Starting a notary business is a rewarding venture that combines a detail-oriented mindset and a commitment to public service with sharp business savvy. It's a multi-billion dollar industry with steady demand for notarizations for real estate closings, legal affidavits, and financial agreements.
This guide will take you through the practical steps of obtaining necessary licenses, validating your business concept, acquiring equipment, and securing funding to help you launch a successful notary business in the U.S.
Step 1: Plan your business and validate your market
Start by researching your local market. Check your state’s notary administrator website or county clerk’s office to see how many notaries operate in your area. Also, search on Google Maps and Yelp for "mobile notary" to gauge competition and service gaps.
Analyze what your competitors charge. Note their fees for standard notarial acts like acknowledgments and jurats. Pay close attention to their travel fees, as this is where mobile notaries generate significant income. Many new notaries underprice their services, so know the local average.
Estimate your startup costs
Your initial investment will likely range from $215 to $800. This covers the state application fee ($15-$100), a surety bond ($50-$100), and essential supplies like your official stamp and journal ($50-$100).
You should also budget for Errors & Omissions (E&O) insurance, which can cost between $100 and $500 annually. While not always mandatory, it protects your personal assets if a mistake leads to a client lawsuit. Your required bond only protects the public, not you.
Here are 3 immediate steps to take:
- Research your state's specific notary application fees and bond requirements.
- Identify five local notaries and document their fees for services and travel.
- Get quotes for a notary surety bond and an Errors & Omissions insurance policy.
Step 2: Set up your legal structure and get licensed
Choose your business structure
You might want to consider forming a Limited Liability Company (LLC). This structure separates your business and personal assets. Many new notaries operate as sole proprietors, but this choice exposes your personal assets to business liabilities. An LLC offers protection and pass-through taxation, meaning profits are taxed on your personal return.
Once you decide on a structure, get an Employer Identification Number (EIN) from the IRS. It’s free and you can apply online. Banks require an EIN to open a business bank account, which is a good practice for keeping your finances separate from day one.
Obtain your licenses and permits
Your primary credential is your Notary Public Commission, issued by your state’s commissioning authority, usually the Secretary of State. In addition, your city or county may require a general business license to operate, which typically costs between $50 and $150 annually. Check with your local county clerk’s office for specifics.
Here are 3 immediate steps to take:
- Decide between forming an LLC or operating as a sole proprietorship.
- Apply for a free Employer Identification Number (EIN) on the IRS website.
- Contact your city or county clerk to ask about local business license requirements.
Step 3: Secure your insurance and manage risk
Key insurance policies for notaries
Errors & Omissions (E&O) insurance is your primary defense. It covers you if a mistake in a notarization leads to a client's financial loss. A policy with $100,000 in coverage is a solid starting point and can cost between $200 and $400 annually.
A mistake some new notaries make is assuming their state-required bond protects them. That bond only protects the public from your errors. E&O insurance is what covers your personal and business assets if you face a lawsuit.
Since you will travel to clients, you might also consider general liability insurance. This covers incidents like accidentally damaging property at a client's home. Also, check your personal auto insurance policy, as it may not cover accidents that happen during business travel.
You can find notary-specific policies through providers like the National Notary Association (NNA), BiBERK, and Hiscox. It is wise to get quotes from a few different companies to compare coverage and pricing before you commit to a policy.
Here are 3 immediate steps to take:
- Get a quote for an E&O insurance policy with at least $100,000 in coverage.
- Review your personal auto insurance policy to confirm if it covers business use.
- Compare insurance quotes from two providers that specialize in notary services.
Step 4: Set up your workspace and gather your equipment
Your home office setup
As a mobile notary, you can skip the expense of a commercial office. A dedicated space in your home is sufficient. You should check your local city or county website for any regulations on home-based businesses, but this type of work usually faces few restrictions.
Your primary concern is security. You must have a private, lockable area to store your journal and client documents. A simple locking file cabinet or a small safe is a sound investment to protect sensitive information and maintain client confidentiality.
