The Best Notary Tools for Notary Signing Agents

Notary signing agents are essential professionals who facilitate the legal process of document notarization. They must be knowledgeable and well-equipped with the right tools to safely and securely complete a notarization. To ensure you have all the necessary tools to do your job right, we’ve put together a complete list of the best notary supplies for notary signing agents so that they can stay organized and run their small businesses.

Notary Stamp / Notary Seal

Notaries must put their stamp or seal on documents, so a quality notary stamp or embosser is essential. You’ll want one that’s durable, easy to use, and imprints your credentials onto the document. A backup seal would also be great if your state allows you to have one. If your stamp breaks or wears out and you don’t have a backup seal, you will have to wait to get a new seal. It might take some time, so your notary public business might be delayed as you wait for a new one.

Also, bring a bottle of stamp ink because you might need to refill the ink for your seal on the go.

ExcelMark Self Inking Notary Stamp – All 50 States
  • This notary stamp will be customized to meet your specified state’s requirements – image may not necessarily show your state’s design.
Sale
Self Inking Stamp Refill Ink – 2 oz. – Black Ink
  • BLACK REFILL INK – for use in ink pads and self inking stamps, including ExcelMark, Trodat, 2000 Plus, and Shiny.
ExcelMark Premium Self-Inking Stamp Refill Ink – 1 oz. (Black)
  • BLACK REFILL INK – for use in ink pads and self inking stamps, including ExcelMark, Trodat, 2000 Plus,

Last update on 2024-02-18 / Affiliate links / Images from Amazon Product Advertising API

Notary Journal

Keeping an accurate and secure record of each notarial act is essential for any notary signing agent, so having a good-quality journal is vital. Look for tamper-proof ones have lots of pages, and are durable enough to survive long-term use. Also, bring a backup journal in case your journal gets packed in the middle of a loan signing. Some notaries prefer a hard-cover journal to serve as a mini table, like a clipboard, in situations where the signer might not be able to sit at a table (e.g., in a hospital bed). However, we don’t recommend using the journal for this purpose because of all the private information it contains.

Last update on 2024-02-18 / Affiliate links / Images from Amazon Product Advertising API

Loose Acknowledgment and Jurat Certificates

It is a good idea to have a supply of these forms. We recommend checking with your state’s notary website to see if they have downloadable pdf files and then printing a stack of them. You can also order pre-printed certificates from a reputable notary supply vendor.

These are useful in loan signings where the signers are in different locations signing at different times. You’ll have to use these forms if you’re conducting a loan signing for the second or later signer. They are also used for correcting errors if the lender lets you know that a mistake was made on the original notarial act.

Blue and Black Pens

You need to have several quality pens available when performing notarizations, so having a supply of quality blue and black pens is essential. Most title companies require blue ink for signatures, but you might run into one that wants black, so it’s essential to have both so that you’re ready to perform loan signings.

Some signing agents like to give their clients a better signing experience by using higher-quality pens such as the TUL medium point gel pen or the Pilot G2 gel pen, but standard Bic pens are acceptable.

You may want custom pens made with your name and phone number. This will help people remember you and also help you advertise your business. If the borrower needs more notarizations, they may request that you return to their home.

Whichever pens you use, you must have a lot of them. They might stop working, or you might accidentally leave them at a signing. You’ll have to have enough on hand to complete all of the signings you have planned for the day, and you can’t assume that your clients will have them, especially if you are meeting in a coffee shop or the signers are in the middle of moving and have everything packed up.

