Common Mistakes to Avoid When Starting a Remote Notary Business

Quick answer

Starting a remote notary business is exciting, but skipping the legal setup or ignoring technology can cost you time and money. Before you accept your first online notarization, make sure you understand your state’s remote notarization laws, invest in secure e-signature software, and set up a simple but professional workflow. If you’re unsure where to begin, this step-by-step guide walks you through the exact process without upfront costs.

Mistake 1: Assuming all states allow remote notarization

Remote notarization isn’t legal everywhere. Some states have permanent programs, while others only allow it during emergencies. Before you spend money on software or marketing, check your state’s remote notarization laws. For example, Florida allows remote notarization permanently, but New York only permits it during declared disasters. If your state doesn’t support it yet, you can still prepare by learning the requirements for when it becomes available.

Next step: Visit your state’s notary regulating agency website and search for “remote online notarization” or “RON.” Look for a list of approved vendors and any required training. Keep a screenshot or PDF of the page for your records.

Mistake 2: Choosing the wrong remote notarization platform

Not all remote notarization platforms are equal. Some charge high monthly fees, while others lack essential features like identity verification or tamper-evident recordings. Popular options include Notarize, Pavaso, and NotaryCam, but each has different pricing and capabilities. For instance, Notarize charges per notarization, while Pavaso offers a subscription model with unlimited sessions.

To avoid buyer’s remorse, compare at least three platforms. Focus on:

• State compliance (must support your state’s remote notarization laws)
• Identity verification method (ID scanning, knowledge-based authentication, or video call)
• Recording storage (some platforms store recordings for years, others delete them after 30 days)
• Ease of use for clients (can they join from a phone or only a computer?)

Create a simple comparison table to track your findings:

After testing a free trial or demo, pick the platform that balances cost, features, and ease of use for your clients.

Mistake 3: Skipping the notary seal and journal setup

Even in a digital world, physical tools still matter. Many new remote notaries forget to order their notary seal and set up a journal before their first notarization. Your seal must meet your state’s requirements, and some states require a tamper-evident journal for remote notarizations. Without these, your notarizations may not be legally valid.

Start by ordering your seal from an approved vendor like Notary Rotary or the National Notary Association. Then, set up a digital or physical journal. If your state allows digital journals, use a secure spreadsheet or a dedicated app like Notary Journal Pro. If you prefer paper, buy a bound journal with numbered pages and store it safely.

Mistake 4: Ignoring cybersecurity basics

Remote notarization involves handling sensitive documents and personal information. A single data breach can damage your reputation and lead to legal trouble. Common cybersecurity mistakes include using weak passwords, sharing login credentials, or storing documents in unsecured cloud folders.

Protect your business with these simple steps:

• Use a password manager like Bitwarden or 1Password to create and store strong passwords.
• Enable two-factor authentication on your email, notarization platform, and any other accounts that handle client data.
• Store documents in an encrypted folder or a HIPAA-compliant cloud service like Box or Dropbox Business.
• Avoid public Wi-Fi when accessing sensitive files; use a VPN instead.

If cybersecurity feels overwhelming, start with one change at a time. For example, set up two-factor authentication this week and move your documents to an encrypted folder next week.

Mistake 5: Underestimating the importance of client onboarding

Remote notarization clients often have no idea how the process works. If you don’t guide them, they may show up unprepared, causing delays or cancellations. Common onboarding mistakes include not explaining the technology requirements, skipping identity verification steps, or failing to provide clear instructions.

Create a simple onboarding checklist for your clients:

• Send a confirmation email with a link to your notarization platform and a short video tutorial.
• Ask clients to prepare a valid government-issued ID and the document they need notarized.
• Remind them to use a computer or tablet with a webcam and stable internet connection.
• Provide a phone number for technical support in case they run into issues.

You can automate this process using tools like Calendly for scheduling and Loom for video instructions. A smooth onboarding experience reduces no-shows and improves client satisfaction.

Mistake 6: Pricing your services too low or too high

Setting the right price for remote notarizations is tricky. Charge too little, and you’ll struggle to cover your costs. Charge too much, and clients will go elsewhere. Many new notaries underprice their services because they’re afraid of losing clients, but this can lead to burnout and financial stress.

Start by researching what other remote notaries in your state charge. For example, in Texas, remote notarizations typically cost between $10 and $25 per signature, while in California, the range is $15 to $30. Consider your costs, such as platform fees, marketing, and time, when setting your price. If you’re unsure, offer a competitive rate at first and adjust as you gain experience.

Here’s a simple pricing comparison table to help you decide:

Remember, clients value convenience and reliability. If you offer fast turnaround times and excellent service, you can justify a higher price.

Mistake 7: Forgetting to market your remote notary business

Even the best remote notary won’t succeed without clients. Many new notaries assume clients will magically appear, but that rarely happens. Common marketing mistakes include relying only on word-of-mouth, ignoring online directories, or failing to target the right audience.

Start by listing your services on popular online directories like:

• NotaryRotary.com
• 123Notary.com
• Snapdocs
• eNotaryLog

Next, create a simple website or landing page with your services, pricing, and contact information. Use free tools like Google Sites or Carrd to get started quickly. Finally, promote your services on social media platforms like Facebook, LinkedIn, and Nextdoor. Join local community groups and share your expertise to build trust.

Who this ebook is for

If you’re a freelancer, side hustler, or professional looking to start a remote notary business without upfront costs, this guide is for you. You don’t need a law degree or a brick-and-mortar office to succeed. Instead, you need a clear plan, the right tools, and a willingness to learn. The Remote Notary Side Hustle ebook breaks down the entire process into simple steps, from legal setup to client acquisition. It’s designed for people who want to launch quickly and avoid costly mistakes.

Next steps to launch your remote notary business

Now that you know the common mistakes to avoid, it’s time to take action. Start by checking your state’s remote notarization laws and ordering your notary seal. Then, compare remote notarization platforms and choose one that fits your needs. Set up your cybersecurity basics and create a client onboarding checklist. Finally, list your services online and start marketing to your ideal clients.

If you feel overwhelmed by the details, don’t worry. The Remote Notary Side Hustle ebook walks you through each step with clear instructions and real-world examples. It’s the fastest way to launch your business without making costly mistakes.

Frequently asked questions

Ready to launch your remote notary business with confidence? Get the Remote Notary Side Hustle ebook today and start your journey without costly mistakes.