How Mobile Notary Teams work with A Nationwide Notary Service

As a mobile notary providing I-9 certification for remote hires to companies, loan signing services to Signing services and Title Companies, and individual notarizations to the general public, you may find in necessary, prudent and profitable to partner up with another Notary Public to increase your capacity for accepting assignments.

In this article we will review the do’s and don’ts of your team working with a Nationwide Notary service.

Do let the company know when they are asking you to perform a mobile Notary service that you will be having your partner complete the job.  This is because many times the signing service will need a record of the actual notary that will be performing the services.  This information maybe passed along to the borrow as well, and an expectation that you will be showing up.  It can be very unpleasant for the borrow to expect you only to have your partner show up.

Do not assume that the company seeking your services understands that you will be passing the job off to someone else.

Do make sure that the company authorizes you to have a partner perform the services.  Many companies have contracts and requirements that your partner may or may not meet.  If you are looking to build a long term relationship its paramount that you are upfront, seek permission and allow the company to approve your partner as an authorized vendor.

Do not assume that just because you are an authorized vendor of the signing service means you can have anyone process the assignment or have access to the documents.  Many companies are very concerned about the privacy of the documents and may contain very privet information that must be protected.

Do keep a record of who completed the assignment.  Whether it’s you or your partner, from time to time it maybe necessary to fix a mistake.  Being able to go back and determine who completed the assignment is crucial to fixing errors in a timely and efficient manner.

Do check with the Notary service to and see if they have a policy when working with Notary teams.  Many will be more then happy to work with you if you are upfront about it.  On the other hand other companies may have a strict policy against such practices and may be a reason that you no longer get called for assignments.

Do you work in with a partner?  If so how do you work with Nationwide Notary services?

6 Notary Rules for Completing an I-9 Form

A s Notary Public whether in house or mobile from time to time you may be asked to complete an I-9 Form for a remote hire employee.

If you never have completed one before than it can be rather intimidating.  Most folks will come in for a vista or give you a call and ask that you notarize an I-9.  Taking a close look at the form you can plainly see that the from does not contain any notarial language.  This is because it is no a Notarial act, and does not require a notarization.

The reason you are being asked to notarize the document is that most folks out side of Notary Public’s do not really understand the roll and duties of a Notary.  The employer tell the employee to find a Notary and get the I9 notarized.  This confusion leads to the Notaries being confused about what can and can not be done with regards to the I-9 From.

It really is quite a simple process if you understand what the form is for, how to fill it out and where to draw the line between acting as on authorized agent and working as a Notary Public.

An I-9 Form is required to be completed each time a US company hires an employee for a job based in the US.   Many companies hire employees remotely, also know as remote hires.

When a company has a remote hire that needs to have an I9 completed they have 2 options.  One is that the employer and employee must meet in person.  This is not always a cost effective option.  The second is to have the employer designate an agent to complete the I-9 Form on their behalf.  This is where the use of a Notary comes in.  Once you are designated as the agent you can assist the employee in completing the I-9.

When completing the I-9 your primary responsibility is in completing section 2.  In this section the agent will be entering information from the ID(s) provided to the employee.  It can be a bit tricky at first and there are a few rules you need to know in order to complete the form correctly.

Rule one, if there is an error in section 2 the liability is with the employer not on the Notary/authorized agent.

Rule two, never put your stamp on the I9.  This is not a Notarial act, and in almost all states Notaries are prohibited from using their stamp for non notarial acts.

Rule three,  always use valid ID when completing the I9.  Never use copies of have the employee fax you copies of the ID.  This practice is more common than most employers want to admit to.

Rule four,  only use one List A document or use 1 List B document and 1 List C document when completing the I9 Form.  If you have any questions about what type of ID is or is not acceptable review the list of acceptable documents available with the I9 From.

Rule five,  you do need to sign, date, enter your title and print your name as requested in section 2 of the I9.

Rule six, never sign and notarize a letter stating that you have reviewed documents for XYZ employee.  While it is necessary for you to sign a Remote Hire Agency form you should never be notarizing your own signature.

There are several Nationwide Notary services like N3 Notary that specialize in I-9 Form for remote hires, and provide training and guidance for completing I-9’s correctly.

Once you get a few of these under your belt you will be head and shoulders above those Mobile Notary services that still think it’s illegal.


