinent past experience, particularly if it is in Mortgage, Escrow, or Legal. Don’t be vague about the experience either. If you say you have experience in the legal industry we’ll assume you were a janitor or secretary. If you were a legal assistant, then say so.

Unrelated Experience — You can mention what you used to do for a living. It might be impressive if you were a bank president or dictator of a small country.

Military — If you were in the military, say so. That might prove that you are careful or on time.

Police — If you were in the police, that proves you know how to deal with difficult situations and crazy people. Mention it.



The bottom of your notes section should list all of your “other” information in an easy to read format. Some people use bullet points, and others just list it clearly so it is easy to read. Do NOT put this information in a long jumbled paragraph please.

Certifications — Are you NNA certified, Notary2Pro Certified? Say so

Memberships — Are you an NNA or AAN member? What about PAN or NotaryCafe? List all memberships.

E&O Insurance — Tell us how much you have. Some people only have $15,000 while some have a million.

Equipment— Is your printer a specific brand? Is it dual or triple tray? Does it print 200 pages per minute? Say so.

Closing Phrase — Thanks for visiting my profile on 123notary. I hope to hear from you soon. But, put it in your own words so it sounds a little more unique.

Uniqueness — Uniquess really counts. People who hire Notaries have read through thousands of profiles. If yours is unique and factual, you will stand out in a very positive way as most other people’s notes are jumbled, disorganized, and have no interesting information. Additionally, many of the others ramble on and on about how they value integrity which is a useless and unverifiable claim that is a waste of the readers time. If you waste the readers time, they are statistically less likely to use you. Give them unique and factual information and win the game. Many beginners do quite well on 123notary, especially those who express themselves well.


You might also like:

How to write a notes section if you have no experience

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Everything you need to know about writing a great notes section

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2011 Excerpts from great notes sections



May 30, 2016

Always Be Helpful

Filed under: Ken Edelstein,Marketing Articles — Tags: , , — admin @ 9:13 am

Notary: Always Be Helpful
Many of our calls are “no money calls” – ones that, some endeavor to make as brief as possible. Their logic “why waste my time”. So silly. Each caller is a potential for making a positive impression. Perhaps it will not work out on the current call, but the image of helpfulness and competence can be firmly implanted. There might have been an “excuse” or motivation for abrupt termination when cell minutes were dear. But, now, almost all plans have lots of minutes.

So, if it’s not a cost factor, why do some notaries quickly determine “cash job” or “not cash job” and treat the caller accordingly? Sure your time is valuable, and you generally charge accordingly for that commodity. However, you are also a governmental official and the caller has a right to expect a civil and proper response to their inquiry. What is “proper”? Proper in a word is “helpful”. Of course you are not expected to research how a Bulgarian divorce is processed. But, it’s usually a simple procedural “tip”, something second nature to you; and is so very helpful to them.

Case in point: I do a lot of fingerprinting. Many are the callers who wish to obtain NY State Security Guard fingerprint clearance. I don’t qualify. The correct procedure is to go to a “live scan” location that is pre-approved by the Division of Licensing Services. Initially, prior to this becoming a “high volume” request, I referred them to calling “311” – the municipal info line. I suggested they ask to be connected to DLS. Once speaking to DLS ask for live scan locations. A slight improvement on my response was for me to make that 311 call and obtain the direct number to DLS. Now, when I get a similar call I give them the DLS number not 311.

Does Macy*s tell Gimbels? Those who saw Miracle on 34th Street will recall how giving “consumer first” information works. Sadly it was a Christmas only event; but the good will probably lasted much longer; with a positive effect on the “bottom line”. It’s the same when you advise a caller to use the zip code search on http://123notary.com You know they can find a more inexpensive and quicker reacting notary by finding one who is closer – especially when the distance would require you to travel over an hour.

Of course you do your best “on the job”; but do you do the same when you *know* the contact will not be selecting you. I know many folks who hire notaries. The horror stories they relate to me about ghastly phone manners even shock me. Of course it goes both ways. We have all had, in various roles; offensive phone callers. Sometimes it’s the borrower who becomes hostile. It’s a hallmark of the true professional notary to be able to both maintain politeness and to try to be helpful in a stressful situation. Think, what could you say or do to help them succeed in their objective. That should be your goal. Accept the challenge to assist, in the face of adversity.

They called you because they need to get something done. For whatever reason you are cast as inappropriate to directly assist, but you do have their ear; for a few moments. This is not the time to extol your virtues and attempt to raise your stature by self praise. That won’t work. What will work is to listen carefully, ignore the irrelevant; and help them to succeed. More than anything else you can do, that will reflect positively on your values and commitment to the profession of notaries public.


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Notary etiquette from athiest to zombie

Thank you; Excuse me; I’m sorry