Gather your notary supplies
A mistake some new notaries make is opting for the cheapest supplies, especially the stamp. A poor-quality stamp can smudge and lead to document rejection. It is better to purchase your state-compliant gear from a reputable vendor like the National Notary Association (NNA).
- Notary Stamp/Seal: Expect to pay $20-$50 for a quality, self-inking stamp.
- Notary Journal: A hardbound, sequentially numbered journal costs between $15 and $30.
- Thumbprint Pad: This will cost around $10-$15.
- Lockable Bag or Box: For secure transport of your supplies, budget $30-$60.
Here are 3 immediate steps to take:
- Check your city’s website for its rules on home-based businesses.
- Order a state-compliant notary stamp and journal from a trusted supplier.
- Purchase a lockable file box or cabinet to secure your records.
Step 5: Set up your payment processing
Choose your payment methods
Most clients expect to pay with a card. While you can accept cash or checks, offering digital payments makes you look more professional and simplifies your bookkeeping. For mobile notary work, you will collect payment immediately after the service is complete.
A mistake some notaries make is choosing a payment solution with high monthly fees or one that requires a clunky card reader. You need a simple option that works directly from your phone, as you will be on the move.
Accept payments on the go
For notaries who need to accept payments on-site, JIM offers a streamlined solution. With JIM, you can accept debit, credit, and digital wallets directly through your smartphone. Just tap and you are done.
At just 1.99% per transaction with no hidden costs or extra hardware needed, it's particularly useful for taking payment right after a signing. This rate is often lower than what other payment providers offer, which helps you keep more of your earnings.
Getting started is straightforward:
- Get Started: Download the JIM app for iOS.
- Make a Sale: Type the sales amount, hit sell, and ask your customer to tap their card or device on your phone.
- Access Funds: Your money is available on your JIM card as soon as the sale is done, with no waiting for bank transfers.
Here are 3 immediate steps to take:
- Decide which payment methods you will accept from clients.
- Compare payment solutions that work on your smartphone without extra hardware.
- Download the JIM app to see how it works for on-the-go payments.
Step 6: Fund your business and manage finances
Secure your startup funds
Since startup costs are low, you may not need a large loan. An SBA Microloan is a good option, offering $500 to $50,000 with interest rates typically between 8% and 13%. Your personal credit score will be a major factor in qualification.
You can also look for grants, though they are competitive. Check with your local Small Business Development Center (SBDC) for regional programs. National grants like the Amber Grant for women are another possibility, but they receive many applicants.
Manage your cash flow
Plan for about $1,000 to $1,500 in working capital for your first six months. This covers fuel, basic marketing materials, and replenishing supplies. A mistake some new notaries make is to mix personal and business funds, which complicates taxes and can risk your personal assets.
Open a dedicated business checking account as soon as you have your EIN. This simple step keeps your finances clean from day one. It also makes it easier to track your income and expenses for tax purposes, which you can manage with simple accounting software.
Here are 3 immediate steps to take:
- Research SBA Microloan lenders in your state.
- Open a separate business checking account.
- Calculate your estimated working capital for the first six months.
Step 7: Organize your staffing and operations
Most notaries start as a one-person show. However, thinking about your operations and future staffing needs from the beginning sets you up for smooth growth. This prevents you from getting overwhelmed when business picks up.
Plan for future hiring
Your first hire will likely be an administrative assistant, not another notary. This person would handle scheduling, answer client calls, and manage invoicing. This frees you up to complete more signings. An assistant's pay typically ranges from $18 to $25 per hour.
A mistake some growing notaries make is hiring another notary too soon. An assistant requires no special certification and can manage the back-office work. Remember, only a commissioned notary can perform notarizations, so your assistant's duties will be strictly administrative.
When should you hire? A good rule of thumb is when you spend over 10 hours a week on administrative tasks that pull you away from billable appointments. Once your business consistently generates $4,000-$5,000 in monthly revenue, bringing on part-time help makes financial sense.
Streamline your daily operations
Efficient operations are key, even when you are working alone. You can use scheduling software to let clients book appointments online. This reduces phone tag and captures business 24/7. Look into platforms like Acuity Scheduling or Calendly.