Nationwide Notary Services and the Angry Mobile Notary

As a Nationwide service we have worked with tens of thousands of Mobile Notaries.  Some of whom are awesome beyond belief, and truly become trusted partners with the Signing Service.  The really bad ones will leave a lasting impression, give the team a good laugh and put them straight on their do not call list.

It tends to be the angry ones that hit the notary forms and vent for all to hear.  Their one sided account of situations can be comical, and at the same time damaging not just to the Notary service but to other Notaries that rely on Notary Forms as a way to run a credit check of sorts.  These posts can make it harder for other Mobile Notaries to trust signings services, because it is almost all bad most of the time.

From slow pay to low pay, to no pay too ideal threats to report the signing service to every regulatory body in America and the Better Business bureau too. Perhaps it is the Mobile Notary that created the situation that lead to a slow pay or no pay.

As a newbie Mobile Notary Business there is so much information to process, so many no-no list to read, and so many angry notaries to avoid if you want to have a successful run.  To see through it all and confidently say yes to a signing service while other are saying no, try the following.

Always say yes when you are called for an appointment.

Have a limit to how much business in dollars you are willing to perform with out being paid.

Have a system in place that addresses non payment issues that still maintains the relationship.

Never ever take it personally when you are not paid.  If you can not then turn your non payments over to an employee to do it for you.

Understand your roll and the roll of the Signing Service.

Do not leave your decision on working with a company with the Notary boards.

If you need to be paid 100% of the time, than go get a job, being a business owner is not for you.

Do not use the Notary Boards as a way of checking the credibility of the Notary Service.

For the most part Notary Forms are a great place to socialize, ask questions and tell a funny story from time to time.  Be aware that others use them as a way to damage the repudiation of Nationwide Mobile Notary Service providers or other Notary Publics.

How to find a Notary for an I-9 Form

You thought this would be easy.  You have a new job, hired to work remotely, and you are excited.  Your new employer has emailed you the on boarding documents that included an I-9 Form and maybe… hopefully some instructions on how to get the I9 completed.  They have told you to locate a notary to get the form completed, maybe even notarized.

If you are unsure why you need to compete an  Form I-9 click here  for more information.

What they did not tell you is that this is not easy, in fact, it can be down right frustrating.

First thing you should understand is that you are not alone, this is not personal.  There are challenges that employees and employers face when locating a notary that is willing and able to complete an I-9 with a remote hire.

Most Notary Public’s have never completed an I9 before.  So it seems normal that they would feel uncomfortable with the process.  Add that feeling of discomfort to rule number one for Notaries; if you do not feel comfortable with Notarizing the documents, then don’t, and they wont.

So you say something along the lines of “but the document does not need to be notarized,” leading the Notary to question why you would be asking for them to assist you in the first place.  Which leads them back to rule one and you’re still searching, counting the phone calls and miles driven.

But your in luck because you found this article, and we can not only help you to find a Notary, but also provide you with a few tips to make the process easy and compliant.

Quick tip number one. 

If you are going to walk in and visit with a Notary, say at your local mail box store, call ahead of time and make sure the Notary will be working on the day and time you are planning on coming in.  Go the extra mile and ask to speak with them if they happen to be in when you call.  Ask them if they would be willing to assist you with completing an I-9 Form, follow up the question and ask if they have any experience with completing the form.

Quick tip 2

Use a listing service like to locate a Notary is your area rather than Google.  These listing services are easy to use.  Enter in a zip code and a list of Notaries that service the area will be displayed.  You should know that most of the folks that you find on the site offer a mobile notary service.  You should expect to pay a higher fee than a typical walk-in service.  Rates of $25 – $50 are common and fair.

Quick tip 3

Only complete section 1 of the I-9 Form before meeting with the Notary.  Never complete section 2.  It is the responsibility of the Notary to complete section 2 of the I9.  Go the extra mile on this one and only bring with you the ID(s) that you will use to prove your ability to legally work in the US.

Being that most notaries will not have experience in completing the I-9 correctly your best bet is to review the list of acceptable documents available here, and then show the notary either the List A document, or the List B and C documents that are required so the form can be completed correctly.  It is never a good idea to put a bunch of IDs on the table and have the notary figure it out.

Again you are not alone in this, but we hope these quick tips can help make finding a notary a bit easier on you.

Quick tip for business. 

Call N3 Notary at 800.455.1146  We are experts in making the I-9 verification process for remote hires, quick simple and compliant.

