As a notary service we have faulty transaction requests for notary on a weekly basis. We often get calls requesting notarization for someone who is not completely competent, doesn’t have proper ID, or doesn’t speak a common language that is to be mutually understood by both parties. It is best to confront these issues as soon as possible with a “No” answer. It protects every party involved, from the signer, to the notary, and ultimately even the community. We’ve found a few ways to inform potential customers before having to say “no”, this way things are always done right, and our customers feel secure and content with us as their service.
INFORM CUSTOMERS OF NOTARY STANDARDS PRIOR TO MEETING
We have found methods to eliminate faulty requests altogether by simply informing potential customers through our website and voicemail of the California requirements for notary. If you are a notary, you can inform your potential clients of the main requirements for notary each time you answer the phone. It’s also a great idea to prepare your website and voicemail recordings to give California standards for notary transactions. At sdsignings.com we have found that by informing potential customers we have seen a significant reduction of callers requesting notarizations that fall short of California laws. As a result, callers have been informed of the requirements to better prepare for a good transaction and secure notarization.
INFORM CUSTOMERS AGAIN OF NOTARY STANDARDS AT THE APPOINTMENT IF NECESSARY
Here and there, we’ll meet a signer at the transaction and find that an ID provided does not meet California requirements. The ID might not indicate the signer’s full name as needed to mirror the document. Again, these are scenarios where the notary should simply inform the signer of California law, the need for proper Identification, and the need to return for a reschedule of appointment with proper ID. It secures the transaction and It protects everyone. It can seem like a giant inconvenience, but ultimately, it would be a larger inconvenience to find everyone in court months later over a transaction that was not legitimate. Never be afraid to say “No”, you’re protecting all parties, even if they seem unhappy within the moment. Always reaffirm that it’s in the signer’s best interest to have everything lined up properly in advance. They’ll probably agree with you.
KEEP GREAT RECORDS
The better the records the better you’re prepared if your journal is called upon later. It is easy to forget the small important details of a transaction that occurred 6-12 months ago. If you are called upon, the moment you arrived and the moment you depart, all matter! …Including everything that happened in-between! Review all the California requirements for a notarial journal and decide to go above and beyond the journal requirements. It doesn’t even hurt to provide your own forms for each transaction possibly informing customers as to your role as the notary, and the methods of the notary that are required by law. If you notarize often, there will be a day your journal will be called upon. Be prepared!
FILL IN THE GAPS
Take a few moments and think about the transactions you have encountered. Maybe you’ve had faulty requests over the phone too. How can you eliminate these occurences in the future? Find all the holes from start to finish and fill them in. You’ll pave the path for a better business practice, a happier client base, and a more secure community. Ultimately, you’re experience and theirs, will be better!
See the simple steps we take to inform customers in advance at sdsignings.com/prepare