How to Be a Top-Performing Notary: Avoid These Common Pitfalls and Elevate Your Business

Being a successful notary isn’t just about knowing where to sign and stamp—it’s about professionalism, efficiency, and reliability. At Notary Capitol, we’ve seen it all—stellar notaries who provide flawless service and, unfortunately, those who make costly mistakes that jeopardize deals and client relationships.

If you want to stand out as a top-tier notary and secure more high-paying assignments, here’s what you need to know.

1. Keep Your Calendar Organized & Confirm Appointments Immediately

One of the most frustrating issues we’ve encountered is notaries who fail to properly schedule their assignments. We’ve had cases where notaries completely missed their appointments because they didn’t notice the assignment or forgot to add it to their calendar.

🔹 Solution: As soon as you receive an assignment, confirm it, schedule it in your calendar, and set reminders. Make sure you're keeping track of all your upcoming signings.

Pro Tip: If you can’t take the assignment, decline it ASAP so another notary can be assigned. Delayed responses slow down the process and inconvenience everyone involved.

2. Never Change an Appointment Time or Location Without Permission

We’ve had instances where notaries took it upon themselves to reschedule signings or change locations without approval. This is a huge problem because every transaction is carefully coordinated, and even minor changes can disrupt the process.

🔹 Solution: If you need to adjust the time or location, get explicit written approval from the hiring company first. Never assume changes are acceptable.

Remember: Your job is to execute the appointment as instructed, not modify the terms of the closing.

3. Scanbacks Must Be Sent Within 1 Hour of the Appointment Ending

Lenders, title companies, and signing services rely on scanbacks to ensure documents are correct before they’re shipped. We've had cases where notaries took 3+ hours to send scanbacks, delaying the entire process.

🔹 Solution: Plan ahead to complete scanbacks immediately after the appointment. If you’re unable to scan on the spot, prioritize getting to a scanner as soon as possible.

Pro Tip: If you know in advance that scanbacks will be delayed, communicate this upfront so expectations are clear.

4. Read & Follow Instructions Carefully

Many title companies and lenders have specific instructions regarding document handling, printing, and witnessing. Ignoring these instructions can lead to rejected documents, delayed closings, and upset clients.

🔹 Solution: Always read the order instructions carefully before the signing. If there’s anything unclear, ask for clarification before the appointment.

Common Mistakes to Avoid:
✔️ Printing docs on the wrong paper size
✔️ Overlooking witness requirements
✔️ Stamping over text, making the document unreadable
✔️ Forgetting to have the signer initial where required

Pro Tip: If your state allows, bring extra acknowledgment or jurat forms just in case they’re needed.

5. Maintain a Professional Demeanor at All Times

Notaries are often the last step in finalizing an important transaction. If you appear unprepared, frustrated, or rushed, it reflects poorly on the entire process.

🔹 Solution: Be professional, patient, and calm—especially if a signer is anxious or frustrated. If a signer questions loan terms, don’t panic or guess—simply direct them to their loan officer.

Scenario: A borrower is unhappy about their interest rate and demands that you explain it. Instead of saying, "I don't know," guide them to the correct document (e.g., the Closing Disclosure) and remind them they can contact their loan officer for clarification.

Final Thoughts: Strive for Excellence & Build a Reputation

Notary signing agents who are reliable, detail-oriented, and professional get repeat business and more referrals. By avoiding these common mistakes and following best practices, you position yourself as a go-to notary that signing services and title companies can trust.

If you want more assignments, focus on responsiveness, accuracy, and professionalism—it’s what separates the average notaries from the top earners.

Stay sharp, stay prepared, and make every signing count!