We recently wrote an article listing the essential notary supplies notary publics should keep in their supply bag. There are a variety of supplies to help support notary best practices, but we wanted to hear from professionals to see what types of notary supplies they keep on hand at all times. Here is a list of must have notary supplies, from professional notary publics.
Fedex and UPS envelopes, California Notary Law Primer, ID Checking Guide, Glossary of Terms, Guide to Ways to Hold Title in California, POA and Trust ways of signing, Blank Ack and Jurat forms, blank receipts, wipes, Square Card Reader, and copy of commission.
Pens! Extra lock for bag. Business cards. Notepad.
I carry minimal notary supplies in one bag including a binder with contact phone numbers, information, acknowledgement & jurat forms/stamps, reference materials, notes sheets, fax sheets, commission, copy of E&O insurance, along with pens, fingertip grip (wax-type material to help sort/grip paper), business cards, cell phone and mints.
Then I have an extra carry bag or container that stays in my vehicle that includes extra FedEx & UPS Envelopes, Shipping Labels, Pouches, Legal File Folders, Clips, Paper Clips, extra Pens (Blue & Black), flashlight and map books for backup (in case GPS quits working properly).
A stapler and staple puller.
My office is in my briefcase. Commission, BG Cert, E&O and portable hand held scanner and phone numbers of County Recorders.
I carry a couple personal things such as gum, cough drops, flashlight, and L/C’s (acknowledgements, jurats).
I carry only what is needed stamp, pens and staplers, I do keep a small flashlight for walking dark steps at night so no surprises. I do keep 6 copies of acknowledgements and jurats each. My personal certifications I only share with title companies and signing services I do business with and with signers or if questioned Michigan issues a wallet sized Notary License that I carry, which I show with my ID. and I hand a business card to my signers which I get a thank you for.
The shipping stuff I have at home where I print my labels in my office so everything is ready to go when I leave for a signing. My home office closet has a 4 shelve system that keep my supplies on with a well stocked supply of envelopes & labels for UPS, Fedex and USPS.
I do carry a counterfeit bill pen so I can identify the ID’s for authentication///my E&O is not anyones business but my own. When I was running 4-6 or more signings day I didn’t need nor have room to lug all that with me. My only extra’s where legal-sized egg crates in my trunk to hold extra signing packets which were readied before I left my house.
A folder with with loose certificates, journal, state notary handbook, pouch with two notary stamps ‘ pens ‘ thumbprint pad, wet wipes, Cr, ID booklet; UV ID penlight, portable scanner, two Stamps with jurat, and acknowledgement, stapler .
In the car I keep extra Shipping supplies for UPS, small portable copier ( for making certied Copies Onsite) Laser primer; toner, Paperclips, and basic office supplies.
A clip board for those signings where a table is not available.
A copy of your state Notary Public Reference Manual. I keep the extra copies in a lightweight, pocketed file folder in my bag. I also carry rubber bands and post it notes in case a note needs to go on a page. I also carry a list of UPS and FedEx offices so I know where I can go in a pinch. And I always have my business cards handy. and black and blue ink pens.
I use my little container of SortKwik to make it easier to grab just one doc at a time, especially when reviewing after the signing.
I keep a nifty little item called Pen Again; this is a pen that fits right ON a signer’s FINGER, Very helpful for those occasions when a signer has difficulty holding a regular size pen.
Those loose certificates are utilized per some of these examples:
- If their is no room for your stamp on the document’s notary certificate, use one of your own;
- If the certificate contains ack/jurat wording that is not state-compliant, you replace it with one that is
- You are presented with a handwritten or other document that does not have a notary certificate. You ask the signer which notarial act they prefer, and attach the appropriate certificate
- There are multiple signers in different locations – each may require their own certificate.
I carry travel packs of tissues, cause many people really appreciate being offered one after giving me their thumbprint. I carry stapler, staple remover, receipt book, as well as extra acknowledgement and jurat forms.
Be prepared for anything by having a backup plan. I have a LED flashlight pen but it would be nice to have the usual gadgets like exploding dental floss, dart gun/zip line, a paddle for rainy days in Arizona, and a siren and lights for my zippy notary vehicle; but if you don’t have those, at least have the basics. I haven’t had to scale a wall or battle the next of kin, just bring enough pens in case one runs dry.
“Wet Ones” wipes in individual packets. Even though my fingerprint pad is “inkless,” it still leaves ink on borrowers’ thumbs.
Ann Marie Bucchino
My rubber finger is a must and an umbrella.
Do You Carry Of The Mentioned Notary Supplies In Your Supply Bag? What Supplies Might You Start Adding From The List?
In the comments below, tell us which notary supplies you carry on a regular basis. Do you already carry something mentioned from the above article?