We Are Notaries — We Are a Team

 

In the world of real estate and lending, every successful closing is the result of collaboration. From title officers to loan officers, processors, brokers, and yes, the notaries, each of us plays a vital role. The truth is simple: if the loan doesn’t close, no one gets paid. That includes everyone from the first phone call to the final signature.

As notaries, we are often the last face the signer sees, the final step before the deal is done. That’s why it’s critical that we show up competent, professional, and personable. We’re not just handling paperwork; we’re representing the entire process and the team behind it.

We must remember: we’re not just individuals in this. We are part of a larger machine, and our work reflects on everyone involved. Our success is shared. Our professionalism impacts more than just ourselves.

There is no “I” in this work, there is only “We.” We are notaries. We are here to serve, to assist, and to bring the team across the finish line.

Together, we close.

Can School Documents Be Notarized Remotely?

 

Remote notarization has become a convenient option for many, but can school documents be notarized remotely? The answer is yes in many cases, depending on local laws and the document’s requirements. Remote online notarization (RON) allows individuals to have documents notarized via secure video calls, making it ideal for busy parents, students, or those abroad. This short blog explains remote notarization for school documents and offers three tips for a smooth process.

Remote notarization is permitted in many U.S. states and some countries, where notaries use secure platforms to verify identities, witness signatures, and apply digital notarial seals. School documents like enrollment forms, parental consent forms, or residency affidavits can often be notarized remotely if the state or receiving institution accepts RON. However, some documents, like certified copies of transcripts or diplomas, may not be eligible for remote notarization in certain jurisdictions due to restrictions on certifying public records.

Always check with the school or receiving party to confirm they accept remotely notarized documents, as some may require traditional in-person notarization or additional authentication, like an apostille for international use.

Three Tips for Remote Notarization of School Documents

1. Confirm RON Eligibility with Local Laws and the Recipient
   Verify that your state or country permits remote notarization for the specific school document. Check with the school or organization to ensure they accept RON documents. Some platforms, like Notarize or DocuSign Notary, provide guidance on state-specific rules.

2. Prepare Digital Documents and Reliable Technology
   Ensure your school document is in a digital format (e.g., PDF) and complete before the notarization session. Have a reliable internet connection, a webcam, and a government-issued photo ID ready for identity verification during the video call.

3. Choose a Reputable RON Platform or Notary
   Select a trusted remote notarization platform or a notary experienced with RON and school documents. Confirm the notary is commissioned in a state that allows RON and understands any additional requirements, like digital certificates for international use.

Conclusion

Remote notarization can be a game-changer for notarizing school documents, offering convenience and flexibility. By confirming eligibility, preparing your documents and tech, and choosing a reputable notary, you can ensure a seamless process. Always verify with the receiving party to avoid issues, especially for international or specialized documents.

Can Notaries Notarize School Documents?

School documents often require notarization to verify their authenticity, whether for enrollment, transfers, or legal purposes. But can notaries notarize school documents? The answer is yes, in most cases, but there are nuances to understand. Let's explores the role of notaries in handling school documents.

Understanding Notarization for School Documents

A notary public is an official authorized to verify the identity of signers, witness signatures, and certify documents to prevent fraud. School documents that may require notarization include enrollment forms, parental consent forms, transcripts, affidavits for residency, or guardianship agreements. These documents might be needed for school admissions, international student programs, or legal processes like custody disputes.

Notaries can notarize school documents as long as the documents meet specific requirements, such as containing a notarial certificate (a statement indicating the type of notarization, like an acknowledgment or jurat) and being signed in the notary’s presence, depending on the state or country’s rules. However, notaries cannot certify copies of certain official records, like diplomas or transcripts, unless state law permits it or the issuing institution provides a signed statement.

Each state or jurisdiction has its own regulations. For example, in some states, notaries can certify copies of documents, while in others, only the issuing school or a custodian of records can do so. Additionally, for international use, notarized school documents may need an apostille or further authentication, depending on the destination country.

Three Tips for Notarizing School Documents

1. Verify Document Requirements with the School or Receiving Party
   Before seeking notarization, confirm with the school, educational institution, or receiving organization exactly which documents need notarization and what type (e.g., acknowledgment, jurat, or certified copy). Some schools may require specific forms or additional steps, like an apostille for international use. Contacting the recipient ensures you avoid unnecessary delays or rejections.
2. Prepare All Necessary Identification and Signers
   Notaries must verify the identity of all signers using government-issued photo ID, such as a driver’s license or passport. Ensure all required signers (e.g., parents or guardians) are present, as notaries cannot notarize documents if the signer is absent, unless the document is a certified copy that doesn’t require a signature. Double-check that the document is complete and unsigned (for acknowledgments or jurats, signing must occur in the notary’s presence).
3. Choose a Qualified Notary Familiar with School Documents
   Select a notary experienced with educational paperwork, as they’ll be familiar with state-specific rules and common requirements for school documents. You can find notaries at banks, law offices, or online platforms like Notarize.com. If the document is for international use, ask if the notary knows about apostille processes or can provide a notarial certificate compatible with foreign requirements.