Sale
Pilot G2 Bold, Premium Gel Pens, Bulk Pack Of 10 Pilot G2 Pens, 5 Black G-2 & 5 Blue Ink, 1.0mm Medium Point, Retractable Rolling Ball, Office & School Pens for Women & Men.
  • PILOT PENS BLACK & BLUE PENS G2 – The smooth writing pens, long-lasting Black and Blue Pilot G2 pens 1.0 mm features a comfortable rubber grip, makes it great for journaling & professional Office use.
Sale
TUL Gel Pens, Retractable, Medium Point, 0.7 mm, Gray Barrel, Black Ink, Pack Of 12
  • Jot down notes or work on creative pieces with these retractable TUL gel pens. The smooth ink flow and resistance to smearing and fading helps ensure each line can be read.
Sale
TUL Gel Pens, Retractable, Medium Point, 0.7 mm, Gray Barrel, Blue Ink, Pack Of 12
  • Jot down notes or work on creative pieces with these retractable TUL gel pens. The smooth ink flow and resistance to smearing and fading helps ensure each line can be read.
Sale
BIC PENS Large Bulk Pack of 240 Ink Pens, Bic Round Stic Xtra Life Ballpoint , Medium point 1.0 mm, 120 Black & 120 Blue Pens in Box Combo Pack
  • Black and blue color ink pen included in set, 240 count 120 black pens and 120 blue 1mm pens, save and buy a wholesale lot of pens.

Last update on 2024-02-18 / Affiliate links / Images from Amazon Product Advertising API

The Notary Bag

Some notaries prefer to carry a briefcase, while others use messenger or other folio-type bags. Just be sure it locks, or you have another way to follow your state’s rules about protecting your seal and journal. It also needs to be large enough to carry your supplies, at least a few sets of loan documents (two copies of each), and can hold legal-size paper. It’s even better if it has many pockets or dividers to organize all items listed on this page.

Make sure you purchase something that looks professional, keeps your documents safe, and lasts. Some leather briefcases last only a year, while aluminum briefcases can last three years or longer. Your clients will see your bag and know your bag is holding their important documents, so it should be kept clean and nice.

And if you’re worried about weight, remember that in most cases, you’re only walking from the curb to the front door of the signer, so the weight of something more durable shouldn’t be too much of an issue for most people. Some bags come on wheels or have shoulder straps. You can also use a luggage cart if your briefcase is too heavy.

Sale
Fireproof Document Bag with Lock, ZOOPIP 14.3″x10.2″ Fireproof and Waterproof Money Bag with Zipper Closure, Storage Pouch for A4 Letter Size Document, Cash, Cell Phone, Tablet, Credit Card,Passport
  • [Fireproof&Waterproof] ZOOPIP Fireproof Document Bag with Lock is made of anti-static double layered non-itchy silicone coated fiberglass, which can withstand temperatures up to 2000°F. Money bag with zipper closure has been passed by SGS TEST:UL94 VTM-0 Certified. At the same time, the glass fiber has excellent waterproof performance. In most cases, our storage pouch can withstand the impact of water.

Last update on 2024-02-18 / Affiliate links / Images from Amazon Product Advertising API

Tools to Ensure a Properly Executed Notary Transaction

Some states require additional tools to perform notarial acts. They might also require thumbprints for specific documents. In that case, you’ll need to have an Inkless thumb printer.

Other states have precise requirements for the notarial wording in the certificate. For example, all jurats performed in California must include a disclaimer statement no matter what state the document is intended for.

So, it’s handy if the notary public carries a stamp containing the required disclaimer. In addition, stamps for the entire notarial certificates that include the required disclaimer are also recommended. That way, you won’t have to attach a loose certificate if there is an issue with the certificate on the document, and there is room to stamp another. You also won’t have to staple a loose certificate to the paperwork, which is something lenders do not prefer.

Last update on 2024-02-18 / Affiliate links / Images from Amazon Product Advertising API

Business Cards

A business card can still be a valuable way to market yourself professionally. Business cards are essential advertising tools. They help people remember you. Always have a business card on hand to give to people.

Always include your business card when you return loan documents. When you start working with a company, it is a good idea to return more than one business card. This way, if you did a great job, other agents in the office will have your information. Place your cards on the top of the loan paperwork (in the binder clip above the check) when you return them, so they are the first thing people see.

You should use professional business cards to give people the impression that you provide quality services. Don’t make a business card from your home computer.