How to handle a family emergency as a Mobile Notary

As a Nationwide Notary service we work with thousands of notaries each year.  From good to great, to back-outs and no-shows we experience it all.  Recently, we had an issue come up and thought it might be helpful to discuss.

What should you do when you have a family emergency and can not make your appointments?

Option 1, you do not update your client to let them know that you have an emergency and can not make the appointment.

Option 2, you run your appointments and ignore your emergency.

Option 3, you email your client letting them know that you have a family emergency and can no longer make the appointment.

Before we give you the correct answer (as we see it) its important to understand what your Signing Service client will experience with each option above.

If you go with option 1, it will most likely result in what signing services refer to as a “no show”.  It’s one of the worst possible outcomes, and grounds for immediate un-approval for most of the clients that you work with.  Your client looks bad, their client looks bad and, in fact everyone in this situation looks bad.

Going with option 2?  Why would you ignore your family if there is an emergency?  Your client won’t be doing any back flips for you.  Many will just want you to put your family first anyway.

Option 3.  Your client has time to replace the request with another Mobile Notary, or at the very lease they can update their client that there would be a delay in processing the request.  Your client more then likely will understand that life can and will happen from time to time.  They will be grateful for the notice and more then likely want to continue the working relationship you probably worked hard for.

So the answer is 3.

Things can and do come up.  As a Nationwide Notary service focused on I9 verification for remote hires, we find it incredibly important that our notaries update us when they can not make it to an appointment due to a family emergency.  It shows that you understand what it takes to take care of both your family and clients.

How do you handle your clients when you have a family emergency?


How to properly use a Notary to complete an I-9 Form

Remote hiring has become an increasingly popular way for employers to tap into a larger pool of talent.  One of the challenges employers face with their remote employees, is in processing I-9 Forms correctly when using a Notary Public.  Finding a Notary at a local UPS store is a simple process, however having the Notary complete the form correctly as well as following up with the Notary for any corrections or questions can seem impossible.

It’s important the employers that regularly hire employees remotely build a system that will meet the compliance standards.  There are 4 key areas of focus when thinking about how to improve a current system or implement a new one.

First inform your employee of what is needed to properly complete the I-9.  Let them know of their start date and the date that they need to complete section 2 by.  Employees should be made aware that a Notary may lack experience with the I-9 as well as the common areas where mistakes are made.

Provide clear written instructions that your employee can give to the Notary.  Again keep in mind that most Notaries may not have experience with filling out the I-9.  It’s a good idea to put your contact phone number on the instruction sheet so that the Notary can call you should there be any questions on filling out the from.

Have the employee get the Notaries name, phone number and e-mail address.  This will make it easy for you to follow up with the Notary should there be a correction needed.

Ask the Notary complete a form that designates them as your authorized agent for completing the I-9 form.  Ask for their commission information, including commission number, expiration and the state they are licensed in.

You may also want to consider using an electronic I-9 management system to help reduce errors with in your remote hire process.

Remote hiring is here to stay and meeting the challenges of properly verifying employment eligibility of the employee is the sole responsibility of the employer.  By recognizing the problems you face by using a Notary to compete the I-9 Form, keeping your employee informed and retaining contact information on the Notary, you can improve your process and feel more secure in meeting I-9 form compliance standards.






Where to Find a Mobile Notary & How much does it cost?

Where do you find a Mobile Notary?  It’s a question most folks never think about or ask until the time comes when you need one. Then where do you turn? The internet is helpful and quick, Google search returns about 2.3 million results. From Google ads to Yellow Page listings the choices are endless.

So you click on a web link, find a phone number to call and leave a voice message.  Do this often enough and sooner or later someone will either call you back or finally pick up the phone.

But how can you tell if the person that you are talking to is really a Notary Public or just a scam?

And how do you know what a fair price is for Mobile Notary services?

We know it’s not easy, and can even be a bit intimidating, so N3 Notary has put together what we hope is a useful guide for finding a mobile notary with confidence and ease.

Firsts things first.

Have an idea about what documents you need notarized and how many notarizations you need.

Nothing will spook a mobile Notary Public more than an uninformed.  The more disorganized you are, the more unlikely you will find a Notary at a fair price with just a few phone calls.  So know the titles of each document that you need notarized.

