The Record

Social media can feel overwhelming when you’re unsure how it fits into your notary business. Many notaries want a professional online presence but aren’t always clear on where to start or how to use social media in a way that’s practical, effective, and worth their time.

Fortunately, building a strong social media presence doesn’t require daily posting, flashy content, or chasing the latest platform. With a few thoughtful strategies, social media can become a simple tool to help you stay visible, build credibility, and connect with people who need your services.

Why social media matters for your notary business

Social media isn’t about becoming an influencer or spending hours online. For notaries, it serves a much simpler purpose: helping people find you, trust you, and feel confident reaching out when they need your services.

Today, many clients start their search online, even for local professional services. A clear, professional social media presence helps reinforce that you’re legitimate, accessible, and actively serving your community. It gives potential clients a place to learn what you do, see how you work, and confirm that you’re a real person behind the service.

Social media also supports word-of-mouth referrals. When someone recommends you, they’re often sending a link to your profile or business page. Having up-to-date information, consistent messaging, and a professional tone helps reinforce that referral and makes it easier for new clients to take the next step.

Most importantly, social media allows you to stay visible without being intrusive. You don’t need to post constantly or share personal details. Even occasional, thoughtful updates can help you remain top of mind while demonstrating reliability and professionalism.

Choosing the right social media platforms

You don’t need to be active on every social media platform to benefit from having an online presence. In fact, focusing on one or two platforms you’re comfortable with is often more effective than spreading yourself too thin.

The best platform for your notary business depends on where your clients, referral partners, and local community already spend time online. For many notaries, that typically means Facebook, LinkedIn, Instagram, or a combination of two.

Facebook

Facebook is especially useful for local visibility. Community groups, neighborhood pages, and local business directories make it easier to share your services and stay connected with people in your area. A well-maintained business page also gives potential clients a place to find your contact information and learn more about what you offer.

LinkedIn

LinkedIn supports professional credibility and referrals. It’s a strong option for connecting with real estate professionals, lenders, attorneys, and others who may recommend your services. Keeping your profile current and occasionally sharing helpful updates reinforces your professionalism without requiring frequent posting.

Instagram

Instagram is a great option for notaries who prefer visual, short-form content. Simple posts like availability updates, educational tips, or behind-the-scenes glimpses of your workday can help build familiarity and trust over time.

Video-based platforms like TikTok can also work for some notaries. If you enjoy visual content and short updates, TikToks or reels on Instagram can help showcase your professionalism.

The most important factor is consistency. Choose the platform that feels manageable, keep your information up to date, and focus on showing up in a professional, reliable way.

What notaries should post on social media (and what to skip)

One of the biggest challenges notaries face with social media is simply knowing what to share. In most cases, clear, helpful, and professional posts perform far better than promotional or overly personal ones.

What to post

• Educational posts: Sharing basic information about your services helps build trust and reduce confusion. Consider posts that explain what a notary does, when someone might need a notary, what clients should bring to an appointment, and common questions you’re asked during signings.

• Professional updates: Let people know when you’re available, what areas you serve, or if you offer mobile or after-hours appointments.

• Behind-the-scenes professionalism: Occasional behind-the-scenes posts can reinforce reliability without oversharing. The goal is to show professionalism, not personal details.

• Community involvement: If you attend local events, support small businesses, or serve your community in other ways, sharing these moments can help build local visibility and trust.

What to skip

• Personal or sensitive details: Avoid sharing private information about clients, signings, or personal matters that don’t relate to your professional role.

• Overly promotional posts: Constant sales-focused messaging can turn people away. Social media works best when it’s informative and approachable, with occasional reminders about your services mixed in naturally.

• Trends that don’t fit your style: You don’t need to follow viral trends, post videos, or adopt a casual tone if it doesn’t feel authentic.

5 simple social media best practices that actually work

Once you know what to post, the next step is understanding how to use social media in a way that feels manageable. You don’t need a complex strategy or a detailed content calendar. A few, consistent habits can make a meaningful difference over time.

1. Keep your profile complete and up to date: Your social media profile often acts as a first impression. Make sure your name, services, service area, and contact information are easy to find.

2. Focus on consistency, not frequency: Posting occasionally but consistently is more effective than posting frequently and then disappearing. Even one thoughtful post every week or two can help you stay visible without feeling overwhelmed.

3. Use clear, simple language: You don’t need buzzwords or long explanations. Plain, straightforward language builds trust and makes your posts easier to understand.

4. Respond to messages and comments promptly: Social media works best when it supports communication. Responding to messages in a timely, professional manner reinforces reliability and helps turn interest into actual appointments.

5. Pin or highlight important information: If your platform allows it, pin posts or highlight information that answers common questions, such as how to book an appointment or what areas you serve. This saves time for both you and potential clients.

Using AI to save time on social media

One of the biggest reasons notaries avoid social media is the time commitment. Knowing what to post, how to phrase it, or how often to show up can feel like extra work on top of an already full schedule. This is where AI tools can help.

AI doesn’t replace your experience or judgment. Instead, it can handle small tasks that tend to slow people down, making social media easier to manage without requiring extra effort.

For example, AI tools (e.g., ChatGPT, Jasper) can help you:

• Draft short, professional captions based on a simple prompt

• Reword or polish posts so they sound clear and confident

• Generate ideas when you’re not sure what to post

• Turn one idea into multiple post variations

Using AI can be especially helpful if writing doesn’t come naturally or if you want to spend less time thinking about what to say. You’re still in control; you decide what to share and when, but AI helps remove the friction of starting from scratch.

Common social media mistakes notaries should avoid

Social media doesn’t need to be perfect to be effective. Most challenges come from overthinking or placing unnecessary pressure on yourself. By avoiding a few common pitfalls, you can keep your online presence professional, consistent, and manageable.