We’ve partnered with PsPrint for all of your business card and other printing needs.

The Best Printers for a Loan Signing Agent

When picking a printer for loan documents, remember that you’ll need to print many pages. Most notary signing agents prefer using a Brother or Hewlett-Packard laser printer. You’ll want one with two trays (called “dual tray”) to print legal- and letter-sized documents in the same print job because some loan packages will require this.

The “dual tray” feature means the printer has two drawers – one for letter-sized paper and one for legal-sized paper. This lets the printer print both paper sizes while keeping the original document in order. Unfortunately, the documents don’t usually come in only one size of paper or with different sizes of paper separated into different files. And every company seems to have its way of organizing its documents, so you’ll always be in for a surprise.

Inkjet printers aren’t ideal because they print slowly, the ink costs more money, and the county clerk can’t record some documents if they’re printed on inkjet paper.

Brother Monochrome Laser Printer, HL-L5200DWT, Duplex Printing, Wireless Networking, Dual Paper Trays, Mobile Printing, Amazon Dash Replenishment Ready
  • FAST, HIGH-QUALITY PRINTING: The HLL5200DWT monochrome laser printer delivers a fast print speed of up to 42ppm and sharp resolution
Sale
HP LaserJet Pro M402n,Monochrome Laser Printer with Built-in Ethernet, Amazon Dash replenishment ready (C5F93A)
  • Fast printing. Strong protection. Grab pages and go-without waiting around. This printer wakes up and prints faster than the competition.
Sale
HP Laserjet Pro M402n Monochrome Printer, (C5F93A) (Renewed)
  • This listing if for the Printer and Power cord only, Toner is not included.
HP LaserJet 1320tn Monochrome Network Printer with Extra Input Tray (Renewed)
  • This Certified Refurbished product is tested and certified to look and work like new. The refurbishing process includes functionality testing, basic cleaning, inspection, and repackaging. The product ships with all relevant accessories, a minimum 90-day warranty, and may arrive in a generic box. Only select sellers who maintain a high performance bar may offer Certified Refurbished products on Amazon.com

Last update on 2024-02-18 / Affiliate links / Images from Amazon Product Advertising API

The Best Scanners for a Loan Signing Agent

Title companies and other closing companies require loan signing agents to provide scan backs of documents. So, you’ll need a scanner.

Epson Workforce ES-500W II Wireless Color Duplex Desktop Document Scanner for PC and Mac, with Auto Document Feeder (ADF) and Scan from Smartphone or Tablet
  • Easy wireless scanning — scan to smartphones, tablets, computers and online cloud storage accounts (1) from your desktop, smartphone or tablet using the Epson Smart Panel mobile app (3)
Sale
ScanSnap iX1600 Wireless or USB High-Speed Cloud Enabled Document, Photo & Receipt Scanner with Large Touchscreen and Auto Document Feeder for Mac or PC, White
  • Optimized user experience: ScanSnap iX1600 features an intuitive 4.3inch touch screen for complete end to end scanning and data utilization
Brother ADS-3300W Wireless, High-Speed Desktop Scanner | 2.8-inch Touchscreen | Scans Up to 40ppm1
  • IDEAL FOR SMALL OFFICE, HOME OFFICE AND WORK FROM HOME USERS – A compact, easy to use, complete organization solution.

Last update on 2024-02-18 / Affiliate links / Images from Amazon Product Advertising API

Errors and Omissions Insurance

Finally, having the right errors and omissions insurance (E&O) is essential for any notary signing agent. E&O policies help protect you from risks associated with your work, so it’s crucial to ensure that you maintain the appropriate coverage.

With the right tools, you’ll be able to complete notarizations quickly and accurately. Make sure you have these items on hand before starting your next job as a notary signing agent! Good luck!

Want 10% off the Notary Signing Agent Academy?
Blog Post Opt-in

Related Articles

>

Before You Go

Get 10% off the Notary Signing Agent Academy