To count the number of notarizations you will need, it’s important to understand what the Notary Public is actually notarizing.  Most folks seem to think that it is the document that needs to be notarized and they are misinformed, when in fact it’s the signature that is being notarized.

Keeping that in mind, to count the number of notarizations you will need, just count the number of total signatures on each document that requires notarization.  For example, let’s say you have 1 document, and the same person will sign the document 100 times, that would be considered 100 notarizations.  Alternately, if that person was to sign 1 time on 100 documents that would still be considered 100 notarizations.

Be prepared to share this information with the mobile Notary when you speak with them.


Find a notary website that is dedicated to making it easy for you to find a Mobile Notary in your area.  There are some great websites out there that have been built just for you free of charge.

These websites are very easy to use.  You simply just enter in the zip code that you need a notary in, click the “Search” button and a list of Notaries that cover the area will be presented to you.  You can read reviews, get their phone number and review their experience as well.

Third how much does a Notary cost?

Pricing for a Mobile Notary will range from $5 per signature with no travel fee to several hundreds of dollars.  Some states do dictate the price that the notary can charge per notarization as well as limit the fees Notary are allowed to charge for travel.  You can check with your Secretary of State office for specific details.

A Fair price will be about $25 – $40 for 1 to 2 Notarizations and an additional $5 – $10 per notarization thereafter.

Fourth know the rules for Notarization in your state.

Most of the time, the Notary is going to want to know two things.  First, can the individual who is signing the document understand the contents of the documents and two can the Notary properly identify the individual appearing for notarization?  If the notary cannot answer yes to both of these questions then they have a duty to refuse the notarization, and more than likely you will be charged for the full rate of their service as they are acting according to the rules of their state.

Before you even schedule a Notary visit, make sure that the person that will have their signature notarized has an original unexpired ID issued by a federal (Passport) or state (Drivers License) agency available to show the Notary at the time of the appointment.  In addition, the person that is appearing for notarization must be of sound mind.  Unfortunate as your situation may be, if you ask the notary to travel to an Alzheimer’s ward chances are the notarization will not be taking place.

Finally, seek out the advice of an attorney.

A Notary is not authorized to render legal advice.  In fact, in some states that cannot even tell you what type of notarization you need, it’s actually your job to tell them.  If you have questions about identification, or the ability of the person appearing for notarization to understand the document or have questions about the document or Notary process, you should consult with an attorney.

3 Mistakes Mobile Notaries Must Avoid to Keep and Attract Clients

It’s been hard being a signing agent the past few years, and if interest rates keep going up, it may get much harder.   Maybe you’ve been at this for years, or you’re just starting to put the wear on the tries.  No matter where you’re at with your small business, it’s important that you are able to attract and keep customers or you’ll burn out, give up, or worse, stay exactly where you are.

Nationwide Mobile Notary Signing Services can be a lucrative customer for a traveling Notary Public, as they tend to have a large volume of requests.  This volume could provide you with $300 – $650 in revenue per month and more.  Sure, the per file rate is low, maybe $65, while a title company client may pay $125.  Then again, 10 requests at $65 per file is more then 2 requests at $125 per file.  So there is some real value in keeping and attracting Signing Services as clients.

As a Nationwide Mobile Notary Service that specializes in I-9 Form employment verifications for Remote Hires, we have worked with thousands of notaries across the United States for more then 10 years, and would like to share with you 3 mistakes you must avoid in order to keep and attract Notary Signing Services as clients.

First, never dictate to a Signing Service how the appointment is going to be run.  Sure you’re an independent contract and you can do it your way, but at the same time, a Signing Service does not have to call you again.  Most want you to provide the services within the guidelines and policies of the company.  They do this in order to provide an overall consistent service to their customers.  Stay within the guidelines and you’re more likely to get another opportunity.  Do not, and your chances are you will not.

Second, never provide the Signing Service with your rates.  They’re more than likely not to honor them and they are not interested in them.  The service provider dictates the fees 90% – 95% of the time.  When you e-mail them a rate sheet after accepting a request, it shows that you do not understand the nature of the signing service business and will make them question your ability to perform the appointment up to their standards.

Finally, never back out of an appointment because you didn’t realize you double-booked yourself, or you didn’t realize the appointment was farther away for the rate you agreed to,  or because you got a better offer for the appointment time.  Backing out for these reasons or any reason is almost always unacceptable, and chances are the signing service will never want to work with you again.