Final Thoughts

Notarizing school documents is generally straightforward, but it requires attention to detail to meet the specific needs of the school or organization. By verifying requirements, preparing proper identification, and choosing an experienced notary, you can streamline the process and avoid complications. Always check with the receiving party and local notary laws to ensure compliance, especially for international or specialized documents. With these steps, you’ll have your school documents notarized efficiently and correctly.

Tips for Ensuring a Financial Power of Attorney is Accepted by Banks

 Real Life, Real Situations:

When notarizing a Financial Power of Attorney (POA), it’s common for clients to use documents downloaded from the internet. While this is a standard practice, issues can arise when the document is presented to a bank. For example, a bank may reject a Financial POA due to specific verbiage or formatting that doesn’t meet their requirements. To avoid such situations, here are three practical tips to ensure your Financial POA is accepted by the bank:

1. Present a Clear Copy to the Bank in Advance
   Before finalizing and notarizing the Financial POA, provide a clear copy to the bank for review. This allows the bank to confirm that the document meets their specific requirements, such as including the correct legal language or account-specific details. Early feedback can save time and prevent rejections after notarization.

2. Verify State-Specific Legal Requirements
   Financial POAs must comply with the legal standards of the state where they will be used. Each state has unique rules regarding wording, witness requirements, or additional clauses. Contact the bank or consult a legal professional to ensure the document aligns with state laws and includes any necessary provisions, such as durability clauses for ongoing authority.

3. Include Specific Powers and Account Details
   Banks often require explicit language detailing the agent’s authority, such as the ability to manage specific accounts, pay bills, or conduct transactions. Ensure the POA clearly outlines these powers and, if possible, references the specific bank accounts or financial institutions involved. This clarity reduces the likelihood of the bank questioning the document’s scope.

By following these tips—checking with the bank beforehand, ensuring state compliance, and specifying powers—you can increase the chances of a smooth acceptance process for a Financial POA.

Why Trying to Complete a Signing in 30 to 45 Minutes Isn’t Always the Best Practice

As a Loan Signing Agent, efficiency is important—but rushing through signings to meet tight timeframes is not always the best approach, especially when working with clients who may have special needs or require extra time, such as older adults or individuals with disabilities.

Recently, I had a signing that took nearly two hours. Why? Because my client was legally blind and required a special magnifying device to review the documents. Each document had to be carefully positioned under the magnifier so the client could see it, which naturally took additional time.

Taking the time and care to explain the documents patiently made a significant difference. It’s important to remember that rushing signings not only risks mistakes but can also make clients feel rushed and undervalued.

If you find yourself running late due to extended appointments, it’s crucial to communicate with the signing company or any other scheduled appointments. A quick call to apologize and ask if the delay is okay shows professionalism and respect for everyone’s time.

Respectfully, I will not rush through my appointments in general. Sometimes signers have not had a chance to review their documents before the signing. Giving them time to peruse and understand their paperwork is key to a smooth signing process.

While you might feel pressured to meet a daily quota, it’s wise to schedule approximately two hours between signings to accommodate any delays or special circumstances.

Remember, it’s about your customers and signers. Making a good impression by being professional, respectful, and patient goes a long way in building trust and a strong reputation.

Handling Difficult Customers as a Notary Public: Real Life:Real Situations

Part 3: Clarifying Expectations When Hired by a Third Party

One of the most important lessons I’ve learned as a notary public is this: when you're hired by a third party, always clarify what expectations have been set with the client.

In a recent experience, I was contracted by a company to notarize a vehicle title. However, it became clear that the client had not been properly informed about my role. A family member involved in the transaction believed I was responsible for submitting the title to PennDOT, even though the title was in her possession and that responsibility belonged to her.

Despite my clear explanation that I was only there to notarize the title and administer the oath, she insisted it was my duty to send it in. This confusion led to a great deal of unnecessary conflict, and unfortunately, this individual became hostile and difficult to work with.