Trying to do too much at once

Signing up for multiple platforms or committing to an aggressive posting schedule can quickly lead to burnout. It’s better to start small and build habits you can maintain over time.

Posting inconsistently

Long gaps between posts can make it harder for people to know whether you’re active. Even occasional updates, shared consistently, help reinforce reliability.

Over-promoting your services

Social media works best when it’s informative and approachable. Constant promotional posts can feel repetitive. Mixing in educational or helpful content keeps your presence balanced and engaging.

Ignoring messages or comments

Unanswered messages can unintentionally signal unavailability. Responding promptly, even with a brief reply, helps build trust and keeps conversations moving forward.

Comparing yourself to others

It’s easy to feel discouraged when you see other businesses posting more often or using different formats. Remember that your goal is visibility and credibility, not comparison. A professional, consistent presence that reflects your style is more effective than trying to match someone else’s approach.

Building a professional online presence that works for you

A strong social media presence doesn’t have to be complicated or time-consuming. When used thoughtfully, social media is simply a tool to help you stay visible, build credibility, and make it easier for clients to find and contact you.

You don’t need to be on every platform or post constantly to see results. A clear, professional presence, used consistently and in a way that feels manageable, can effectively support your notary business.

Jot™ uses Facebook and Instagram to share information, community highlights, and resources designed to support notaries. If you find yourself posting about your work with Jot, be sure to follow and tag us—we’d love to see it.

Your notary rating matters, not just for your reputation, but for your ability to get consistent work through Jot™. A strong rating shows escrow officers and the Jot team that you're reliable, professional, and prepared. But even experienced notaries can occasionally receive lower ratings due to small, preventable mistakes.

Fortunately, most rating-related issues come down to a few common missteps that are easy to correct once you're aware of them. Whether you're aiming to improve your current score or maintain a 5-star streak, simple habits and attention to detail can make all the difference.

Make sure your stamps and acknowledgments are clear and compliant

Your stamp is more than a formality; it’s one of the most closely reviewed parts of any notarized document. If your stamp or acknowledgment is unclear, misplaced, or illegible, it could cause a document to be rejected by the county or delay funding altogether.

To avoid rating-impacting issues, double-check the placement of your stamp and signature. Make sure they’re:

• Clear and legible.

• Fully within the page margins (at least 1 inch from the edge).

• Free of smudges or fading.

This is especially important when working with documents that will be recorded. Counties are strict about margin space, and even a slightly misplaced stamp can be enough to trigger a rejection.

Tip: Always take a moment to review your stamp placement before scanning or submitting documents. And if your stamp is starting to wear out, replace it before quality becomes a problem. It’s a small investment that protects your rating.

Upload scanbacks on time (and in the right place)

Late or missing scanbacks are one of the most common reasons notary ratings take a hit, especially when they’re required for funding. To avoid this, always upload your scans within four hours of the appointment, or sooner if rush delivery is requested in the order details.

Equally important: when scanbacks are required, make sure they are uploaded directly through the Jot platform, not emailed or sent elsewhere, even if an escrow officer requests it. The Jot rating system calculates performance based on what was completed in the platform.  

This ensures a consistent, trackable record across all orders, which is especially important for rating accuracy. Even if verbal directions differ, the system relies on the original platform instructions to assess performance. If the order requires scanbacks but they aren’t uploaded to the Jot platform, it could affect your score, even if you followed alternate instructions.

Timely scanbacks aren’t just a nice-to-have; they often trigger critical next steps in the transaction process. Escrow officers may be waiting on your scans to release funds, confirm delivery, or prep the file for recording. When scans are delayed or incomplete, it slows everything down for the entire closing team.

A few scanback best practices:

• Check the order to see if scanbacks are required.

• Upload them directly in the Jot platform (not email).

• Ensure scans are clean, straight, and free of lines or dark streaks.

Tip: Keep a portable scanner or scanner app ready to go. Scans that are blurry, crooked, or late can delay processing and negatively impact your rating, even if the rest of the appointment went smoothly.

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Arrive on time, be prepared, and maintain professionalism

First impressions matter. Arriving late, showing up unprepared, or dressing too casually can all impact how signers (and escrow teams) perceive the experience and how you're rated afterward. The first few moments of the appointment often leave a lasting impression.  

Being prompt, polished, and well-prepared signals to the signer that they’re in good hands and sets a positive tone for the entire process.

Make it a priority to:

• Arrive on time or early.

• Dress professionally and be well-groomed.

• Stay calm, courteous, and focused, even when appointments run long.

Showing up prepared also boosts your own confidence. Having reviewed the documents, knowing what to expect, and feeling organized puts you in control of the appointment, which not only helps the signer feel at ease but also helps you navigate unexpected questions or hiccups with professionalism.

Remember, many signers are navigating one of the most significant financial decisions of their lives. Your preparation and demeanor can go a long way toward building trust and keeping the process stress-free.

If a signer has questions you can’t answer, don’t worry. It's okay and expected for you to defer to the escrow officer for clarification. Notaries are there to facilitate the signing, not to explain loan terms or fees. A good rule of thumb is that you can briefly describe what a document is, but not advise on its contents.

Tip: Check out 10 tips to become a successful Jot notary for guidance on building strong habits that signers and escrow teams appreciate.

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Don’t alter documents without approval

Making unauthorized changes to signing documents, even small ones, can lead to serious issues. Crossed-out dates, adjusted signature lines, or handwritten edits can cause a lender to reject the package or delay funding. In some cases, the county may even decline to record the deed.

If you notice an issue with the documents or if something seems off, don’t try to fix it on the fly. Instead:

• Contact the escrow officer to explain the situation.

• Wait for clear approval before making any changes.

• Follow instructions precisely and document any approved changes in your notes.

Even well-meaning edits can create compliance problems and impact your rating if they result in delays or rework.

Tip: Keep a clean copy of the order instructions with you during every signing, and don’t hesitate to pause the appointment to reach out for clarification. It’s always better to wait a few extra minutes than to risk a rejected package.