For notary-specific needs, software like NotaryGadget helps track signings, mileage, and expenses in one place. Using such a system from the start makes tax time much simpler than sorting through a year's worth of receipts and paper logs.
Here are 3 immediate steps to take:
- Draft a simple job description for a part-time administrative assistant.
- Sign up for a free trial of a scheduling platform like Calendly to test its features.
- Set a monthly revenue goal that will be your trigger to hire an assistant.
Step 8: Market your business and get clients
Build your online presence
Your first move should be to claim your free Google Business Profile. This puts you on Google Maps. Aim to get 5-10 positive reviews in your first 90 days by asking satisfied clients. A simple, one-page website also builds credibility and justifies your fees.
Many new notaries just create a free listing and wait for calls. A better approach is to have a professional website, even a simple one. It shows you are a serious business owner. Include your services, fees, and service area on the site.
Connect with local businesses
Actively seek out businesses that need frequent notarizations. Introduce yourself to local law firms, real estate offices, and title companies. A single title company can become a source for 10-20 loan signings per month. Leave them with your business card and a simple flyer.
You can also list your services on notary-specific directories like Notary Rotary and 123notary.com. A basic listing is often free, with paid options for better visibility. These platforms can be a good source of your first few leads while you build local relationships.
Here are 3 immediate steps to take:
- Set up and fully complete your free Google Business Profile.
- Identify three local law firms or title companies to visit in person.
- Create a basic listing on a notary directory like Notary Rotary.
Step 9: Set your pricing and define your services
Establish your fee structure
Your state sets the maximum fee you can charge for each notarial act, often between $5 and $15 per signature. You can find these rates on your state notary administrator's website. This fee covers the notarization itself.
A mistake some new notaries make is to only charge this state-mandated fee. Your primary income as a mobile notary will come from travel and service fees, which you set yourself. It is a good practice to have a clear policy for these additional charges.
Determine your travel and package fees
For travel, you might want to consider a flat fee for a set radius, like $30 for up to 15 miles, plus $1.50 for each additional mile. Research what other notaries in your area charge to stay competitive but profitable.
Once you gain experience, you can offer specialized services. For complex work like loan signings, you should charge a flat package fee. These typically range from $125 to $250 and cover the entire appointment, including travel and all notarizations.
Here are 3 immediate steps to take:
- Look up your state's maximum notary fees on its official website.
- Create a travel fee schedule based on mileage from your business address.
- Research and set a flat fee for a standard loan signing package.
Step 10: Implement quality control and scale your business
Establish your quality standards
To attract higher-paying work, you might want to pursue the Notary Signing Agent (NSA) certification from the National Notary Association. This shows title companies you have passed a background check and an exam, making you eligible for loan signing assignments.
You can measure your service quality with two key metrics. First, aim for a five-star average on your Google Business Profile by asking every satisfied client for a review. Second, your document rejection rate should be zero. This demonstrates your reliability to your clients.
Know when to grow
Once your business consistently earns $4,000 to $5,000 in monthly revenue, it is time to consider help. A mistake some notaries make is to hire another notary. Instead, hire a part-time administrative assistant to manage scheduling and invoicing so you can focus on signings.
As your appointment volume increases, use software like NotaryGadget to manage your operations. It helps you track your signings, mileage, and income in one place. This keeps your business organized and makes tax preparation much simpler as you scale.
Here are 3 immediate steps to take:
- Research the requirements for the NNA's Notary Signing Agent certification.
- Create a template email to request a Google review after each completed signing.
- Review your last three months of income to see how close you are to the $4,000 monthly revenue mark.
You now have the roadmap to start your mobile notary business. Remember that your service fee, not just the state-set rate, is where you build your income. With this plan, you are ready to serve your community and create a profitable business.
And when it comes to payment, keep it simple. JIM turns your phone into a card reader, so you can accept payments on the spot for a flat 1.99% fee without extra hardware. Download JIM and you are set.