It’s important to clarify that not all vehicle title transactions require the notary to submit documents to PennDOT. The responsibility often depends on the type of transaction, the agreement between parties, and whether the notary has been asked—or paid—to provide that additional service. In this case, that was not part of my assignment.

This experience, while challenging, taught me the importance of setting expectations early and asking key questions before proceeding.

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Three Tips for Notaries Working with Third Parties

1. Clarify What Was Communicated to the Signer
   Before meeting with the client, ask the hiring party exactly what they told the signer. Miscommunication from the start can lead to frustration and damage your reputation if expectations are not aligned.

2. Clearly State Your Role When Scheduling
   Let the signer know upfront that your role is to notarize the document and administer the required oath—not to process or submit documents to government agencies like PennDOT, unless you’ve been specifically asked to do so.

3. Educate Without Engaging in Conflict
   When a client misunderstands your role, remain calm and professional. Politely explain your duties and refer them to the appropriate party or agency if needed. If necessary, encourage them to contact PennDOT directly for clarification.

Handling a Difficult Notary Situation – Part 2

What began as a routine notary service evolved into a complex and emotionally charged situation involving family conflict, miscommunication, and false accusations. After holding a vehicle title for nearly two months, the notary discovered their stamp had been partially defaced. The title had to be reprocessed, which required additional documentation from the vehicle seller—specifically, a death certificate for the co-owner, who had passed away.

While the seller (the father) was respectful and cooperative, his daughter became increasingly aggressive. She made multiple disrespectful phone calls, sent late-night emails, and posted public accusations—most notably claiming she had paid the notary $175–$200. In reality, no funds were exchanged between them; the notary had been hired by a third party. Despite this, the daughter repeatedly insisted on false claims and even threatened to report the notary to the state.

Throughout the ordeal, the notary remained professional, maintained boundaries, and only engaged through appropriate communication channels. They clarified their role, assisted the father with PennDOT requirements, and went above and beyond by mailing the documents personally. Once the father understood the full situation, he apologized and promised to handle the matter with his daughter. No further communication was received from her.

This experience serves as a reminder of how crucial communication and professionalism are, especially when dealing with family dynamics and misinformation.

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Three Tips for Notaries Dealing with Difficult Clients

1. Remain Calm and Stand Your Ground:
   If you’ve followed all legal and ethical procedures, don’t allow clients to intimidate or disrespect you. Stay professional and firm, and don’t hesitate to end abusive communication.

2. Clarify Your Role Clearly:
   Notaries are not responsible for actions or paperwork that fall outside their legal duties. When misunderstandings arise, politely explain your limitations and direct them to the appropriate party.

3. Keep Records and Know When to Escalate:
   Document all interactions, especially when false accusations or threats are made. If harassment continues, report it to your state commission or legal authority to protect your reputation and license.

Handling Difficult Customers as a Notary Public:

Real Life:Real Situations

As a notary public, life isn't always "peaches and cream," as the saying goes. Sometimes, we encounter difficult or disgruntled customers, and occasionally, we must address misunderstandings or correct errors. How do we manage disrespectful clients when a simple conversation could clarify our role? In this post, I'll share a personal experience and offer tips for handling such situations professionally.

A Real-Life Example: The Vehicle Title Misunderstanding

In one instance, I notarized a vehicle title transfer between a father and daughter. For context, the role of a mobile notary in this scenario is straightforward: we record the buyer's name and the vehicle's mileage, administer the oath, notarize the document with our stamp, and return the title to the clients. Importantly, we do not retain the title or mail it to the Department of Motor Vehicles (DMV) on behalf of the clients—that responsibility lies with them.

After notarizing the title and handing it back to the father and daughter, I assumed the transaction was complete. However, about six to eight weeks later, I received an email from the daughter's husband, who was not present during the notarization. He was upset and demanded to know, "Where is the title?" Surprised, I called him immediately and explained that I had left the title with his wife and her father, as per standard procedure.

It turned out the family had not mailed the title to the DMV, which caused the confusion. My response was clear: "The title is in your possession." This experience highlighted a common issue—clients misunderstanding the notary's role—and underscored the importance of clear communication.

Tips for Handling Difficult Customers

Based on this experience and others, here are some strategies for managing challenging situations as a notary public:

1. Clarify Your Role Upfront: Before notarizing, explain your responsibilities clearly. For example, I now emphasize to clients that they must submit the notarized title to the DMV themselves. This sets expectations and reduces misunderstandings.

2. Stay Calm and Professional: When faced with a disgruntled client, remain calm and empathetic. Acknowledge their frustration, but firmly restate your role and the facts. In my case, a polite phone call helped de-escalate the situation.