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Drop documents promptly after scanning

Once you've completed a signing and uploaded your scanbacks (if required), the next priority is dropping off the original documents as soon as possible. Unless the order specifically instructs you to wait, there’s no need to hold for approval after scanning.

Whenever possible:

• Drop the documents the same day as the appointment.

• If it’s too late for same-day cutoff, make sure to drop them first thing the next morning.

• Avoid using third-party couriers unless absolutely necessary; they may delay the drop by several days, which can affect your rating.

For example, suppose documents are held too long and miss a county recording window or funding deadline. In that case, the entire transaction can be delayed, creating frustration for all parties involved and potentially lowering your rating, even if the signing itself went well.

Timely delivery helps ensure that funding stays on track and documents arrive within expected windows; two major factors escrow teams look at when rating performance.

Tip: Plan your drop-off route before each appointment. Knowing your nearest FedEx or UPS location and their cutoff times makes it easier to stay on schedule and avoid delays.

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Pay special attention to out-of-state signings

Out-of-state signings can be tricky, especially when the property is in one state, but the signers are located in another. These situations often come with different document requirements, jurisdictional rules, or signature guidelines that notaries may not be familiar with.

If you’re handling a signing like this (e.g., a Florida property with signers in Pennsylvania), take extra care to:

• Review the documents carefully before the appointment.

• Look for any state-specific notarial instructions.

• Reach out to the escrow officer with questions or concerns in advance.

State-specific requirements might include different acknowledgment wording, witness needs, or even unique document formatting. Familiarizing yourself with these differences ahead of time reduces the chance of errors during the appointment.

Many rating-impacting mistakes on out-of-state files come from confusion around unfamiliar processes, not negligence. Taking time to double-check details up front helps prevent costly errors and sets you apart as a notary who’s attentive and thorough.

Tip: If something seems unusual or unclear, trust your instincts and ask. A quick message or call to the escrow officer can save everyone time and help you maintain a strong rating.

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Keep your rating strong, one signing at a time

Ratings aren’t just numbers; they reflect the consistency, care, and professionalism you bring to every signing. Even small details, such as scan timing, stamp placement, or document delivery, can significantly influence how escrow officers and support teams perceive your work.

By staying aware of these common pitfalls and building habits that prevent them, you’ll protect your rating, earn repeat business, and create smoother experiences for everyone involved.

Every signing is a chance to reinforce your reliability and professionalism, and these habits help ensure you’re always delivering your best work. The more consistently you follow these best practices, the more trust you'll build with Jot, escrow teams, and signers, which can lead to more assignments over time.

Want to dive deeper into how your rating is calculated? Learn more about how ratings work at Jot.

Being a notary means juggling appointments, staying prepared, and showing up professionally, all while making sure things run smoothly for clients and escrow teams. To help you succeed, the Jot™ team pulled together a list of tips and reminders based on real questions from notaries like you.

Whether you’ve completed hundreds of signings or are just getting started, these quick pointers can help you feel more confident, avoid common pitfalls, and keep your schedule running like clockwork.

1. Stay in sync with the escrow officer

If the date, time, or location of a signing needs to change, your first step should always be to leave a message in the Recent Activity section of the Jot platform. This keeps communication centralized and ensures there’s a clear record of the update.

For time-sensitive changes, especially those that could impact documents or funding, it’s best to follow up by phone if you haven’t received a timely response in the platform. You’ll find the escrow officer’s contact information in the “Contact Information” section of the signing details page.

Even a slight timing shift can impact how everything flows behind the scenes. Notifying the escrow officer directly ensures the change is approved and helps avoid delays, missed documents, or last-minute rescheduling.  

For example, suppose a signing is moved up without the escrow officer’s knowledge. In that case, the documents may not be finalized or available in time, which can delay funding or require a second appointment. A quick heads-up keeps everything on track.

If a signer contacts you directly to reschedule, your first step should be to message the escrow officer in the Recent Activity section. If you don’t receive a quick response, follow up by phone or email. And if you’re still unable to reach them, contact the Jot team for assistance. ‍

Tip: Never contact the signer to change appointment details. Always start with the Recent Activity section for order updates. For time-sensitive issues, also follow up with the escrow officer by phone or email to ensure nothing slips through the cracks.

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2. Headed to an office signing? Double-check what’s needed

Office signings can vary, so it’s always a good idea to check in with the escrow officer ahead of time to make sure you’re prepared. They can let you know if you’ll need to print documents, bring anything specific, or follow particular preferences while on-site.

It’s also a great time to confirm whether the office team will handle scans or if you’ll be expected to scan and return the documents yourself. Taking a minute to clarify the details helps avoid surprises and keeps the signing running smoothly.

Confirming the appointment a day in advance shows professionalism and gives you a chance to catch any last-minute changes before they become issues. ‍

Tip: Reach out to the escrow officer a day before the signing to confirm the office location, any special instructions, and whether you need to bring printed documents. It’s a small step that shows professionalism and builds trust.

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3. Use your calendar to avoid missed appointments

With a packed schedule and multiple signings happening in a day, it’s easy for something to slip through the cracks. One of the best ways to stay organized and avoid accidental no-shows is to add every appointment to your calendar as soon as it’s assigned.

Digital calendars (like Google Calendar or Apple Calendar) allow you to set automatic reminders and alerts, so you’re never caught off guard. Many notaries find it helpful to set two alerts: one in the morning as a daily overview, and another about an hour before each signing.

These small habits can make a big difference in helping you stay on time, maintain your reputation, and ensure a smooth experience for everyone involved. ‍

Tip: Try using a color-coded system in your calendar to organize signings, scanbacks, or return drop-offs. It provides a clear visual of your day, helping prevent double-booking and missed follow-ups.