By avoiding these three mistakes, as an owner of a traveling Notary Public service, you will give yourself the best possibility at a second opportunity for work and the possibility of a client that could provide you with a few thousand dollars a year.



7-Eleven I-9 Compliance Audit Gets Embarrassing

This past June, federal authorities seized fourteen 7-Eleven stores in New York and Virginia following the discovery that multiple owners and managers were falsifying information on Form I-9’s to hire employees not legal to work in the US. According to authorities the franchises were dealing out  false social security numbers to pay illegal employees which lead to a request to audit the entire 7-Eleven enterprise.


The initial audit resulted in all franchises being required to show compliance by conducting an internal review of all employees and their employment eligibility Form I-9’s. 7-Eleven’s executive vice president, Darren Rebelez, reminded and warned its 5000 plus franchises that Form I-9 compliance steps are mandatory and “failure to comply will result in serious consequences, including the possible termination of your franchise agreement.”


Not only must all employees complete an I-9 form with true and accurate information, but under the Immigration Reform and Control Act, all US employers must verify the identity and work eligibility for all new hires. This information is documented in Section 1 and 2 of the Form I-9 where employees attest to their citizenship and verify their identity and work eligibility with appropriate documentation. Employers are responsible for keeping the original copies of the employee’s I-9 form for the purpose of inspections or review. The IRCA also requires the retention of terminated employees for three years after their date of hire or one year after their employment has been terminated, whichever is later.

The executive vice president went on to assure that 7-Eleven will be taking the steps to “protect the integrity and reputation of the 7-Eleven brand… and to ensure that all franchised stores are being operated in a lawful manner.” All franchises have the deadline of 1 month to show compliance with the internal review and fix any deficiencies that they may have with their employee’s employment authorization including absent or missing I-9 Forms. Failure to do so would result in the franchise’s termination. Starting in July 2013, 7-Eleven field consultants and market managers will travel to each individual store to audit all Form I-9’s completion and compliance with federal and state policies.


Currently prosecutors are expecting $30 million in forfeiture from the 14 stores and the Dallas based corporation. Following the audit of the initial franchises in violation, Immigration and Customs Enforcement agents and federal prosecutors will be investigating an additional 40 New York 7-Eleven’s and abroad.



I-9 Form Guide To Accepting Temporary ID

What do you do when an employee presents you with a temporary ID instead of an original copy of an Acceptable Document in Section 2 of the Form I-9. Section 2 of the Form I-9 requires that original documentation be used to validate the Employee’s employment authorization, however, on occasion a temporary ID may be given in the place of a required document. Below are the types of receipts accepted to replace a document and instructions on how to enter this information in Section 2 of the Form I-9.

There are three types of receipts that can be used:

The first type of receipt that can be used in place of an original document is a receipt acknowledging that the employee has applied to replace a document that was lost, stolen, or damaged.  This type of receipt can replace documents from List A, List B, and List C.

The second type of receipt is the arrival portion of the Form I-94 or Form I-94A  with a temporary I-551 stamp with a photograph of the individual. This receipt is for a Permanent Resident Card (Form I-551) or “green card” and acknowledges that the Employee is a lawful permanent resident. This type of receipt can be used as a document for the Employment Authorization in List A.

The third type of receipt is the departure portion of the Form I-94 or I-94A with a refugee admission stamp. This type of receipt acknowledges the Employee is a refugee or an “alien authorized to work in the US” which you can confirm from their status in Section 1. This type of receipt is used when an Employee hasn’t received an Employment Authorization Document (Form I-766) or the combination of a List B documents paired with a Social Security Card. This type of receipt can be used as a document for the Employment Authorization in List A.

Types of Receipts that are not acceptable to use as an Acceptable Document are receipts showing that a person has applied for an initial grant of employment authorization or for renewal of employment authorization. These do not apply in any case.

When the Employee presents you with an acceptable receipt, enter the document title as “Receipt” in Section 2 where it applies under the sections List A, List B, or List C.

Next enter the receipt’s document number in the “document #” space. Lastly you will enter the last day valid day of the receipt for the Employee in the “expiration date” space. In the case a receipt does not have an expiration date (such as the third type of receipt), enter “N/A”.

Remember, expired receipts can not be used as an acceptable document. If an Employee presents you with a receipt that isn’t listed above it does not apply and can not be used to replace a document from List A, List B, or List C.