3. Document Everything: Keep detailed records of each notarization, including the date, time, and what was discussed. This can protect you if a client later disputes the transaction.

4. Follow Up if Needed: If you sense confusion during the notarization, consider sending a follow-up email summarizing the process and next steps (e.g., "Please remember to mail the title to the DMV"). This reinforces your instructions and shows diligence.

5. Know When to Disengage: If a client becomes disrespectful or unreasonable, politely stand your ground. You are not obligated to tolerate abusive behavior. In extreme cases, you may need to end the interaction while maintaining professionalism.

Final Thoughts

Being a notary public is rewarding, but it comes with challenges. Difficult customers are part of the job, but with clear communication, professionalism, and proper documentation, you can navigate these situations effectively. My experience with the vehicle title misunderstanding taught me the value of proactive clarification and staying composed under pressure. By setting clear expectations and handling disputes calmly, you can maintain your reputation and keep transactions smooth.

Notarizing in Hospitals and Nursing Homes: It’s More Than a Service — It’s a Privilege

 Some appointments take place at a kitchen table, Some at Mc Donalds, or even Dunkin Donuts.

Others happen at a hospital bedside, or in a quiet corner of a nursing facility.

These signings aren’t always easy — they’re often emotional, urgent, and deeply personal.

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💼 What I Bring to These Signings

• Patience: I give signers time, especially if they’re in pain or feeling overwhelmed

• Respect: I follow all facility rules and wear appropriate PPE when needed

• Clarity: I speak calmly, repeat when asked, and never rush the process

• Awareness: I verify alertness and willingness — because no document is more important than someone's clarity and comfort

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🫶 Moments That Matter

In these environments, being a notary is about more than stamping paper.
It’s about being kind. Quiet. Present. Professional.

Sometimes I’m the only visitor that day.
So I show up with purpose and a little extra compassion.

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📍 Serving hospitals, hospice, long-term care, and rehab facilities throughout the Lehigh Valley and surrounding counties.

📧 notary@rondaboiceconsulting.xyz
📱 610-972-9976
🌐 rondaboiceconsulting.xyz

Sometimes, It’s About Teamwork

 The other day, I got a call from a loan officer in a bit of a bind.

A signer claimed they did not have a critical document when I did the signing— and the file couldn’t close without it. The problem? The signer lived an hour away.

It wasn’t my error. I had done everything correctly on my end.
But still — I paused. Then I said yes, not right away of course, I had to remind myself it's all about teamwork.

🚗 I Made the Drive — Two Hours Round Trip, No Pay

Why? Because sometimes, it’s not about whose fault it is.
It’s about getting it done for the team — the client, the title rep, the lender, the escrow officer.

And honestly, I forgot about the miles once I remembered why I do this work.

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🤝 It’s About Showing Up

No, I didn’t invoice for that visit.
I didn’t get a bonus.
But I did earn something more valuable: trust.

That same loan officer now knows I’m someone they can count on — even when things go sideways.

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📞 If you’re looking for a notary who goes the extra mile — literally — I’m just a call away.

📧 notary@rondaboiceconsulting.xyz
📱 610-972-9976
🌐 rondaboiceconsulting.xyz

Behind the Scenes: How I Prepare for Every Notary Appointment

 To most clients, a notary just shows up with a stamp and a few pens.

But a lot goes into making sure your signing is smooth, fast, and stress-free — especially when working with sensitive documents, tight deadlines, or multiple signers.

Here’s a peek at what I do before I even knock on the door.

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🧾 My Pre-Appointment Checklist

• Confirm the appointment time and location via text or call

• Verify the type of documents I’ll be notarizing — real estate, power of attorney, hospital forms, etc.

• Check for special instructions from the title company or client

• Double-check supplies:
  ✅ Notary journal I use Notary Act
  ✅ Blue/black pens
  ✅ ID verification tools
  ✅ Extra forms just in case

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📦 If It’s a Loan Signing…

I go even deeper:

• I review the entire package to ensure pages are in order

• Flag signature and initial spots

• Print clean, sharp copies on correct paper sizes

• Bring shipping labels and scan-back supplies if required

I don’t just show up — I come prepared to finish the job right.

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🤝 Why It Matters to You

• No delays

• No missed signatures

• No fumbling around

• Just a calm, confident appointment where everything gets done the first time

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📞 Want a notary who comes ready — every time?

Let’s book your next signing with confidence.
📧 notary@rondaboiceconsulting.xyz
📱 610-972-9976
🌐 rondaboiceconsulting.xyz