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4. Avoid document delays by following shipping expectations

Shipping documents promptly is one of the most important ways to keep the transaction on track, especially for purchase signings, where there’s no rescission period to buffer delays. That’s why Jot notaries are expected to drop completed documents at a FedEx or UPS location (rather than an outdoor drop box or third-party location) the same day as the signing, whenever possible.

Before every signing, check the final pickup times at your nearest FedEx or UPS location so you can plan accordingly. If your appointment wraps up after the final pickup of the day, the documents should be dropped first thing the following morning. Delays in shipping can trigger funding issues or last-minute stress for everyone involved, so prompt drop-offs are a must.

Clear communication and a quick turnaround help avoid confusion and build trust with escrow officers and clients alike.

‍Tip: Documents should be dropped off as soon as possible. Most Jot orders do not require scanback approval before shipping, unless explicitly stated in the order.

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5. Know when and how you’ll get paid

One of the benefits of working with Jot is that payments are issued weekly via direct deposit, and you don’t need to send an invoice. If a signing is marked complete by Tuesday, payment should be processed that same week. Signings completed on or after Wednesday will be paid the following Friday.

If you don’t see a payment you were expecting, first check to make sure the signing status is showing as “Complete.” Occasionally, delays happen if documents weren’t received as expected. For example, if a package was dropped off in person instead of being shipped via FedEx or UPS, it might take longer for it to be confirmed.

Keeping an eye on your order status ensures your payment stays on track and gives you a chance to follow up quickly if something needs attention.

‍Tip: Missing a payment? First, double-check your bank information in your profile. If everything looks correct, reach out to the Jot team at hello@signwithjot.com for assistance.

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6. Show up confident, kind, and prepared

Being on time, or even a little early, sets the tone for a smooth signing. It shows respect for the signer’s schedule and gives you a buffer to get settled, especially if the location is new to you. A punctual arrival reflects professionalism and helps build trust with both the signer and the escrow team.

For many signers, a notary appointment marks a significant life event, such as buying a home or refinancing. It’s exciting, but it can also be stressful. That’s where your presence as a calm, capable professional makes all the difference.

As a trained notary signing agent, you’ve already got the knowledge and tools to handle the job, but confidence comes from preparation. Before every signing, take a few extra minutes to review the documents, check your supplies, and mentally walk through the process. Showing up ready to go helps you stay grounded and focused.

If a signer is nervous or unsure, your patience and friendliness can go a long way. And if a question comes up during the signing, don’t worry, just use your available resources or reach out through the appropriate channels. You’re not expected to have all the answers, but you are expected to be courteous, prepared, and proactive.  

‍Tip: Review your checklist and prep materials before heading out. For extra guidance, check out how to prepare for a signing and tips for a successful signing from the Jot Help Center.

For more ways to elevate your signings and build trust with clients, explore these top 10 tips to become a successful Jot notary for real-world advice from the Jot team.

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7. Stay on top of notifications

Timely communication is key to staying organized and getting new signing opportunities, and your notification settings play a big role in that. To make sure you don’t miss anything important, double-check that your text and email notifications are turned on in your Jot profile.

It’s also a good idea to add Jot’s automated phone number and email address to your contacts or favorites to prevent them from being marked as spam..

The Jot Help Center is an excellent resource if you ever need to troubleshoot notification issues. Keeping those lines of communication open helps you stay ready, responsive, and available for new opportunities.

‍Tip: Make sure your Jot profile is active and that your notification preferences are up to date. It’s a quick way to stay ready for new assignments and avoid missing important updates.

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8. Use the Jot platform to your advantage

The Jot platform was designed to make your work as a notary more seamless. The more familiar you are with its features, the more confident and efficient you can be. From the Recent Activity messaging feature that keeps communication organized, to automated reminders and helpful prompts, everything is built to support your success.

Take a few minutes to explore the platform and familiarize yourself with the tools available to you. Knowing where to find information quickly (like order details or contact info) can save you time and reduce the chance of missed steps during a signing.

A few platform features notaries find especially helpful:

• Recent Activity log for order communications between you, escrow officers, and the Jot team ‍
• Document previews to confirm order details before printing ‍
• Email and text notifications that alert you instantly when new assignments are available ‍‍

‍Tip: Bookmark the Jot Help Center so it’s easy to access when you need it. It’s a great resource for quick answers, troubleshooting, and platform tips.

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Small steps, big impact

Every signing is a chance to make a great impression, not just with the signer, but with the entire team behind the scenes. When you stay organized, communicate clearly, and use the Jot platform to its full potential, you help create a smoother experience for everyone involved.

These eight tips are based on real questions and feedback from notaries like you. Whether it’s setting calendar reminders, reaching out to escrow officers proactively, or fine-tuning your notification settings, small steps like these can make a big difference in how confident, prepared, and successful you feel. These are the habits that build trust with escrow teams, lead to repeat assignments, and help you stand out as a go-to notary in your area.

‍Ready to grow your notary business with Jot? Learn more about the benefits of working with us at signwithjot.com/partner-benefits.

You’ve probably been hearing a lot about “AI” lately. It can seem like a big, complicated topic, but when it comes to your notary business, artificial Intelligence (AI) is simply another tool that can make your life a little easier. From helping you stay organized to lending a hand with everyday tasks, a few minor tech adjustments can save you time and help you shine even brighter with your clients.

1. Manage your time like a pro

When you're juggling multiple signings, client communications, and travel time, keeping track of everything can feel overwhelming. That's where a little help from AI comes in. Today’s AI-enhanced calendars and productivity apps can act like a personal assistant in your pocket — helping you organize your day, stay on top of deadlines, and avoid missing important appointments.

Digital calendars with smart reminders

Tools like Google Calendar can use AI to suggest events, set reminders, and even estimate travel time to your next signing appointment. One simple way to stay on top of your schedule is to set a daily morning reminder that lists all your appointments for the day. It’s like giving yourself a quick daily briefing. You can also add specific alerts for each signing, like a one-hour heads-up before the appointment. These small steps can help you stay organized and reduce the risk of missing a signing.

