Supplies a mobile notary needs before a notarial act.

 

Before you leave for a notary appointment double-check your bag for all the necessities.  For a signing to be successful it is best to always have an equipped bag. Here are the items every notary needs in their notary. We’ve add a few a few extras too.

 

1. Notary commission stamp with seal  

 

Notarial acts will require a clean notary stamp with legible text and seal. Keep this tucked away in your bag. You’ll need it for every notary assignment. It acts as a proof to the receiving agency that their signer did in fact appear before a notary. Most receiving agencies will typically call for a clean inked impression on the document that may be copied or scanned for their records clearly.  California allows for notaries to obtain multiple stamps and seals. This may be convenient for keeping in multiple locations. For instance, one may be locked away in an office drawer while another might be kept near the notary in their messenger bag for travel. Multiple stamps may also be accommodating if you wanted to obtain a smaller sized notary stamp as well. This will help with stamping documents that don’t allow for a lot of room for a notary seal. Choose what’s best for you. Always remember your notary stamp!

 

2. Journal of Notarial Acts

The journal of notarial acts holds the record of the transaction. If a notarial act came upon scrutiny at any time the journal would protect everyone from fraud by providing the history of events at the appointment. It indicates the “where, when, what, who and why” of the document signing. “Why? did they sign it?”, because it was their willful intention to sign as declared before the notary, indicated by their signatures, and the thumbprints kept in the journal. The more information in the journal the better. If a document dispute did arise, the journal is the historical record, and the evidence that a signing did occur. Notes within the journal are a great way to better recreate the atmosphere of the signing if a courtroom were to . Take your journal to every appointment and keep great records!

 

3. A stack of notarial certificates, acknowledgments and jurats!

Notarial certificates, mores specifically acknowledgments or jurats, are often necessary concerning the notarial acts you assist with. These certificates are California’s approved verbiage for notary’s to declare what has happened within a transaction. There will be times when the verbiage is already provided for you on a document. There will be times when the verbiage is incorrect or not available at all. These are the instances where having a stack of your own acknowledgments and jurats is extremely helpful to legally satisfy the act. California verbiage has changed on multiple occasions over the years. make sure your certificates are always current.  We have walked into many appointments needing 5-20 of our notarial certificates that are not provided. Taking acknowledgments and jurats with you will help you through lost of appointments. 

 

4. Lots of blue pens (and maybe a few black pens too!)

 

Blue pens mean everything to most California and United States receiving agencies. It is common that important documents are copied for records. The loan industry copies documents for escrow, lender and title. By having signed the originals in blue ink, they will not get lost or confused with any copies.  Attorneys also tend to like the blue ink as a clear indicator that the document is the original. International agencies and foreign countries may prefer documents to be signed in black ink.  It doesn’t hurt to have options. Ultimately, the ink color may seem like a personal preference, but it doesn’t hurt to check in with the receiving agencies or transaction instructions to ensure that everything process without delay.  Keep lots of blue ink pens, and a couple black pens too. 

 

5. Ink pad for thumbprints, with a complimentary ‘Wet One’ wipe.

 

Within the notary journal, the ultimate indicator that a signer did truly appear in front of the notary is an inked impression of their fingerprint.  Keep multiple fingerprint pads in your notary bag is a great idea. California state law requires that the notary take the right thumbprint inked impression for any Deeds or Powers of Attorney. It is great practice for the notary to take a fingerprint for every document signed in their presence. If ever a document signing comes under scrutiny, it will be clear that a signer did in fact appear before the notary. Always remember your inkpads to satisfy California law and protect all your transactions. 

 

6. Invoices and receipts for notarial services

 

Within your notary career you’ll probably work for a lot of businesses. It is very common for mobile notaries to work for loan companies, escrow companies, realtors, and attorneys. These companies may require a notary invoice to pay for your services. Other companies may simply want an invoice or paid receipt for their records. It is a great idea to keep physical paper invoices on files. If you’d prefer to provide digital invoices, many companies offer invoicing services like Paypal.com, Squareup.com, Quickbooks.com and personal favorite freshboks.com.  Provide invoices and receipts for your services.

 

 

7. Marketing material and contact information

 

The best way to keep the business coming is to continually to be in front of people. Meet them personally, leave them materials, and connect on social networks. Make it a routine to reach out, provide content online, and be in social feeds. If you’re continually in front of people and provide what they’re looking for, they’ll trust you. Give your marketing material to everyone you want to work with boldly and often!