Task management made easy

Apps like Trello and Notion help you create simple boards or lists for your to-dos. Trello uses AI to suggest deadlines based on how you set up your tasks, while Notion can automatically organize notes, links, and templates for each signing. These tools are especially helpful if you prefer visual organization, allowing you to see everything you have coming up at a glance.

Stay ahead with smart scheduling

AI scheduling assistants (like Reclaim.ai or even built-in tools in Google Workspace) can help you stay one step ahead by automatically finding the best times for appointments and flagging conflicts. These tools can help by syncing your schedules across platforms and sending real-time alerts if there’s a double-booking or overlap. Before accepting a new assignment, a quick glance at your AI-powered calendar can save you from costly mix-ups and help protect your rating and client relationships.

2. Boost your online presence with ease

Many people turn to the internet to find notaries, and a few thoughtful posts can help you stand out and build trust. If creating content sounds time-consuming or intimidating, don't worry: AI tools are here to make it easier than ever.

Draft posts in minutes

One of the simplest ways to start using AI is to generate ideas or first drafts for your social media posts. Tools like ChatGPT, Jasper, or even Canva’s built-in Magic Write can help you quickly write captions that highlight your services, share helpful tips, or celebrate milestones (such as your 100th signing). Just type in a short prompt, such as "Write a friendly Facebook post reminding clients I’m available for weekend signings," and you'll have a starting point in seconds.

Brainstorm fresh ideas

Not sure what to post about? Let AI lend a hand. You can ask AI tools for content ideas that are timely and engaging. For example, you might request, "Give me 5 social media post ideas for National Notary Public Day," or "Share tips for clients preparing for a real estate signing." This keeps your content fresh without spending hours brainstorming.

Create eye-catching graphics

Platforms like Canva offer AI tools that help design professional-looking graphics with minimal effort. With Canva’s Magic Design feature, you can simply input a few details, and the tool will suggest layouts, fonts, and images. It’s a fast and fun way to create flyers, business cards, or even a simple graphic announcing your availability.

While AI is a wonderful tool for saving time and sparking ideas, it’s important to keep you in the driver’s seat. Personal touches, such as your story, tone, and photos, are what make your brand feel genuine and approachable. Think of AI as your creative helper, but your voice is what clients are really drawn to.

3. Write emails clearly and quickly

Clear communication is key when you’re working with clients, title companies, and signing services. Every email you send is a reflection of your professionalism, and thanks to AI tools, crafting friendly, polished messages doesn’t have to take up your whole day.

Use AI to jumpstart your emails

Platforms like Grammarly, ChatGPT, and Jasper are fantastic for getting a running start on emails. Although Jot manages signing confirmations and communication with escrow teams through the Jot​™ platform, you might send other business communications via email, and ​AI can help you draft messages quickly. You can input a few details, such as the purpose of the email and the tone you want (friendly, professional, or helpful), and the tool will suggest a draft that you can personalize and send.

Grammarly’s free version, for example, checks grammar and spelling in real time, offering suggestions to keep your messages clear and respectful. Jasper and ChatGPT can help by suggesting full sentences or rewording ideas so they sound more polished, which can be especially helpful when you’re juggling multiple communications on a busy day.

Quick dos and don'ts for using AI with email:

• DO use AI to help you draft, brainstorm, or polish messages faster. ‍
• DO add your personal touches so the email sounds like you. ‍
• DON’T copy and paste personal client information (names, addresses, IDs) into AI tools. ‍
• DON’T rely on AI for final drafts — always review your emails for accuracy and tone.

4. Create handy checklists

Having checklists for common tasks can save you hours every week, and AI tools can help you create them quickly, even if you’re not sure where to start.

Design simple checklists

Checklists are lifesavers for busy notaries, and AI can help you design ones that fit your unique routine. You might create checklists for:

• What to pack for mobile signings
• Steps to double-check documents before an appointment
• Client information to confirm ahead of a signing

Apps like Notion or Trello (both offer free versions) can help you create digital checklists you can reuse and update as needed. Or, simply ask an AI tool to help you brainstorm a checklist for your typical appointment and customize it to fit your needs.

5. Use AI as a learning tool

The more comfortable you get with AI, the more you can use it to stay sharp, find new ideas, and strengthen your notary business. Think of AI as a smart, friendly search assistant that’s always ready to help you learn something new.

Ask questions, get quick answers

Instead of digging through multiple websites for answers, you can ask an AI tool like ChatGPT a question directly. For example:

• "What are the best practices for handling a signing appointment in [your state]?"
• "What are good ways to introduce myself to a new client?"
• "How can I organize my day better as a mobile notary?"

AI can summarize information and point you in the right direction faster, giving you more time to focus on what matters: serving your clients.

Get ideas for professional development

You can also use AI to brainstorm ways to build your skills. Try asking:

• "What professional certifications would help a mobile notary grow their business?"
• "What are some easy ways to market a mobile notary service locally?"

By treating AI tools like a brainstorming partner, you can keep growing and finding new opportunities without feeling overwhelmed.

6. Safety first: protect your clients and yourself

AI tools can be incredibly helpful for brainstorming, organizing, and saving time, but when it comes to sensitive information, it's important to protect your clients' privacy (and your own).

Keep private information private

Even though AI tools feel friendly and easy to use, it’s important to treat them like public spaces. Never share client names, addresses, identification numbers, or copies of documents with AI programs. Think of AI as a helpful assistant for general information, not a place for private details.

Double-check before you send

If you use AI to help draft an email, a checklist, or a social media post, always give it a final review. Check for accuracy, make sure no personal information has been included by mistake, and add your personal touch before you hit send.

Your reputation as a trustworthy notary is one of your greatest strengths. Using AI responsibly helps you maintain that trust, grow your client relationships, and continue delivering top-quality service.

Small changes, big impact

Adopting new tools like AI doesn’t have to be overwhelming, and you don’t have to change everything at once. Even small steps, like setting up automatic calendar reminders or drafting a checklist with the help of AI, can make your daily work easier, faster, and less stressful.

As a notary, you already bring professionalism, attention to detail, and client care to every appointment. Using AI thoughtfully just gives you a little extra support, freeing up more time to focus on what you do best: delivering a great signing experience.

By learning, experimenting, and staying curious, you're setting yourself (and your business) up for even greater success in the years ahead.  

Ready to grow your business even more?
Learn about the benefits of working with Jot and take your notary career to the next level.

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As a Jot notary, you play a vital role in ensuring smooth and accurate signings. Whether you're new to the field or a seasoned professional, these ten tips will help you prepare for, navigate, and finalize your appointments successfully.

Preparing for the Appointment

1. Review special instructions: Always take a moment to thoroughly review the special instructions for each appointment.
2. Confirm the signing appointment: Confirm the appointment with the signers unless the special instructions or Jot message specifies that the escrow officer has already done so. If you cannot confirm the closing appointment with the signers, you should still plan to arrive by the scheduled appointment time.
3. Avoid last-minute cancellations: We understand that things happen, but try to avoid canceling appointments at the last minute. If you need to cancel, please forfeit the signing in the Jot™ platform as soon as possible so that we can assign it to another notary.

At the Appointment

4. Be punctual: Plan for traffic and other potential delays. If you are running late, please let the signers and escrow officer know before the appointment time.
5. Communicate proactively: Use the Jot messaging feature to communicate directly with the escrow officer and Jot Support. Check for new messages regularly, as escrow officers may provide updates and additional instructions after you have accepted the assignment.
6. Follow document protocols: Do not edit documents or cross anything out unless you have permission from the escrow officer.
7. Collect required items: Be prepared to collect any and all items from signers, including original documents and closing funds, if applicable. If you need clarification, contact the escrow officer before you leave the signing appointment.

After the Appointment

8. Double-check documents: Ensure all documents are completed fully and accurately before scanning and dropping them off.
9. Handle scanbacks promptly: If a signing requests a scanback, scan and upload it directly to the order and drop off the documents as soon as possible. There's no need to wait for approval to scan and drop documents unless you've been instructed to do so.
10. Timely document drop-off: Drop off document packages on the same day if the signing is completed before the FedEx/UPS cutoff time. For signings completed after the cutoff time, drop them off first thing in the morning.

Pro tip: Check the FedEx/UPS cutoff time for drop-offs at your preferred drop-off location.

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By following these tips, you'll enhance your efficiency and reliability as a Jot notary and help ensure successful signings and happy clients. Jot is here to support you with the tools and resources needed to excel during your signing appointments.

Learn more about the benefits of working with Jot.

As the real estate industry prepares for an anticipated increase in market activity, notaries are preparing for a higher volume of notary assignments. To ensure they’re ready for market shifts, notaries should follow these dos and don’ts to complete successful signing appointments.

As a notary, you're more than a signature witness; you're an official of the court, impartially validating legal document signings. Dive into mastering your rating and role as a notary with this detailed guide on dos and don’ts for notary assignments.

The Do's of Notary Assignments

1. Master your Documents

Before any assignment, familiarizing yourself with the documents you'll notarize is paramount. The first 'do' is to understand each document's purpose, content, and prerequisites.

Ensure all documents are completed before your stamp hits the paper. Incomplete documents can invalidate the entire notarization process. Verify that all necessary parties have signed, all required notarial acts are notarized, and any critical fields are filled in correctly.

2. Punctuality and Communication

Signers depend on you to be punctual on their signing day. Managing your time effectively and showing up when promised ensures a positive experience for everyone involved.

Confirm appointments and be clear about expectations and processes. You’ll want to confirm the appointment with the signer right away to maintain an excellent rating with your signing service. Verifying times and materials through calls or emails can save both you and the signers valuable time and prevent frustration.

3. Flexibility with Delays

Expect the unexpected. Build in a buffer for unexpected delays. Traffic and last-minute document changes are all part of the job, so prepare for it and strive to be resilient. Adapting to the unexpected is a valuable skill.

4. Stay Educated

Lifelong learners excel and it’s important to stay up to date with any changes in your state’s notary laws. We’d recommend attending renewal and continuing education classes to stay current with changes that affect your notary duties so you can continue to refine your notarization techniques. Each assignment offers a chance to practice your craft, so try to take advantage and refine your habits during each signing to ensure consistent quality service.

This can be a great way to stay sharp in slower market times when there are fewer signing appointments available.

The Don'ts of Notary Assignments

1. Don’t Skip the Notary Journal

Neglecting your notary journal is a shortcut that leads to long-term risk. Journals provide a historic log of your notarial acts, just in case that history needs to be dissected for legal purposes.

Detail-oriented entries with the date, time, signers’ names, document types, and unique IDs should all be documented, every time. You won’t regret recording more information; you may regret not recording enough.

2. Don’t give legal advice

Notaries should not answer questions about loan documents because it can be seen as giving legal advice, which is not within their scope of practice. This includes explaining terms or clauses in the document, such as fees, interest rates, or penalties.

As a notary, you are acting as a neutral third-party witness to the signing of documents. Your role is solely to ensure that all parties involved are properly identified and that the document's clauses are understood and agreed upon.

Resist the temptation to offer legal advice or explanations about the contents of the documents. Even if you think a signer might benefit from a deeper explanation, it could lead to overreach and potential legal issues.

For example, if a signer asks what a fee covers, you should remind them that you are there to notarize their documents and direct them to discuss any outstanding questions with their real estate professional.

Another common question that notaries may encounter is whether a document is legal or valid. It is important to remember that notaries are not trained or authorized to make these judgments. If a signer has concerns about the legality of their document, they should seek guidance from an attorney.

It can be challenging to know where to draw the line when it comes to offering information and sticking to your role as a notary. The key is always to prioritize staying within your designated responsibilities and refer any legal questions back to the appropriate professionals.

One way to avoid confusion or misunderstandings is to clearly explain your role and limitations at the beginning of each signing. This can help set expectations for both you and the signer, ensuring a smooth and professional process.

3. Outdated Practices

Becoming out of touch with the current notarial rules and technologies can be a disservice to your clients and yourself. Modern notaries utilize technological tools for timesaving, enhanced accuracy, and convenience.

Whether it’s digital notarizations, encrypted documents, or email scanning services; the technology world has embraced notarial duties. Staying on top of these trends and tools can help you maintain a competitive edge in the industry.

Notary services are continually evolving services in high demand.  In a constantly changing market, looking into additional services and specializations can help you expand your offerings and reach new clients.

4. Don’t Let Your Credentials Expire

Not getting your credentials on time or missing expiration dates can have legal and professional consequences. For signing services like Jot, your profile may become inactive if your credentials are not up to date and you will be ineligible for new signing offers.

We recommend setting a calendar reminder for when you need to reapply or renew your notary commission license, errors and omissions insurance, and notary signing agent exam.

Keep a notarized copy of your credentials accessible. In case a client questions your status, having this on hand will reinforce their confidence in your service.

By being disciplined, vigilant, and continually educated, you can solidify your reputation as a professional in demand. By avoiding shortcuts, legal overreach, and complacency, you will protect your notarial commission and the integrity of the notarial process. Remember, as a notary, your signature is your bond—make it count.

Learn more about getting started as a Jot Notary.

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Are you looking to stand out as a notary signing agent and build a stellar reputation? Scoring that ever-coveted 5-star signing is what every successful notary aims for. As a notary signing agent, having the right attitude, preparation, and knowledge of how to handle every step of the process accurately can make all the difference in delivering an exceptional signing experience. Here are our top five tips for scoring that five-star signing so you can take your success as a notary signing agent to the next level!

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1. Be prepared

Being well-prepared is crucial. Make sure to have a full tank of gas and all the necessary materials for signings, such as professional seals, notary stamps, journals, pens, business cards, and a high-quality printer and scanner. These tools will enable you to print and scan documents on the go, ensuring you're fully equipped to handle scanback requests.

While having the right materials is part of being prepared, it is equally important to dress for success! Show up in attire that is suitable for the occasion to leave a positive and professional impression on your signers.

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2. Be diligent

Do your best to double-check your work in order to avoid any errors. Mistakes such as missed signatures, missing pages, or a missed stamp could result in a less-than-stellar rating. 

Be sure to review the documents thoroughly and make sure that all documents are filled out correctly with accurate information. It’s also important to take your time while signing so that there aren’t any rushed signatures!

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3. Complete your notary signing agent tasks on time

The Jot™ platform will provide you with all the expected deadlines for tasks. You’ll want to check your signings and make sure each step is completed on or before the deadline.

For example, you’ll want to return your scanbacks within four hours of the appointment start time. Timeliness will help to keep each transaction on track and will help you reach your ideal 5-star rating! 

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4. Stay positive

Maintaining a positive attitude can truly make a difference. As professionals who often work independently, having a positive mindset can help navigate the challenges that come with being on the go.

You will likely encounter individuals from diverse backgrounds and lifestyles. Regardless of any differences, your goal is to create an environment where your signers feel at ease throughout their interaction with you.

 A positive attitude not only elevates one's own well-being but also creates a ripple effect, positively impacting those around you. It allows you to approach each signing appointment with enthusiasm, provide excellent customer service, and build strong client relationships. 

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5. Communicate proactively

Clear and concise communication skills enable a notary signing agent to establish trust and understanding with signers, ensuring that the loan signing process proceeds smoothly and efficiently. Whether it's maintaining proactive communication with escrow officers or signers, a skilled loan signing agent knows that effective communication is a crucial element of their profession.

The Jot™ platform provides a seamless solution for managing signing statuses by allowing you to effortlessly track and mark off each task. Once the appointment is confirmed, ensure that you mark off each step in Jot to indicate the readiness of all parties involved.

By following these five tips for scoring 5-star signings, you can elevate your reputation as a notary signing agent and excel in your field. Having the right attitude, preparation, and attention to detail will ensure that you deliver an exceptional signing experience, setting you apart from the rest. Don't settle for anything less than excellence in your journey toward building a stellar notary career!

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Learn more about what goes into ratings at Jot here.

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As a notary signing agent, ensuring that you provide high-touch service is crucial for both your clients and your reputation within the industry. However, even the most experienced notary signing agents can make mistakes from time to time. In this blog post, we'll share valuable tips on how to avoid some of the most common notary signing agent errors, to help ensure your signings run smoothly and professionally.

Common signing errors

With many rules to follow, it's no wonder that mistakes can happen from time to time. While these common notary errors might seem small, they can cause inconveniences for all parties involved in the transaction. So whether you're an experienced notary professional or just starting your journey, it's smart to stay on top of these potential errors and learn how to avoid them.

One frequent mistake is neglecting to verify the signer's identity thoroughly, leading to potential fraud or misrepresentation. Another potential error is failing to maintain an organized and accurate notary journal, which can create difficulties in tracking and validating past transactions. 

Additionally, some notaries might need to pay more attention to essential details in the document, such as missing signatures or incomplete fields, which can nullify the document's legality. 

Misunderstanding state-specific notary signing agent laws or improperly affixing the notary seal are other common oversights that may result in severe consequences. It is crucial for the notary signing agent to be diligent and well-informed to avoid these pitfalls and ensure the integrity of the documents they handle.

What happens if a notary makes a mistake?

If a notary makes a mistake, it may make the document invalid, causing delays or even legal disputes. In some cases, the notary may be held liable for any damages arising from their negligence. Therefore, it is of utmost importance for a notary signing agent to exercise diligence and double-check their work to avoid any potential errors that may jeopardize the integrity of the documents they are entrusted with.

Avoiding notary signing agent mistakes

By following ten easy and practical tips, notaries can significantly reduce errors and provide highly professional, accurate services during signing appointments. 

10 tips for a smooth signing

1. Thorough preparation: Review the documents and requirements ahead of time to ensure you have a clear understanding of what is needed for each signing appointment.
   
   
2. Verify identification: Always double-check the signer's identification, making sure it is valid and matches the name on the documents being signed.
   
   
3. Use checklists: Create a checklist for each type of notarization you perform, and refer to it during the signing appointment to ensure you don't miss any steps.
   
   
4. Take your time: Don't rush through the process. Take your time to read through each document and ensure all necessary fields are filled out correctly.
   
   
5. Stay organized: Keep all documents and materials in a neat, orderly fashion to avoid misplacing or overlooking essential items.
   
   
6. Know your state's laws: Stay up-to-date with your state's notary laws and regulations to ensure you're compliant with all requirements.
   
   
7. Ask questions: If you need clarification on something, feel free to ask the signer or seek guidance from a reputable source, such as your notary association or mentor.
   
   
8. Maintain proper records: Keep a detailed and accurate notary journal for every notarial act performed, including the date, time, type of notarization, and other required information.
   
   
9. Stay within your scope: Only perform notarial acts that you're authorized and qualified to do. If you're unsure if you can perform a specific notarization, consult your state's guidelines or seek legal advice.
   
   
10. Continuing education: Regularly participate in notary training courses and workshops to stay current on best practices and industry updates.

By adopting such practices, notaries can instill trust, confidence and build their reputation as distinguished and reliable professionals in the industry. 

Jot helps notaries complete successful signings by giving them the platform they need to grow their earnings and deliver high-touch service with ease. As part of Jot's commitment to keeping notaries up-to-date, we offer quarterly webinars featuring industry insights. Learn more about the benefits of working with Jot.

Recent fluctuations in the real estate market can make it harder for loan signing agents to secure signings. However, it’s important to focus on the upkeep of your skills even in an ever-changing market. 

In order to be successful in the notary business, you need to understand how the market has been impacted and what today’s signers are looking for. Keeping up with industry best practices and trends, having the right tools and equipment, learning various transaction types, and becoming familiar with the notary community are some of the key steps you can take to be a successful loan signing agent in today’s market.

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Stay up-to-date on industry changes

The loan industry is constantly changing, so it’s important that you stay informed on all the latest updates. This way, you can be sure that you’re always providing your clients with the most accurate information possible. There are plenty of ways to stay informed including tutorials, and following relevant blogs and social media accounts.

Furthermore, state laws can change from time to time. Visit reputable notary sites, and subscribe to industry publications to stay on top of updated notarization guidelines.

During periods of slow business or when you have time, you can even take some refresher notary training to keep your skills sharp. 

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Explore professional development opportunities

If you want to be the best of the best in any industry, you should become a lifelong learner of your trade. The notary industry is no exception, and luckily, there are many free resources available for loan signing agents. 

The National Notary Association (NNA) offers notary-specific training courses, handbooks, and on-demand workshops for loan signing agents looking to continue their professional development journey.

Jot will also be offering webinars and hosting a quarterly speaker series to help those in the Jot notary community connect with one another and stay abreast of the latest industry trends. To learn more about joining the Jot network, visit https://www.signwithjot.com/sign-up. 

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Join a notary community

Look for opportunities to be involved in the notary community. Although the job of a notary has historically been an independent one, there are events and networking groups that exist to connect loan signing agents and empower them to learn about the latest industry changes and regulations, while providing tips and advice from more experienced loan signing agents.

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Invest in the right loan signing agent supplies

Having the right technology can make or break your business. You’ll want to have items like a professional seal, notary stamps, journals, pens, business cards, and a quality printer and scanner so you can print and scan documents on the go, so you’re prepared for scan-back requests.

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Become familiar with various transaction types

One way to stand out from other loan signing agents in your area is to offer additional services beyond just document review and signings. For example, you could offer mobile notary services or even notarize virtual signings, if available in your state, for clients who are unable to meet in person. By offering additional services, you’ll be able to attract more clients and grow your business even further.

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Consider remote online notarization

Remote online notarization (RON), if allowed by your state, is another certification you can obtain to keep your skills up to date. Many signers will opt for a remote notarization, if able. By obtaining the license to notarize remotely, you open yourself to a wider array of potential clients. 

Be sure to check with your state to see if you’re eligible for RON, as each state has its own rules and requirements.

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Stay positive

Despite the market condition, it’s imperative to stay positive. While you can’t control the real estate landscape, you can control the way you respond. Loan signing agents that provide quality services, including being punctual, professional, and efficient, are likely to be more successful than those who don’t. It is also important to double-check all documents for errors before sending them back to the client.

Having a positive attitude and a strong work ethic will help you build trust with your signers and entice them to work with you when they need notarizations. Building a reputation as a quality notary will serve you well in any market change because you can rely on past referrals from clients.

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Adapting to the market

The loan signing agent business has changed a lot in recent years, but it still offers a great opportunity for those who are willing to adapt.

Staying up to date with industry best practices and trends, having the right tools and technology for the job, learning about various transaction types, and building relationships with notaries in your community are all key components to success.

If you’re ready to join a platform specifically created to help loan signing agents succeed, joining the Jot notary network is an excellent starting place. You’ll receive access to necessary resources and training materials that will give you the knowledge and skills you need to succeed. Join today and become one step closer to unlocking an exciting career path as a loan signing agent!